Housing associations rely on online platforms and cloud-based systems to manage tenant information more than ever before. While this has created plenty of benefits, such as streamlining operations and improved communication, this digital shift has also exposed tenant data to cybersecurity risks.
The stakes are high for housing associations should they fail to protect tenant data. Not only would a breach jeopardise tenant privacy but it could also expose organisations to legal penalties under regulations such as the UK General Data Protection Regulation (UK GDPR).
In this article, we discuss in detail why protecting tenant information is so important, common cybersecurity risks in the housing sector and best practices for data security.
Why protecting tenant information is important
Whether it’s personally identifiable information, financial details or medical records, tenant data is now typically stored in housing association’s digital systems. This has raised a host of new challenges when it comes to protecting sensitive tenant information.
Keeping tenant data secure is crucial for the following reasons:
- Business operations: Digital platforms are used by housing associations for a wide variety of processes, including communications with tenants, collecting rent and property management. If tenant data is compromised, there could be a serious impact on how the business operates, leading to service delays and financial losses.
- Privacy and trust: Tenants trust housing associations to safeguard their personal information, and any break in this trust could damage relations. A breach could lead to identity theft or fraud, which could be catastrophic for tenants.
- Regulatory compliance: UK GDPR mandates strict data protection measures for organisations that handle the personal data of British citizens. If housing associations fail to protect tenant data, they could be subjected to significant fines and legal action.
Therefore, as housing associations play a major role in shaping tenants’ lives and keeping them safe, data security has to be a main priority.
Common cybersecurity risks in the housing sector
When it comes to cybersecurity risks, housing associations are no different to any other modern-day organisation that handles sensitive data. Unfortunately, several common risks can lead to the exposure of tenant information, including:
- Ransomware: Information that’s stored on local systems or unprotected cloud storage is especially vulnerable to ransomware attacks. These attacks encrypt organisational data and demand a ransom for it to be released.
- Phishing attacks: Phishing emails are a tried and tested method used by cybercriminals to trick people into clicking on malicious links or revealing login details.
- Weak passwords: Surprisingly, despite constant warnings when creating new passwords, a lot of data breaches still occur because of someone setting weak passwords. Hackers can easily crack simple passwords to access sensitive data.
- Unsecured cloud storage: More and more housing associations are moving towards cloud-based platforms for storing tenant information (which is a good thing), so these platforms must be secure.
- Third-party vendors: When working with third-party companies for services such as payment processing or property management software, it’s important to check they have strong security practices in place. Otherwise, if they’re on the receiving end of a cyberattack then your tenant information is vulnerable.
Best practices for data security in housing associations
Adopting robust cybersecurity practices is the best way for housing associations to effectively protect tenant information. Here are some of the best strategies.
Secure cloud storage
Cloud services are the best way of storing tenant data, but housing associations must ensure they work with reputable providers, such as ROCC. Your provider should use built-in security features including encryption, access controls, regular security audits and more. Cloud storage settings must also be configured correctly.
Data encryption
Encrypting tenant data ensures that if unauthorised access occurs, data will be unreadable without the correct decryption keys. This is an essential component for safeguarding sensitive information.
Multi-factor authentication
Multi-factor authentication (MFA) adds an additional layer of security beyond passwords. Users need to provide two or more forms of authentication (a password and a code sent to their mobile device) before accessing sensitive systems.
Updated software
One of the biggest cybersecurity risks housing associations face is using outdated software. Cybercriminals are experts at exploiting software that’s not up-to-date, which is why operating systems and security tools need to be regularly updated.
Employee training
There are lots of cyberattack methods out there that exploit human error, whether that’s using weak passwords or phishing emails. Housing associations must ensure that all employees receive training to reduce the risk of such attacks, teaching them how to recognise potential threats and follow data security best practices.
Organisations should also put an incident response plan in place should a data breach occur. This means housing associations can react quickly to protect tenant information, mitigating damage.
How can ROCC help?
It’s absolutely the right decision for housing associations to embrace digital platforms when managing tenant information, however, cybersecurity must be a priority to protect sensitive data from increasingly sophisticated threats.
By following the best practices we’ve discussed in this article, you can take a giant step towards mitigating any risks. If you choose to partner with ROCC, we will help your housing association to safeguard tenant data and provide essential services without disruption thanks to our market-leading housing software.
In a world where data breaches are more common, it’s important you choose a software provider that treats protecting tenant data not just as a legal obligation, but also as a commitment to those who rely on safe and secure living conditions.
Get in touch today for more information.
