A different kind of premises
A home office combines two things that are normally separate: a household and a workplace. Family members, guests, cleaners and tradespeople may pass through the same space where client information is stored. The home may also have fewer protections than a commercial site, and the person responsible is usually the worker, who may be both the owner and the only IT department.
Good practice here is a mixture of physical measures, network habits and discipline about information. Nothing guarantees against theft or a data breach, and results vary, but a few steps reduce the most common risks.
Check what your employer or clients require
If you are an employee, your employer may have rules about equipment, storage and networks. If you work for yourself, clients may have contract terms about how their information is handled. Follow those requirements first, because they often reflect legal or regulatory obligations, and ask if anything is unclear. Rules about personal data differ by place, so check what applies to you.
Physical protection for equipment
Laptops, monitors and phones are attractive and easy to carry. A few habits help:
- Choose a location. If you can, set up in a room that can be closed and locked, away from ground-floor windows and visible from the street. A desk in view of a window advertises what is inside.
- Close the blinds or position screens so that passers-by cannot see equipment.
- Lock away devices at the end of the working day, or at least keep them out of sight. A lockable drawer, cabinet or small safe helps. Home safes and secure storage are worth thinking about for backups and documents.
- Do not leave devices in cars. Cars are a common place for thefts, so take devices with you.
- Record serial numbers and keep them somewhere other than the device itself, and check whether your household insurance covers business equipment. Many policies limit cover for work items, so ask your insurer.
- Use a cable lock or similar if the equipment is in a shared area.
The rest of the home matters too. Good locks on doors and windows, entry points that are secure and an alarm system that is armed when you are away all protect the office indirectly. Cameras on outside doors can help, but should be set up with respect to neighbors and visitors.
Paper and printed material
Many home workers print documents and then forget them. Keep client paperwork in a locked drawer or folder, shred anything sensitive when it is no longer needed and avoid leaving printouts where visitors can see them. Check how long you are required to keep client records, because deleting too soon can also cause problems. Records you need to retain should be stored securely.
Network and device security
A home network is usually less carefully managed than an office network, but a few basics have a large effect.
- Router. Change default passwords, keep firmware updated and use a strong Wi-Fi password.
- Separate networks. Many routers allow a guest network. Putting smart TVs, cameras, speakers and other IoT devices on a separate network from your work devices limits what a compromised gadget can reach.
- Updates. Install updates for operating systems, browsers and applications as soon as practical.
- Strong, unique passwords and a reputable password manager, if your employer or clients allow one. Turn on two-factor authentication wherever it is offered.
- Screen locks. Lock your screen whenever you step away, and set a short automatic timeout.
- Backups. Keep backups of important files, and protect them as carefully as the originals. A backup stored next to the laptop does not help if both are stolen.
- Encryption. Full-disk encryption on laptops reduces the harm if a device is lost. Check what your employer or clients expect.
- VPN and remote access. If you connect to a work network, use the method your employer provides.
Basic cybersecurity advice stays general in this article, and the same principles apply whether you work alone or for a larger organization.
Calls, meetings and visitors
Think about who can hear and see you. Taking client calls in a shared room, or using a voice assistant that is always listening, can expose information. Close the door when you can, and consider whether smart speakers should be switched off or moved during confidential discussions. Be aware that your own home cameras and microphones can record conversations, and recording laws differ by place, so check local rules and tell visitors where recording takes place.
When clients, couriers or tradespeople visit, keep them away from the work area. Escorting guests and keeping the office door closed when it is not in use is a simple measure. Household members and children should know not to use work devices, and not to share their passwords.
Handling loss or theft
Decide in advance what you will do if a device is lost or stolen. Report it to your employer or clients promptly if they need to know, change passwords for accounts that were on the device, use remote lock or wipe features if they are set up and report the theft to the police. Many contracts and regulations require quick notification of a loss involving personal data, so be aware of your obligations.
Keep it proportionate
You do not need to turn a spare bedroom into a vault. Decide what information and equipment you hold, what would hurt most to lose and which measures give the best protection for the effort. Review your arrangements when you take on a new client, move house or change your equipment.