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How secure is your event data? Keep your most valuable and vulnerable information safe with these tips.
Data theft is an issue for any organisation holding sensitive information - and the events industry is no exception. The vast amount of data gathered from event attendees and stakeholders is a prime target for cybercriminals. Protecting this information should be at the top of every planner's priority list to avoid an event crisis. But are you taking enough steps to ensure the safety of your event data? Don't worry; we've got your back.
We've put together 7 simple tips to help enhance the security of your event data and keep your most important information safe.
7. Be Wary of What You Email
Did you know that 65% of event planners email event data to people outside their event team? Without the ability to incorporate end-to-end encryption measures, emails are often not secure, meaning confidential or personal information should be kept out of email correspondence. This includes data sets like registration lists, invoices, and attendance records.
Generally, avoid including any information in an email you wouldn't be comfortable writing on a postcard. If the information you need to share is sensitive, it's highly recommended to find a more secure way to share it rather than resorting to email.
 Phishing email statistics suggest that nearly 1.2% of all sent emails are malicious, translating to 3.4 billion phishing emails daily. |
6. Implement Strict Access Rules
To ensure the security of event data, it is important to restrict access to authorised personnel only. This can be achieved by implementing strict user access controls within your event management software that limit access to sensitive information. Only users who need access to data like payment information, event bookings, or client details should have permission to view or manage these elements.
Implementing role-based access controls (RBAC) can help you manage and monitor who has access to what data within your event management system. This ensures sensitive information is safeguarded while minimising the risk of internal data breaches. Enforcing strong password policies like two-factor authentication and using password managers can add an extra layer of protection to your event data, preventing unauthorised access.
It's recommended to regularly review user privileges to ensure that only the necessary personnel have access to event data. By following these measures, you can prevent potential security breaches and protect the confidentiality of your event data.
| 19% of data breaches involve internal actors. (Verizon) |
5. Use a Reliable Payment Gateway
Selecting a dependable payment gateway requires your utmost attention. It's not just about facilitating seamless payment processing, but also ensuring the confidentiality and security of your attendees' sensitive financial information.
Opt for a payment gateway that complies with the most advanced security standards, such as PCI DSS, to prevent potential data breaches or fraudulent activities. A high-quality payment gateway should seamlessly integrate with your other event management tools, streamlining your workflow and securing the overall purchasing experience for event attendees, vendors, and exhibitors.
| The use of stolen cards is the most common type of threat, followed by ransomware and phishing. (Verizon) |
4. Be Aware of ‘Private’ vs ‘Sensitive’ Data
To effectively secure event information, you need to be able to distinguish between 'private' and 'sensitive' data. Private data includes personal information like names and contact details that need protecting to maintain privacy. Sensitive data, on the other hand, can cause significant harm if disclosed, like payment details, social security numbers, or confidential business information.
To keep your event information safe, implement appropriate security measures within your event management software system. Sensitive data gets the highest level of security, such as encryption and strict access controls. You should also safeguard private data to prevent unauthorised access and comply with data protection regulations. This approach to data security can help prevent potential breaches and maintain the integrity and trustworthiness of your event planning process.
| Over 24 billion passwords were exposed by hackers in 2022 - 64% of passwords only contain eight to 11 characters. (Norton) |
3. Make Sure All Event Staff are Appropriately Trained
Maintaining data security is a team effort. All event staff should be educated on the importance of protecting sensitive and private information, and be trained with the appropriate skills to identify and handle potential security threats.
Training should include recognising suspicious activities such as unauthorised access attempts or unusual enquiries about sensitive event information. Staff must also be instructed on how to report these incidents promptly to the appropriate security personnel within your organisation. By empowering your event team with this knowledge and vigilance, you create a proactive security culture that significantly reduces the risk of data breaches and enhances the overall safety of your event operations.
| 17% of all sensitive files are accessible to all employees. (Varonis) |
2. Be Cautious on Event Day
To ensure that your event runs smoothly and your attendees' data remains secure, it's important to maintain a watchful eye on your practices on the day of the event. With the hustle and bustle of last-minute updates and registrations, it's easy to overlook important details, such as leaving laptops or smartphones with sensitive data in plain sight or forgetting to secure printed copies of registration lists.
Exercise caution when discussing event details over the phone. Avoid discussing personal information in open or public areas, as there's a risk that others may overhear sensitive information.
| 74% of cybersecurity breaches are caused by human error. (Verizon) |
1. Check Your Event Software Security Policies
60% of event planners aren’t confident about security policies regarding their event data. This uncertainty opens the door to data leaks, hacks, or misuse, with event planners none the wiser until the damage has been done. With any event software you’re using, make sure you’re aware of their data protection policies and practices. For maximum protection, your chosen providers should be adhering to all relevant industry-standard security protocols, such as ISO/IEC 27001 and GDPR compliance. These standards help ensure that sensitive data is handled securely and responsibly throughout your event planning process.
| 54% of companies say their IT departments are not sophisticated enough to handle advanced cyberattacks. (Sophos) |
Keeping Your Event Data Safe
It’s also important to verify your event management software provider conducts regular security audits and has robust incident response plans in place. This helps to identify vulnerabilities before they can be exploited and ensures any potential security breaches can be dealt with swiftly and effectively.
