How to Protect Your Tenant’s Private Information

Data breaches have been occurring lately, which could create an alarm for South Shore rental property owners. When you lease a property, you manage sensitive personal data from your tenants, which may find its way into the hands of identity thieves unless handled correctly. To protect your tenant’s sensitive information in today’s digital environment, either you need advanced IT skills, or you’ll need to consider partnering with a property management company that does. Either way, you need to take a few strategies to ensure that your tenant’s personal information stays safe and secure.

1.   Use Strong Passwords and Firewalls

Mostly, the more random your passwords are, the less likely they’ll be hacked. Do not use simple passwords that include words or easy-to-find number sequences (like a phone number). Alternatively, create strong passwords for your Wi-Fi, computers, and cloud storage accounts. Avoid accessing tenant data while using unsecured Wi-Fi networks, like those often provide by coffee shops and libraries. Another significant security measure is to enable a firewall on your computer. A firewall can build a strong shield between hackers and your tenant’s sensitive data. If you don’t know how to install one, it is ideal to seek an IT professional.

2.   Prevent Malware

Besides a firewall, any computer you use to access tenant data needs to have anti-malware software installed on it. Anti-malware software may be useful in stopping hackers and identity thieves from accessing your important information if they breach your firewall. Hackers will attempt to bypass your firewall by sending you links that will download malware onto your hard drive when you click on them. You may not even be aware that you’ve done so. Once installed, malware can be very tough to remove and often requires an expert’s help to be removed.

3.   Take Privacy Seriously

You may need your tenant’s personal data for good reasons, but you need to establish a secure system to ensure that you don’t accidentally violate their privacy. As much as possible, avoid putting their social security numbers or credit card information in spots that are obvious to notice. Be extra diligent about all documents that may include your tenant’s personal information, along with phone numbers and addresses, and shred any document you no longer need immediately – do not throw documents in the trash. Even one minor act of negligence could put you on the hook for severe legal liabilities, especially if the privacy breach can be traced back to your information handling practices.

4.   Call the Experts

With so much riding on your ability to protect your tenant’s sensitive information, it may be convenient and more beneficial to call in professionals to help. Although you can arrange and manage all of your own security measures, it can be much safer and more cost-effective to acquire a property management company to handle all of the essential services you need. National property management firms like Real Property Management have the knowledge to provide high-level security for both you and your tenants. Our information security goes well beyond the measures stated in this article, ensuring that your tenant’s personal information remains safe and secure and gives you total peace of mind.

Would you like to learn more about the excellent services that we deliver to our property owners and tenants? Call Real Property Management Associates at 508-509-4485, or contact us online today!