Your team security is as strong as your weakest link.
The security and safety of customer data will be of utmost importance for building a trusted relationship with your customer and audience.
An organization committed to the safety of its customer data starts with a simple good habit and regular check-ups. It must be an intentional discipline to achieve it, similar to customer satisfaction and high standard in the team.
The checklist that requires habit for an event team
| # | Practice | Compliance Requirement |
| 1 | Use a strong password to access the company tools and services avoid using simple passwords such as password123 | 100% |
| 2 | Use a strong password to access the company tools and services. Avoid using simple passwords such as password123 | 100% |
| 3 | Never leave the computer or devices open ( without locking the screen) when you are away from your desk. This especially happens a lot with onsite at the event venue. | 100% |
| 4 | Device Lost – if you lost the device that has access to the company data, immediately inform the company to lock the device, remove the key from the device, and change the Password immediately. | 100% |
| 5 | Avoid Saving Passwords for sites that have sensitive customer data. | 100% |
| 6 | Be Careful installing 3rd party plugins that track or steal your credential (such as username/password) and customer data. E.g., Gmail plugin, Chrome plugin, etc., especially the plugins that are not legitimate and collect data secretly. | 100% |
| 7 | Regular Cleanup – safely remove the temporarily downloaded customer data (excel / CSV) in your local devices/laptop for technical and customer support. It’s usually downloaded to the Download folder / a drive on your devices | 100% |
| 8 | Use 2FA Authentication wherever available | 100% |
| 9 | Use a Secure and legitimate VPN service. If you need to use the VPN, be careful using some free VPN services that may collect your data. | 100% |
| 10 | Avoid sending or transferring the customer data via Chat services such as WhatsApp / Telegram, etc.For the data transfer for work purposes, strictly use the company email provided by the companyAvoid using the personal email for all company matters | 100% |
| 11 | Avoid sending the excel sheet without password protection (For data such as the customer’s registration data that requires PDPA compliance and avoid breaching) | 100% |
| 12 | Avoid sending the customer data to a non-authorized person from the customer team and without verification. When the data is sent, the company email must be used to transfer the data. | 100% |
| 13 | Avoid sharing the username and Password when you need to share the username and password login access. Instead, send the username and Password in a separate communication. | 100% |
| 14 | Keep up-to-date software updates for your devices with the latest security update and patches | 100% |
Work Collaboration and Document
| # | Practice | Compliance Requirement |
| 1 | Use Google Drive for all work documents. When the file is shared, try not to share it as public unless it has no important data. Share it to only people who are involved. | 100% |
| 2 | If the cloud PC is provided for work, all work must be done in the cloud PC. | 100% |
| 3 | If the mobile device is provided for work, all work activities and apps such as Gmail, Chat, etc must be done on the company device. If you have to use personal device, ask approval from the company for accessing the company works from your personal devices. | 100% |
Onsite Event Support – Best Practices
| # | Practice | Compliance Requirement |
| 1 | the items above – | 100% |
| 2 | Shred the paper that has all personal data information such as guest list after the event is over | 100% |
| 3 | Log out from all websites, apps, and tools after the event. The rental laptop and mobile devices must clear all the cache in the browser and log out of all the event apps and administrative websites properly. | 100% |
| 4 | Change the Password – if you have given your Password to external temp staff/event team members | 100% |
| 5 | Never give your admin password that has access to all other customer data for support to external temp staff | 100% |
| 6 | Suppose you signed an NDA confidentiality agreement with the customer. In that case, you must get the temp staff or external contractors to sign the NDA for event support or brief them on the requirement of data confidentiality. | 100% |
About EventNook
EventNook is based in Singapore, and we are one of the leading event technology companies in Asia. Our mission is to continue to build a scalable event management platform by simplifying and, in many ways, redefining the old event management process. We take into account every event we have assisted in managing, and using this insight, we have optimized our use of the latest innovations in cloud and mobile technologies. We have empowered event organizers and planners to create a successful series of events.
If you are looking for an innovative event platform to organize your school activities, drop us a note, and our event success team will be glad to assist your school events successfully. Learning more about EventNook – https://www.eventnook.sg
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