Remote work is here to stay. It gives teams flexibility and helps employers reduce costs, but it also increases the risk that client data could be lost, intercepted, or destroyed as it moves between devices and networks.
Protecting sensitive information in this environment takes more than tools. You need the right technology, a clear understanding of the legal framework, well-defined internal policies, and ongoing staff training.
In Canada, most private-sector organizations must comply with the Personal Information Protection and Electronic Documents Act (PIPEDA)1. The law limits what you collect to what’s necessary, requires meaningful consent, and gives individuals the ability to access and correct their information so it stays accurate and up to date.
Some provinces, such as Quebec and British Columbia, have their own privacy laws that differ in certain areas. For example, Quebec’s Law 25 strengthens consent requirements and breach-reporting obligations. If you serve clients outside your province or country, consider the rules that apply to cross-border data transfers as well.
Non-compliance can lead to penalties, lost trust, and reputational damage. Treat privacy requirements as a baseline and build your security program on top of them.
Secure Your Devices, Networks, and Access Controls
Any time data moves between remote devices and your systems, there’s an opportunity for interception. Start by enabling encryption everywhere it’s available: on devices (full-disk encryption) and within apps that handle sensitive files. Encryption ensures that, even if a laptop or phone is lost, the data remains unreadable without the proper key.
Use multi-factor authentication (MFA) on all accounts that touch client information. App-based codes or security keys are stronger than SMS texts and add a critical layer if a password leaks. For network access, a virtual private network (VPN) can encrypt traffic and hide IP addresses—especially on public Wi-Fi, while providing safer access to corporate resources.
Harden endpoints with modern antivirus/anti-malware, built-in firewalls, and automatic updates. Keep operating systems and software current; outdated devices are a common way attackers gain access. Where possible, manage laptops and mobile devices using an MDM/endpoint management tool to enforce screen locks, encryption, OS version minimums, and remote wipe if a device goes missing.
Additionally, access should adhere to the least-privilege rule: grant users only the necessary permissions to perform their jobs, regularly review permissions, and revoke access when roles change. For higher-risk roles (like admins), add tighter controls and more frequent reviews.
Safe Data Transmission, Storage, and Collaboration Practices
How you store and share information can make or break your security. When data moves between locations, a VPN helps protect traffic, but file-handling choices matter just as much. Avoid email attachments for sensitive documents, as they’re easy to forward or misplace and hard to revoke. Instead, use secure file sharing with encryption and granular access controls to limit who can view, download, or edit. Set links to expire by default, and prefer viewer-only access unless editing is required.
If you rely on cloud collaboration, confirm the service supports strong encryption at rest and in transit, audit logs for file actions, and administrative controls like domain-restricted sharing. Where applicable, consider data residency options and verify that the provider aligns with Canadian privacy requirements.
Permission management should be proactive. Apply least privilege to shared folders and projects, and review access on a schedule (e.g., quarterly or when roles change). Require MFA on all portals that touch client data and monitor for unusual sharing patterns.
Finally, protect against mistakes and ransomware with versioning and tested backups. Maintain multiple restore points and conduct periodic recovery drills to ensure you can roll back if files are changed or deleted.
Policies, Employee Training, and Incident Response
People are often the weakest link, so clear policies and regular training are just as important as technology. Give employees simple, written rules for passwords, device use, data handling, remote access, and acceptable apps. Make sure they know what’s allowed (and what isn’t), where to store files, and how to report something suspicious.
Cybersecurity practitioners rank the biggest risks as malware (50%), scams and fraud (45%), and the manipulation or theft of data (43%). These are all risks that shrink when employees follow clear, simple rules2.
Also, provide recurring training that’s short and practical. Teach teams how to spot phishing, use password managers, turn on MFA, avoid risky public Wi-Fi, and lock screens when stepping away. Reinforce lessons with quick refreshers (quarterly is ideal) and update guidance when tools or threats change.
Establish a plain-English incident response plan so people aren’t guessing under pressure. Define who leads the response, who communicates with clients and regulators, and where evidence is collected. You can outline a simple flow: detect, contain, eradicate, recover, and review.
For example, if a laptop is lost, the plan should include steps to trigger a remote wipe, rotate credentials, and check logs for misuse. After every incident or near miss, capture what happened and improve the controls or training that would have prevented it.
Further, encourage a speak-up culture. There should be no punishment for reporting mistakes quickly. Early visibility limits damage and helps you strengthen defences. Track incidents (even small ones) to spot patterns, like repeated oversharing or weak passwords, and address the root cause with targeted training or control changes.
Conclusion
Remote work offers clear advantages, but it also raises the stakes for data protection. Organizations that handle sensitive client information can’t treat security as optional. Start with compliance as the baseline, then layer on practical controls: encrypt devices and data, require MFA, manage endpoints, use secure file sharing instead of email attachments, apply least-privilege access, and keep reliable, tested backups.
Pair these with clear policies, short recurring training, and a plain-English incident plan so people know exactly what to do when something goes wrong. Done well, these measures reduce risk without sacrificing flexibility.
They also strengthen trust, which is your most valuable asset with clients. And the reputational hit is real: 28% of organizations reported brand damage following a successful cyberattack.
By aligning legal obligations with everyday habits and right-sized tools, you protect client data and support a safer, more resilient remote work culture.
FAQ
How to securely share files?
Use a governed file-sharing platform instead of email attachments. Turn on encryption in transit and at rest, require sign-in + MFA, and set links to view-only with expiry and download off by default. Limit access to named people (no public links), add watermarks for sensitive docs, and log/audit all file actions. For one-off transfers with clients, send links in one channel and the passcode in another.
How to share large files securely?
Use a managed transfer service or your cloud drive’s request files feature with size limits, link expiry, and virus scanning. Prefer per-recipient links over open links; require MFA. If you must use SFTP, create a unique account/folder per client and rotate credentials after use. Never split sensitive archives over email. If you zip, encrypt with a strong passphrase and share that passphrase separately.
What should a BYOD policy include for remote employees?
State what data the company owns vs. what stays private, then require device enrollment (MDM/endpoint management). Minimums: full-disk encryption, screen lock + timeout, OS/browser updates, anti-malware, and blocking rooted/jailbroken devices. Define where work files live (company apps/drives only), what’s prohibited (local downloads, personal email uploads), and what telemetry you collect (e.g., compliance status—not personal content). Include incident reporting, lost/stolen procedures (remote wipe), and the offboarding steps to remove company data.
What’s the minimum home Wi-Fi security for staff working from home?
Use WPA3 (or WPA2-AES if WPA3 isn’t available), a long unique Wi-Fi passphrase, and change the router’s default admin password. Enable auto-updates for router firmware, disable WPS and UPnP, and disable remote administration. Put work devices on a separate guest or IoT-isolated network. Optional but helpful: enable the router firewall and use a reputable DNS filter.
Do remote teams still need a VPN if we’re moving to zero trust?
Maybe, but only while legacy systems require it. If you have a mature zero-trust setup (per-app access, device health checks, least-privilege policies, strong MFA, continuous logging), you can phase VPNs down to exceptions. Keep a VPN for specific internal apps that can’t be published safely through an identity-aware proxy, and retire it once those apps are modernized.
What’s the right process to offboard a remote employee?
Follow a tight checklist: (1) notify IT/HR with the effective time; (2) disable SSO and revoke tokens/API keys; (3) remote-lock/wipe enrolled devices and collect hardware; (4) transfer ownership of cloud files, calendars, and shared drives; (5) remove from groups, shared folders, and third-party SaaS; (6) rotate shared credentials and admin accounts; (7) set email forwarding/auto-reply per policy; (8) document the steps and review logs for unusual access during the transition. This keeps data, access, and client work uninterrupted and secure.
This content is from a contributor and may not represent the views of Tech Help Canada. All articles are reviewed by our editorial team for clarity and accuracy.
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