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In the fast-evolving digital landscape, the concept of identity is constantly being redefined. As artificial intelligence (AI) continues to reshape how we interact with technology, it is also transforming how we perceive and manage digital identities. This shift raises significant concerns about privacy, security, and the integrity of personal and business data. AI is not only changing how digital identities are created and maintained: it is also having an impact on how they are exploited and compromised. We took a closer look at some of the key risks AI poses to digital identity, particularly for businesses, and discuss the strategies needed to protect these evolving identities in an increasingly AI-driven ecosystem.

The rise of human and non-human identities

As AI technologies advance, we are seeing a rise in both human and non-human identities. For individuals, AI is now integral to the creation and verification of digital identities, with technology such as facial recognition and biometric scans being implemented to authenticate and verify users in a variety of settings. This makes digital identity management faster, more secure, and more convenient. However, as AI algorithms become more complex, the risk of these systems being manipulated or compromised grows exponentially.

In addition, there is a rise in the creation of non-human identities such as AI-driven bots, virtual assistants, and even deepfake technologies. These tools are capable of mimicking human behaviours and creating identities that were once thought to be unique to humans: and these non-human identities are already causing confusion and mischief in many sectors, from social media to banking, as they blur the lines between what is real and what is artificially generated.

How AI puts your digital identity at risk

AI presents several risks to digital identity, both at the individual and business level. These include:

Deepfakes and identity fraud

One of the most prominent risks posed by AI to digital identities is the creation of deepfakes – highly convincing but entirely fabricated images, videos, or audio recordings of people. These tools, powered by AI, can make it almost impossible to distinguish between real and artificial content, leading to potential identity theft and fraud. For businesses, deepfakes can be used to impersonate executives, create fake communications, or manipulate customer interactions.

Data mining and profiling

AI technologies can rapidly analyse vast amounts of personal data and create highly detailed profiles of individuals. This data mining, often done without the knowledge or consent of the person being analysed, can expose sensitive information such as purchasing habits, personal preferences, and even political inclinations. For businesses, these profiles can be exploited by cybercriminals to launch more targeted phishing attacks, manipulate customer interactions, or commit financial fraud.

Vulnerabilities in AI-driven identity verification

As businesses increasingly rely on AI for identity verification through facial recognition, voice authentication, or biometric scanning, there are growing concerns over how secure these systems really are. Systems driven by AI technology, while incredibly efficient, are still vulnerable to manipulation. Hackers can exploit weaknesses in these systems, such as using high-resolution photos or voice recordings to bypass facial or voice recognition. In addition, these systems often rely on algorithms that can be trained to recognise certain patterns, making them susceptible to adversarial AI attacks where the AI is tricked into making incorrect decisions.

AI-driven social engineering attacks

AI is capable of analysing vast amounts of data from social media profiles, public records, and other online platforms – and cybercriminals can use this information to create hyper-realistic phishing attacks. By leveraging AI’s ability to generate realistic-looking emails or phone calls, attackers can target individuals or entire organisations, impersonating trusted figures to gain access to sensitive data or financial assets.

The risks for businesses

For businesses, the risks associated with AI-driven identity threats are even more serious. Beyond the potential for financial losses, businesses face significant reputational damage if their customers’ or employees’ digital identities are compromised. Some of the main risks faced by businesses include:

A loss of trust and reputation

A breach of digital identity can severely damage a company’s reputation. If a customer’s personal data is stolen or misused, it erodes trust in the brand and can lead to customer attrition. In the digital age, information spreads rapidly, and a  security breach can quickly go viral, causing irreparable harm to a business’s image. In some cases, the consequences of such a breach could extend to relationships with partners and suppliers, making it even harder to recover from a data leak.

Regulatory compliance risks

With the rise of AI and digital identity theft, regulators are paying closer attention to how businesses handle personal data. In the UK, businesses must comply with the General Data Protection Regulation (GDPR), which mandates strict protocols for the protection of personal data. A failure to secure digital identities could lead to costly fines, legal fees, and damage to customer relationships. As AI-driven technologies become more common, it’s imperative for businesses to ensure that their identity management systems comply with current and future data protection regulations.

Enablement of insider threats

AI doesn’t just pose an external risk; it can also increase the risk of insider threats. As businesses adopt AI technologies to manage internal systems, malicious insiders may use AI tools to manipulate or steal sensitive data. For example, an employee with access to AI-driven systems could use the technology to bypass security measures or escalate their privileges within the network. AI-powered surveillance tools could also be misused, targeting sensitive business intelligence or intellectual property.

How to protect your digital identity in the age of AI

Protecting your digital identity in the age of AI requires a multi-layered approach that integrates both human and technological safeguards. Here are some key strategies:

Implement Multi-Factor Authentication (MFA)

MFA remains one of the most effective ways to protect against digital identity theft. By requiring multiple forms of authentication, you add extra layers of security to your digital identity, making it more difficult for hackers to gain unauthorised access. For the highest security, opt for MFA which required something you know (such as a password), something you have (such as a smartphone app), and something you are (such as biometric data).

AI-powered identity protection systems

Using AI-driven security systems can help protect digital identities by detecting anomalies in user behaviour and flagging suspicious activity in real time. AI systems can learn what normal behaviour looks like for an individual or an organisation, making it easier to identify and respond to potential threats before they escalate.

Educate and Train Employees

The human element remains the weakest link in many cybersecurity systems. Regular training on AI-driven threats, such as deepfakes, social engineering, and phishing, can help employees recognise and respond to these attacks. Employees should also be encouraged to use strong, unique passwords and be vigilant about the information they share online.

Stay ahead of AI advancements

As AI continues to evolve, so too must your cybersecurity strategy. Regularly updating your security protocols and staying informed about the latest advancements in AI and quantum computing can help businesses remain resilient in the face of new threats. Engaging with experts and attending cybersecurity conferences will also help you stay ahead of the curve.

Final Thoughts

The rise of AI is transforming the way we interact with one another online, and the way we interact with the digital space. While AI can have a number of benefits – and in many cases, increase security – it is also important to be aware of the risks that can come with such technology. 

By understanding the evolving nature of identity in a world where both human and non-human entities are interconnected, businesses can better secure their data, build trust, and ensure compliance with emerging regulatory frameworks. As AI continues to shape our digital future, it is essential that we stay vigilant, proactive, and informed about the risks and opportunities that lie ahead.

1st May 2025 marks World Password Day, however throughout the whole of the month we’ll be bringing you helpful content to ensure your passwords are perfect.

Download your free resource pack to help raise awareness about the importance of passwords.

It aims to educate businesses, IT professionals, and the general public on best practices for password security.

Key Focuses:

• Encouraging stronger password habits (e.g. long, complex passphrases)

• Discouraging password reuse across multiple accounts

• Promoting the use of multi-factor authentication (MFA)

• Highlighting the role of passwords in preventing cyber breaches

It’s a reminder that despite all the tech advances, human error and weak credentials remain a top cybersecurity risk and improving password behaviour is one of the simplest and most effective ways to protect yourself and your organisation.

To help you and your team keep password strength at the forefront, we’ve put together a resource pack designed to help, including:

• An Email Template: communicate essential password tips with this pre-made email template.
• Desktop wallpaper: keep password tips and habits at the front of your organisation’s mind with this stylish desktop wallpaper.
• Perfect Passwords mini game: share this crossword game with your team to get them thinking of password best practices.
• Perfect Passwords mini movie: Fun, engaging video clip for you to share.
• Poster: print yourself to provide talking points around the office.

Ready to get started? Interact with the bot below to gain instant access now!

Our team attended UK Cyber Week 2025 at Olympia, London and we had a great few days!

UK Cyber Week is always a crucial event in the calendar for anyone concerned with the ever-evolving landscape of digital security. From government initiatives to industry-leading discussions, this event served as a vital platform for raising awareness, sharing knowledge, and fostering collaboration to combat cyber threats.

If you book a demo with us before the end of May, you’ll also have a chance to win a year of free awareness training!

UK Cyber Week 2025: That’s a Wrap — What’s Next?

Thanks for joining us at UK Cyber Week 2025 — whether you caught us live at the stand, attended Neil Frost’s talk “Cybersecurity is Boring! What Can You Change?”, or just helped us try and track down the missing jam from our Fortnum & Mason hamper (yes, really!).

Now it’s time to take the next step.

Missed us at the event? Start here:

Catch up, download, or book a conversation — whatever suits you.

✅ Download: Your guide to successfully implementing a cybersecurity awareness campaign

✅ Book a Demo: Start your cybersecurity awareness training journey
And if you book before end of May, you could win a full year of platform access for free.

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Why Bob’s Business?

We help organisations make cybersecurity more human — because it’s not just about policies and firewalls. It’s about how people behave, what they understand, and how engaged they feel.

With our awareness platform and behavioural approach, you can:

• Reduce human risk at scale
• Create lasting behavioural change
• Make security simple, not scary

Remote and hybrid work are now firmly embedded in the modern workplace, with businesses increasingly reliant on distributed teams, cloud-based services, and bring-your-own-device (BYOD) policies. But while this flexibility has unlocked productivity and broadened talent pools, it has also introduced significant security risks—particularly when it comes to managing and securing digital identities.

With cybercriminals targeting remote workers more aggressively than ever before, and the rise of identity-based attacks such as phishing, credential stuffing, and social engineering, the need for robust identity and access management (IAM) is clear. In this blog, we’ll explore the challenges of remote work security, and outline key strategies businesses can adopt to protect identities in a distributed workforce.

The identity problem in remote work

A key issue with remote working is the lack of central security: when employees all work from a central office, IT departments have greater control over infrastructure, devices, and network traffic. Security teams can monitor access, enforce consistent policies, and manage threats more easily. But in a remote work environment, this visibility is lost, and this can increase the risks. Here’s where the potential issues start to emerge: 

Inconsistent device security

Remote workers often use a mix of company-issued and personal devices. While company devices might be equipped with endpoint protection and regular patching protocols, personal devices may not meet the same standards. Weak device security means attackers can exploit vulnerabilities to access company accounts.

Credential reuse and weak passwords

Remote workers are more likely to reuse passwords across services, especially if they lack access to a password manager. With credential-stuffing attacks on the rise, a single exposed password from a personal breach can lead to unauthorised access to corporate systems.

Phishing and social engineering

Cybercriminals are increasingly targeting remote workers via phishing emails, SMS (smishing), or voice-based attacks (vishing). Without the ability to easily check with a colleague or pop into IT support, employees may fall for scams that trick them into revealing sensitive information.

Shadow IT and unmanaged access

Employees may sign up to third-party tools to improve productivity, but this “shadow IT” creates blind spots. If these tools are not vetted by security teams, there’s no way to ensure proper access controls or data protection.

Lack of contextual access controls

Remote work means employees log in from different locations, at different times, on different devices. Without contextual access management – a security approach that grants or restricts access to resources based on contextual factors like location, device, time, or risk level – login from a suspicious country or unusual device may go unnoticed—potentially allowing threat actors to operate undetected.

Securing identities in a distributed workforce

To tackle these risks, businesses need to adopt a layered approach to identity security—combining technology, training, and policy to reduce the risk of unauthorised access. Here’s how to get started:

Implement Strong Multi-Factor Authentication (MFA)

MFA is one of the most effective defences against account compromise. By requiring a second factor—such as a mobile authenticator app or hardware token—in addition to a password, organisations can reduce the chances of successful credential attacks.

Modern, phishing-resistant MFA solutions like FIDO2 (Fast Identity Online) or passkeys go a step further, protecting users even if their passwords are exposed.

Adopt a Zero Trust security model

Zero Trust assumes no user or device should be trusted by default, even if they are inside the network perimeter. Access is granted based on continuous verification of identity, device posture, location, and behaviour.

Key components of Zero Trust identity security include:

• Least privilege access: Give users only the access they need to do their jobs.
  
• Just-in-time access: Grant temporary permissions for specific tasks, reducing standing privileges.
  
• Context-aware policies: Require step-up authentication for high-risk activities or unusual login patterns.
  

Use Identity and Access Management (IAM) tools

IAM platforms help organisations manage user identities, roles, permissions, and access across cloud and on-premise systems. With IAM, you can:

• Automate onboarding/offboarding processes to prevent orphaned accounts.
  
• Enforce consistent access policies across platforms.
  
• Monitor login activity and detect anomalies.
  

For remote teams, cloud-based IAM solutions are ideal, offering flexibility and scalability.

Deploy Single Sign-On (SSO)

Single Sign-On allows employees to access multiple services with one secure login. SSO reduces password fatigue and minimises the risk of credential reuse across systems.

When combined with MFA, SSO can streamline the login experience while improving overall security—critical for remote workers juggling multiple platforms.

Educate employees on secure identity habits

Even the best technical controls can fail if employees are not trained to spot risks. Regular cybersecurity awareness training is essential and should cover:

• How to spot phishing emails and social engineering attempts.
  
• The importance of unique, strong passwords (and how to use a password manager).
  
• What to do if they suspect a security incident.
  
• Secure use of personal devices and home networks.
  

Embedding security into daily habits reinforces a culture of vigilance and shared responsibility.

Monitor and audit access

Continuous monitoring of access logs and user behaviour is essential for detecting compromised accounts or insider threats. Use tools that offer:

• Real-time alerts for suspicious login attempts.
  
• Geo-location tracking and device fingerprinting.
  
• Behavioural analytics to identify unusual access patterns.
  

Regular audits can also help uncover dormant accounts, overly broad permissions, or unauthorised tool usage.

Invest in education

One of the best ways to boost security across your organisation – including for remote or hybrid workers – is to make investing in education your number one priority. By ensuring that your team know the top tips and tricks for staying safe, you can empower your workforce and ensure that robust, long-lasting security comes from within.

From embedding a strict password policy to highlighting the risks of remote work, a good educational basis will help ensure that your workers are part of the solution, and not contributing to the problem.

Remote work security: a shared responsibility

Securing identities in a distributed workforce isn’t just an IT issue—it’s a company-wide priority. As the boundaries between work and home continue to blur, businesses must help employees build strong cybersecurity habits in both spheres.

When workers practice good digital hygiene in their personal lives—like using MFA on social media, securing their home Wi-Fi, or learning to spot phishing—they carry those habits into the workplace. Security isn’t something that stops at the office door; it travels with the individual.

Likewise, organisations must adapt their security strategies to the reality of remote work. This means putting identity at the centre of their defences, investing in user-friendly tools, and treating employees as the first line of defence—not the weakest link.

Final thoughts

As hybrid and remote work become permanent fixtures of the modern enterprise, protecting user identities is more important than ever. Identity is the new perimeter, and it must be secured with the same diligence once reserved for firewalls and endpoints.

By combining Zero Trust principles, robust authentication, user training, continuous monitoring, and, most crucially, robust, ongoing education and learning, organisations can build resilient systems that protect data and empower remote teams to work securely—anytime, anywhere.

In an increasingly digital world, your identity is more than just your name and date of birth—it’s the gateway to your finances, employment, health records, and more. As we mark ID Management Day, it’s time to shine a spotlight on one of the most persistent and dangerous threats to our digital identities: phishing. Whether it’s a fraudulent email, a spoofed login page, or a message from a supposed “friend” on social media, phishing is all about tricking you into handing over sensitive information.

At the heart of effective identity protection is awareness. The more you know about how phishing works and how to spot it, the safer you—and your organisation—will be. Let’s explore how phishing plays into identity theft and what you can do to stay one step ahead.

What is identity theft?

As the name suggests, identity theft occurs when a cybercriminal steals personal information and details from an individual, and uses these to open bank accounts, take out credit and loans, and even commit crime.

Identity theft can have devastating personal consequences: fraudulent loans, ruined credit scores, compromised medical records, and reputational damage. But it’s also a major business risk. If an employee’s credentials are stolen, it can lead to a data breach, ransomware infection, or a full-scale compromise of company systems. For businesses, identity theft scams can cost millions—not just in fines, but in trust and brand damage.

Identity theft and phishing

Identity theft doesn’t usually begin with a dramatic hack—it often starts with something as simple as a phishing email. Phishing is one of the most common and effective methods used by cybercriminals to gain access to the personal information they need to steal an identity. By tricking individuals into handing over login credentials, bank details, or national insurance numbers, attackers can quietly begin the process of impersonation, often without the victim realising until the damage is done.

Why phishing still works

Despite years of warnings, phishing attacks continue to rise. In fact, according to recent reports, over 90% of cyberattacks begin with a phishing email. Why? Because phishing preys on human behaviour—curiosity, urgency, trust, and sometimes fear.

Cybercriminals have become adept at crafting messages that look genuine. You might receive an email from what appears to be your bank, your employer, or even your own government, asking you to “verify your identity” or “click to view a secure document.” The moment you enter your login credentials or personal data, it’s in the hands of someone who intends to use it—often to steal your identity or gain access to further systems.

Key signs of a phishing attempt

Successful phishing attempts can have a devastating outcome on your business, as well as your personal life – but the good news is that there are key signs and identifiers to look out for. Here are some common signs of phishing:

• Urgent or threatening language: “Your account will be locked in 24 hours!” is a classic scare tactic.
• Suspicious email addresses: The sender may look like someone you know, but always check the full address.
• Spelling and grammar errors: Though some phishing emails are now polished, many still contain obvious mistakes.
• Unusual requests: Be wary of emails asking for login credentials, personal data, or payments.
• Mismatched links: Hover over links to see the true destination. Does it go where you expect?

AI and deepfakes

In addition to the traditional signs of phishing, it’s important to recognise that the cybersecurity landscape is not static. It’s constantly evolving—shaped by technological advances, changing behaviours, and the growing sophistication of attackers. Among the most significant developments in recent years is the rise of artificial intelligence (AI) and deepfake technology, both of which are now being leveraged by cybercriminals to take phishing to a whole new level.

Phishing attacks are no longer limited to clumsy emails riddled with spelling mistakes. Thanks to AI, attackers can now:

• Craft highly personalised phishing emails that mirror the tone, writing style, and phrasing of your colleagues or leadership team—making them far more believable at a glance.
  
• Generate fake “live chat” interfaces that simulate customer service representatives or technical support, using natural language processing to carry on realistic conversations designed to extract sensitive information.
  
• Create deepfake voice recordings or videos, convincingly impersonating a trusted executive, manager, or even a family member. These can be used to authorise payments, request credentials, or manipulate employees into bypassing security procedures.
  

These aren’t speculative threats—they’re already being used in real-world attacks. For example, there have been documented cases of deepfake audio being used to impersonate CEOs and trick finance teams into making large transfers. AI tools can scrape publicly available data, such as social media posts and press releases, to tailor attacks with frightening precision.

While technical defences such as email filtering, antivirus software, and endpoint detection can certainly reduce exposure, they have limits. No firewall can distinguish a convincing voice message from your ‘CEO’ asking for urgent action from a genuine one—especially if it’s been engineered with AI.

This brings us back to the single most powerful line of defence in the face of rapidly evolving threats: education. When people understand how these technologies can be exploited, they’re far more likely to pause, question, and verify before acting—and that can make all the difference.

Identity Theft Scenarios to Learn From

Let’s look at a few common phishing tactics that lead to identity theft:

• The Fake Tax Refund: You receive an email from HMRC offering a surprise refund. To claim it, you must enter your National Insurance number, bank details, and address. You’re then redirected to a fake page that steals the data.
  
• The CEO Scam: An employee gets an email from a spoofed address claiming to be the company’s finance director, requesting urgent wire transfer approval. The email is crafted using details scraped from LinkedIn and past press releases.
  
• The Social Media Game Trap: You’re tagged in a quiz that asks “What’s your pet’s name and your first car?” – all questions commonly used as password reset prompts. This social engineering trick harvests answers to use in future identity-based attacks.

How to avoid being phished: tips to get you out of the pond

Phishing may be a serious threat, but protecting yourself doesn’t have to be complicated. The key is awareness—knowing what to look for, how to respond, and when to ask questions. Here are some simple but powerful ways to keep yourself and your organisation safe:

Build a culture of cyber awareness (for organisations)

• Run regular training sessions

Phishing tactics are constantly evolving—your training should too. Keep staff informed with up-to-date, relevant sessions throughout the year.

• Use phishing simulations
  Practice makes perfect. Simulations help employees recognise suspicious emails in a safe, low-risk environment.

• Encourage a ‘report it’ culture
  Make it easy and judgement-free for people to report suspicious messages. It’s better to ask than to assume.
  
• Celebrate successful spotters
  When someone identifies and reports a phishing attempt, shout about it. Reinforcing positive behaviour makes awareness contagious.
  
• Leverage smart security solutions
  AI-powered tools can help detect phishing attempts by spotting unusual email behaviour or login activity. Remember the limits, however: AI can support your defence—but it’s not foolproof. Attackers are using the same tools, often with malicious intent. That’s why human judgement remains essential.
  

Protect yourself as an individual

As well as protecting your business, there are steps you can take to protect yourself as an individual. These include:

• Pause before you click
  If something feels off—an unusual tone, odd request, or too-good-to-be-true offer—stop and double-check before you click or respond.
  
• Use unique passwords for every account
  Reused passwords are a goldmine for attackers. A password manager can help you create and manage strong, unique credentials.
  
• Enable Multi-Factor Authentication (MFA)
  MFA adds a critical second layer of protection. Even if your password is compromised, MFA can stop attackers in their tracks.
  
• Stay informed and alert
  Follow trusted sources like the National Cyber Security Centre (NCSC) for news on current scams and emerging phishing trends.

Final thoughts: awareness is empowerment

Phishing and identity theft aren’t going away—but they can be beaten. The key is ongoing awareness, both in the workplace and at home. For ID Management Day 2025, make a commitment to educate yourself and those around you. Whether it’s by sharing resources, attending a webinar, or simply taking a moment to think before clicking, every action helps build a stronger, safer digital community.

In the end, cybersecurity isn’t just about tools and tech. It’s about people—and people who are educated, alert, and empowered can make all the difference.

We’re gearing up for ID Management Day, 8th April 2025 by bringing you a free downloadable resource pack to help raise awareness about the importance of identity management and security.

It aims to educate businesses, IT professionals, and the public on best practices for securing digital identities.

Key Focus:

In 2025, a significant theme is “Existential Identity,” which addresses the evolving nature of digital identity in the age of AI.

In essence, Identity Management Day 2025 will place a strong emphasis on how the rise of AI is changing the landscape of digital identity, and what must be done to keep digital identities secure.

To help you and your team keep ID management at the forefront, we’ve put together a resource pack designed to help, including:

• An Email Template: communicate essential ID management tips with this pre-made email template.
• Desktop wallpaper: keep ID management habits at the front of your organisation’s mind with this stylish desktop wallpaper.
• ID Management Day Email Footer: maintain awareness with every email thanks to this email footer design.
• Poster: print yourself to provide talking points around the office.

Ready to get started? Interact with the bot below to gain instant access now!

In today’s digital world, data is one of the most valuable assets we own—both personally and professionally. Whether it’s family photos, financial records, business documents, or entire customer databases, losing data can be catastrophic. That’s why data backups should be a non-negotiable part of our cybersecurity habits.

Backing up your data means creating copies of important files and systems so that, in the event of a loss—whether due to cyberattacks, hardware failure, accidental deletion, or natural disasters—you can restore everything quickly and keep things running smoothly.

But backing up data isn’t a one-size-fits-all approach. The best backup strategy depends on the industry you work in, the sensitivity of the data, and the level of risk involved. A freelancer working remotely may have different backup needs than a healthcare provider handling patient records, and a retail business processing thousands of transactions daily requires a more robust system than a student backing up coursework.

So, how can you make sure your data is backed up effectively? And how often should you be doing it? Let’s break down the different types of backups, their benefits, and how to build a backup routine that keeps your personal and professional data safe.

Types of data backup

There are several ways to back up your data, each offering different levels of security, accessibility, and automation. Understanding these options will help you decide on the right combination for your needs.

1. Full backup

A full backup is exactly what it sounds like—a complete copy of all your data. This ensures that everything is stored safely, but it can take up significant space and time.

Best for: Businesses with critical data, industries with compliance requirements (e.g., healthcare, finance), and individuals wanting full peace of mind.

How often?

• Large organisations: Weekly or monthly, supplemented by other backup types.
• Individuals and small businesses: Once a month, with incremental or differential backups in between.

Cybersecurity habit: Just like locking your doors at night, performing a full backup at regular intervals ensures you always have a safe copy of everything important.

2. Incremental backup

An incremental backup only saves the changes made since the last backup, significantly reducing storage space and time required. However, restoring data requires accessing multiple backup versions in sequence.

Best for: Businesses that generate frequent data updates, cloud-based workplaces, and organisations with large data volumes.

How often?

• Daily or multiple times a day, depending on how often data changes.

Cybersecurity habit: Think of it like updating your passwords regularly—it keeps your security up to date without needing to start from scratch each time.

3. Differential backup

A differential backup captures all changes made since the last full backup. Unlike incremental backups, it doesn’t reset each time, making restoration easier but requiring more storage.

Best for: Businesses needing a balance between speed and recovery simplicity, those in retail or e-commerce handling frequent customer transactions.

How often?

• Every few days or at least weekly, depending on how often your data changes.

Cybersecurity habit: Similar to enabling multi-factor authentication, it adds an extra layer of security without overcomplicating access.

4. Cloud backup

Cloud backups store your data remotely, providing accessibility and security even if your local systems fail. Many services offer automated backups, ensuring your files are always protected.

Best for: Remote workers, freelancers, students, and businesses needing off-site storage for disaster recovery.

How often?

• Ideally, continuously or at least daily, depending on your cloud provider’s settings.

Cybersecurity habit: Just as you update your software automatically, setting up cloud backups ensures your data is protected without needing constant manual intervention.

5. Local (external drive) backup

This involves backing up data to an external hard drive, USB drive, or Network Attached Storage (NAS) device. It provides fast access but is vulnerable to physical damage, loss, or theft.

Best for: Individuals storing personal files, small businesses with critical offline data, and companies needing quick local recovery.

How often?

• At least once a week, ideally combined with cloud storage.

Cybersecurity habit: Like having a fireproof safe for important documents, an external backup ensures your data is always within reach if needed.

6. Hybrid backup (local and cloud)

A hybrid backup combines local and cloud storage for redundancy. If your external drive fails, the cloud copy is there as a backup; if internet access is down, you still have local files.

Best for: Any business or individual who wants both speed and security in their backup strategy.

How often?

• Daily to weekly, depending on the criticality of the data.

Cybersecurity habit: It’s like having a backup key for your house—one at home and one stored securely elsewhere in case of emergencies.

How often should you back up your data?

Your backup frequency depends on a number of factors, and these include:

• How often your data changes – A graphic designer working on daily projects needs more frequent backups than someone storing static records.
• The value of your data – Losing personal documents might be inconvenient, but losing business financial records could be disastrous.
• The level of risk – If your industry faces cyber threats, regulatory requirements, or disaster risks, frequent backups are essential.

As a general rule, those working on a freelance, remote basis should get into the habit of daily cloud backups and weekly local backups to keep data protected, and ensure that copies of work are up to date. Industries such as healthcare and medical, IT and cybersecurity should opt for continuous backups, strictly encrypted, as well as daily backups of all data. In some cases, real time data replication may also be useful. Retail and e-commerce businesses will need real-time transaction backups to keep things up-to-the-minute and relevant, as well as a full weekly backup for key data. For more corporate, office based environments, incremental daily backups are recommended, minimising the amount of work that risks being lost, alongside a full weekly backup.

Golden rule: The 3-2-1 backup strategy

A simple yet effective backup rule to always keep in mind is the 3-2-1 backup strategy. This involves keeping:

• 3 copies of your data
• 2 different storage types (local + cloud)
• 1 offsite backup (e.g., cloud storage or external drive in another location)

Final thoughts; make cybersecurity a habit

Data backup isn’t just for work—it should be part of your everyday digital habits. Just as you wouldn’t leave your front door unlocked at night, you shouldn’t leave your files vulnerable to loss.

Building a backup routine in your personal life—such as setting up automatic cloud backups for photos or keeping an external hard drive for important documents—helps reinforce good cybersecurity habits that transfer into the workplace.

Cyber threats are constantly evolving, and data loss can happen in an instant. The key to resilience is preparation—having backups ensures that when the worst happens, you can recover quickly and keep moving forward.

In today’s digital world, data loss is a risk no business can afford—whether you’re a remote freelancer, a multinational enterprise, or a local shop. But how does data backup differ by industry, and why is it particularly crucial for some sectors? Let’s explore how businesses of all types can protect themselves from the devastating consequences of data loss.

Healthcare and medical practices: data that can’t be lost 

When it comes to data security, the healthcare industry is one of the most critical sectors. Patient records, medical imaging, and clinical research data are not just files—they are lifesaving assets. Losing or exposing sensitive patient data due to system failure or cyberattacks can lead to severe consequences, including legal action, financial penalties, and even risks to patient safety.

Electronic Health Records (EHR) and patient data sensitivity

 Healthcare institutions depend on Electronic Health Record (EHR) systems, storing patient medical histories, prescriptions, and diagnostic test results. A system crash or ransomware attack can shut down hospitals, delaying treatments and endangering lives.

Cybersecurity threats in healthcare

Healthcare organisations are prime targets for ransomware attacks, as seen in the NHS ransomware attack of 2017, where systems were locked, and patient records were held hostage. Without robust backup solutions, medical facilities risk data breaches, identity theft, and operational shutdowns.

Strict compliance regulations 

Medical institutions must adhere to GDPR, HIPAA (US), and other data protection laws, requiring them to store and secure patient data while ensuring backups are encrypted and regularly tested.

Best backup solutions for healthcare and medical practices:

• Encrypted, off-site backups – Patient data must be stored securely and backed up in multiple locations to prevent loss during cyberattacks or system failures.
• Regular backup testing and compliance monitoring – Backups must be tested frequently to ensure they can be restored quickly in an emergency.
• Multi-layered cybersecurity measures – Hospitals and clinics should deploy strong access controls, endpoint protection, and intrusion detection systems to prevent data breaches.

Legal and financial firms: compliance, confidentiality and continuity

Law firms and financial institutions manage highly confidential client records, contracts, financial statements, and transactions. The integrity and security of this data are paramount, as any loss, breach, or unauthorized access can lead to severe legal and financial consequences, including regulatory fines, lawsuits, and reputational damage.

Regulatory compliance and confidentiality

Legal and financial businesses must comply with strict data protection laws, such as GDPR, FCA regulations (UK), and SEC rules (US). Failing to protect client data could result in hefty fines and loss of professional credibility. Data breaches may expose sensitive personal and corporate information, leading to legal action and loss of client trust.

Cybersecurity and insider threats

These industries are prime targets for cybercriminals, with increasing incidents of ransomware attacks, phishing scams, and data theft. Additionally, insider threats—whether intentional or accidental—pose a significant risk, as employees may inadvertently delete critical files or mishandle confidential information.

Best backup solutions for legal and financial firms

• Multiple backup locations – Ensure redundancy by storing backups on on-premises servers, encrypted cloud platforms, and offline (air-gapped) storage.
• Data encryption – Secure sensitive legal and financial data with advanced encryption protocols to prevent unauthorized access.
• Immutable backup copies – Use write-once, read-many (WORM) storage to protect against ransomware and insider threats.
• Automated backup & disaster recovery – Ensure that case files, contracts, and financial records can be restored quickly in the event of data loss.

Retail and E-Commerce: protecting transactions and customer data 

Retailers and e-commerce businesses depend on real-time data to process transactions, manage inventory, and track customer interactions. Even a brief data loss incident can disrupt sales, delay shipments, and compromise customer trust, leading to financial losses and reputational harm.

Payment processing and transaction security

Retail businesses handle credit card transactions, loyalty programs, and customer purchase history, making them lucrative targets for cybercriminals. A system failure or data breach could expose sensitive payment information, leading to financial fraud and non-compliance with PCI DSS (Payment Card Industry Data Security Standard) regulations.

Cyberattacks targeting POS systems and online stores

Cybercriminals frequently target Point-of-Sale (POS) systems and e-commerce platforms with malware, ransomware, and denial-of-service (DDoS) attacks. A single attack could shut down operations, corrupt order histories, and cause widespread disruption.

Best backup solutions for retail and E-Commerce

• Automated cloud backups – Ensure all transaction and inventory data is securely stored in real-time.
• Disaster recovery strategy – Implement a failover system to minimize downtime in the event of an attack or hardware failure.
• Data encryption & PCI compliance – Protect payment data with end-to-end encryption and comply with industry security standards.
• Regular integrity checks – Conduct frequent backup verification to ensure order records and financial data remain intact.

Creatives and media: safeguarding irreplaceable work

Creative professionals, including graphic designers, videographers, photographers, writers, and musicians, generate large volumes of digital files that may take weeks or months to create. A single accidental overwrite, hardware failure, or cyberattack could result in the permanent loss of irreplaceable work.

The risk of hardware failures and data corruption

Many creative professionals store their work on external hard drives, local computers, or network storage. Without proper backups, a sudden hardware failure could erase completed projects, client work, and creative portfolios.

Ransomware and cybersecurity threats

Creative professionals are increasingly targeted by ransomware attacks, where hackers encrypt files and demand payment to unlock them. Without secure, version-controlled backups, recovering lost work is nearly impossible.

Best backup solutions for creatives and media professionals:

• Version-controlled cloud backups – Maintain multiple versions of each file to prevent irreversible losses.
• External SSDs & RAID storage – Use redundant storage configurations to protect against drive failures.
• Offsite & encrypted backups – Keep secure copies of files in a remote location to prevent ransomware damage.
• Automated syncing & backup schedules – Ensure creative files are continuously saved without manual intervention.

Manufacturing and engineering: keeping operations running

Manufacturing plants, engineering firms, and construction sites rely on highly specialized digital data, including CNC machine configurations, CAD designs, blueprints, and IoT-connected production systems. If these files are lost or corrupted, entire production lines can come to a standstill, costing companies thousands per hour in downtime.

Cyber threats and industrial espionage

Modern factories and engineering firms are increasingly digitized, making them prime targets for cybercriminals and intellectual property theft. Attackers may steal proprietary designs and production data, putting businesses at risk.

Risk of system failures and downtime

A sudden server failure, power outage, or misconfiguration can render production equipment inoperable, leading to significant delays and financial losses.

Best backup solutions for manufacturing and engineering

• On-site & cloud backups – Ensure critical machine data, blueprints, and configuration files are backed up and accessible.
• Real-time failover capabilities – Implement redundant systems to minimize downtime during failures.
• Access control & cybersecurity protection – Restrict access to sensitive engineering data and use intrusion detection systems to prevent cyberattacks.
• Disaster recovery plan – Maintain secure recovery solutions to restore operations quickly after an incident.

If You Have Data, You Need a Backup Plan

Regardless of industry, every business and individual should have a solid backup strategy. Hardware fails, human error happens, and cyber threats evolve daily. The question isn’t if you need data backup—it’s how soon you’ll regret not having it. Futureproof your business today with quality training in data backup, and save future you a serious operational headache with a foolproof plan.

Every year, World Backup Day on March 31 serves as a stark reminder that data loss isn’t a question of if, but when. Whether due to human error, cyberattacks, system failures, or even natural disasters, data loss can have devastating consequences—both personally and professionally.

From losing precious family photos to crippling businesses and shutting down critical infrastructure, the impact of data loss scales from small inconveniences to global crises. Let’s take a closer look at real-world examples that demonstrate why backing up your data should be a priority for everyone.

Download our free World Backup Day resource pack.

What is data backup and why does it matter?

Data backup is the process of creating copies of your important files, documents, and system data to ensure they can be restored in case of loss, corruption, or cyberattacks. Whether you’re an individual, a business, or even a government, losing access to critical data can be devastating.

Data loss can occur due to:

• Human error – accidental deletions, lost devices, or misconfigured setting
• Cyberattacks – ransomware, phishing, and data breaches
• Hardware failures – hard drive crashes, power failures, or faulty update
• Natural disasters – fires, floods, or extreme weather events

Despite the risks, many individuals and organisations still fail to back up their data regularly—or worse, believe it won’t happen to them. But it does happen.

In this blog, we’ll explore real-life examples of data loss—from personal mishaps to business-wide failures and even global crises—to highlight why backing up your data is essential.

How can data loss impact you?

Let’s look at real-world examples of data disasters at different scales:

• Personal Level – Losing precious files, photos, and document
• Business Level – Work disruptions, financial losses, and compliance issue
• Industry & National Level – Cyberattacks, IT failures, and widespread disruption

Each example teaches a lesson about why backups matter and how they could have been avoided.

The personal nightmare: losing irreplaceable memories

Imagine this: You wake up one morning, reach for your phone, and it won’t turn on. After multiple attempts, you realise your device has failed completely. Inside that phone? Thousands of photos, personal messages, and important documents—all gone.

This isn’t just a hypothetical scenario; it happens every day. Hard drives fail, phones get lost, and accidental deletions occur. Without a backup, those irreplaceable memories could be lost forever.

What Could Have Saved It?

• Using cloud storage (Google Drive, iCloud, OneDrive) for automatic syncing
• Following the 3-2-1 backup rule – keeping multiple copies in different locations
• Regularly testing backups to ensure they can be restored

Business data loss: A company-wide crisis

We all love the plucky protagonists of the Toy Story franchise: but their second adventure almost never made it to screen. ​In 1998, Pixar faced a significant data loss during the production of Toy Story 2. An animator accidentally executed a command that deleted the root folder of the film’s assets, effectively erasing two years’ worth of work. Compounding the issue, their backup system failed, leaving the project in jeopardy. Fortunately, the film’s supervising technical director had a personal backup on her home computer, which allowed Pixar to recover the lost data and release the film as scheduled. 

Lessons learned:

• Implement Redundant Backup Systems: Relying on a single backup solution is risky. Multiple, independent backups ensure data can be recovered even if one system fails.​
• Regularly Test Backups: Ensure backup systems function correctly by conducting routine tests and verifying data integrity.​
• Establish Clear Protocols: Implement strict access controls and protocols to prevent accidental deletions or modifications.​
  

This incident underscores the critical importance of robust and tested backup strategies to safeguard against unforeseen data loss.

Ransomware attack: a logistics company held hostage

A logistics company was paralysed after a ransomware attack encrypted all its business data. Cybercriminals demanded a six-figure ransom in exchange for the decryption key.

Because the company had no recent backups, it had no choice but to pay. However, after payment, they discovered that the decryption key didn’t work, leaving them permanently locked out of their data. As a result of the attack, operations were forced to shut down for weeks, customers were furious, and financial losses skyrocketed.

How could this have been prevented?

• Regular offsite and cloud backups to recover encrypted data
• Immutable backups that can’t be altered or deleted by ransomware
• Endpoint security and anti-phishing measures to prevent attacks

The 2024 CrowdStrike IT breakdown: a global crisis

In July 2024, a faulty update from CrowdStrike triggered the largest IT failure in history, crippling Microsoft systems worldwide. The impact was enormous: airports were forced to shit down, resulting in thousands of flights being grounded across the globe. At the same time, hospitals lost access to critical systems, risking the health and safety of patients, and financial institutions struggled with disrupted transactions, causing chaos for thousands of businesses.

While no permanent data loss was reported, businesses and individuals suffered major disruptions, reinforcing the need for robust backup strategies.

Lessons learned:

• Having redundant backup systems separate from cloud providers
• Disaster recovery planning for worst-case scenarios
  
• Testing backups regularly to ensure they work when needed

How to protect your data: key takeaways

When it comes to data loss, the best strategy is always prevention. Whether you’re an individual safeguarding personal memories or a business protecting critical operations, having a solid backup plan in place can save you from financial loss, reputational damage, and unnecessary stress.

But simply having a backup isn’t enough—it needs to be the right kind of backup, stored securely, tested regularly, and protected from cyber threats. Here’s how you can keep your data safe and recoverable in the face of any crisis.

Follow the 3-2-1 backup rule

One of the most effective ways to protect your data is by following the 3-2-1 backup rule—a time-tested method used by IT professionals and cybersecurity experts worldwide. Essentially, it requires you to always keep at least three separate copies of important files—this includes the original and two backup copies. You should also store your data on at least two different types of storage media, such as an external hard drive  cloud storage service (such as Google Drive, OneDrive, iCloud), and keep one backup offsite—this could be in a secure cloud storage service or a separate physical location. If a disaster (fire, flood, or theft) destroys your primary storage, your offsite backup ensures you can still recover your data.

A single backup stored on your computer or an external hard drive is not enough. If your device gets lost, damaged, or compromised by malware, all your data could disappear in an instant. Following the 3-2-1 rule provides multiple layers of protection and keeps your data secure no matter what happens.

Enable automatic backups on all devices and work systems

One of the best ways to protect your data is to set up automated backups, so you never have to think about it. For personal devices, simply enable automatic backups on your smartphone, tablet, and computer, and use built-in backup features like Apple iCloud, Google Drive, or Windows File History to ensure your files are continuously saved. Businesses should implement scheduled backups for all workstations and servers, and make sure they invest in enterprise-grade backup solutions that encrypt and store data securely. In addition, organisations should schedule back-ups at least once a day, or more frequently for mission-critical systems.

Use cloud storage with version history

Cloud storage isn’t just convenient—it’s also a powerful tool for data recovery. Many cloud services now offer version history, allowing you to restore previous versions of a file if something goes wrong. Some of the most popular cloud storage services include Google Drive, which offers file versioning for up to 30 days (or longer with paid plans), Microsoft OneDrive, which keeps versions of all Office documents for up to 30 days, and Dropbox, which retains file versions for 30-180 days, depending on the plan.

Final Thoughts

Data loss isn’t a matter of if—it’s a matter of when. Whether it’s a human mistake, a cyberattack, or a natural disaster, having a robust backup strategy can mean the difference between a minor inconvenience and a complete catastrophe.

This World Backup Day, don’t wait until disaster strikes. Protect your data now, so you never have to worry about losing it.

In the modern world, public wi-fi is ever pervasive – and is an essential tool for both businesses and wi-fi taking care of tasks on the go. Whether livening up a dull report with a coffee shop cake, making the most of lost time in airports or hotels, or enjoying collaboration in co-working spaces, free Wi-Fi networks allow professionals to stay connected, respond to emails, and access cloud-based services. However, the very convenience of public Wi-Fi is also its greatest risk.

Public wi-fi is one of cybercriminals’ favourite targets, and they actively focus on hacking unsecured networks, using sophisticated techniques to intercept data, steal login credentials, and even gain access to business systems. Without proper precautions, a simple login to public Wi-Fi could put your organisation at risk.

To help you stay safe, we took a closer look at some of the key threats of public Wi-Fi, the risks they pose to businesses, and best practices to stay secure while staying connected.

Why is public wifi risky?

Unlike private corporate networks, public Wi-Fi lacks the security measures needed to protect users from cyber threats. Most public networks do not encrypt data, making it easy for hackers to intercept information. Here are some of the most common risks associated with public Wi-Fi:

Man-in-the-Middle (MITM) attacks

One of the biggest threats on public Wi-Fi is a man-in-the-middle (MITM) attack. As the name suggests, this occurs when a cybercriminal secretly intercepts data between two parties—for example, between your device and the public Wi-Fi router. If successful, this allows hackers to eavesdrop on sensitive information, such as login details, emails and confidential messages, sensitive financial transactions and customer data – all of which could potentially put your whole business at risk.

Rogue wi-fi networks

Hackers often set up fake Wi-Fi hotspots with legitimate-sounding names like “Free Café Wi-Fi” or “Hotel Guest Network”. When unsuspecting users connect, the attacker gains full access to their device, online activity, and sensitive data. Once connected, they can monitor your browsing activity, allowing them to seal passwords and business data and potentially even inject malware into your device.

This can be one of the easiest types of attack to fall for – particularly if you are busy and stressed, keen to connect as soon as possible. Always take your time, and double check any public wi-fi channels associated with an organisation to verify their legitimacy.

Packet sniffing and data interception

Packet sniffing is a technique used to intercept and analyse data packets as they travel across a network. While it has legitimate uses in network troubleshooting and security monitoring, cybercriminals exploit it to steal sensitive information, especially on public Wi-Fi networks.

Public Wi-Fi often lacks encryption and authentication, allowing hackers to monitor unprotected data such as login credentials, emails, and payment details. If traffic is not encrypted via a VPN or HTTPS, attackers can easily intercept and exploit it, making packet sniffing a major cybersecurity threat.

Session hijacking

Many websites use cookies to remember user sessions, and, with the right tools, hackers can steal these session cookies while you’re logged into a business account, allowing them to access your email or cloud services, impersonate you in online transactions – this can be a particularly significant issue if they impersonate figures such as CEO’s or CFO’s – or gain unauthorised access to corporate systems

Malware injection

If an attacker has access to the same public network that you are working on, they can exploit software vulnerabilities to remotely install malware on your device. This could include:

• Keyloggers – Record everything you type, including passwords.
• Ransomware – Lock your files and demand payment.
• Spyware – Track your online activity and extract sensitive data.

How do public wi-fi risks impact businesses?

Corrupted or compromised public Wi-Fi doesn’t just pose risks to individual employees—it can compromise entire corporate networks. If an employee logs into work emails, financial platforms, or cloud-based systems via unsecured Wi-Fi, attackers can infiltrate business data.

Some of the key risks that organisations may face include:

• Data breaches – Exposed customer data, financial details, and internal documents.
• Credential theft – Stolen passwords leading to account takeovers.
• Compliance violations – Breaches of GDPR and data protection laws.
• Business Email Compromise (BEC) – Attackers impersonating employees to commit fraud.

Cybercriminals specifically target corporate users on public Wi-Fi, knowing they are likely to handle valuable business data. A single compromised device could lead to widespread security incidents.

How to stay safe on public wi-fi

While the best approach is to avoid public Wi-Fi altogether, the truth is that this is not always possible; life is busy, and there will inevitably be times when you need to simply log on and go. Fortunately, there are security measures businesses and employees can take to stay protected:

Invest in a VPN (Virtual Private Network)

A VPN encrypts all internet traffic, making it unreadable to hackers. Even if an attacker intercepts data, it will be encrypted and useless. Businesses should provide employees with a corporate VPN and ensure it is always enabled when working remotely, and employees should always connect to a trusted, business-approved VPN before using public Wi-Fi.

Enable Two-Factor Authentication (2FA)

Two-Factor Authentication (2FA) is a security measure that adds an extra layer of protection to online accounts by requiring two forms of verification before granting access.

Instead of relying solely on a password, 2FA prompts users to provide a second factor, such as a password or PIN, single-use code or biometric data. Even if a hacker steals your credentials via public wi-fi, 2FA prevents unauthorised logins by requiring a second verification step (such as a code sent to your phone).

Turn off auto-correct

Many devices automatically connect to available Wi-Fi networks, which can be exploited by rogue hotspots. Protect yourself by disabling auto-connect settings on all business devices, and only connecting to trusted Wi-Fi networks that require authentication.

Verify network legitimacy

It is important to always confirm the correct network name with staff before connecting. Avoid networks that require no password—these are prime targets for cybercriminals. If unsure, use mobile data or a secure personal hotspot instead.

Keep software and security patches up to date

Outdated software is full of vulnerabilities that hackers can exploit. Regular updates ensure that security patches are applied, reducing the risk of malware infections. Enable automatic updates on all work devices.

Use secure websites (HTTPS)

Avoid entering sensitive information on websites that lack HTTPS encryption. Secure sites have a padlock symbol in the address bar, ensuring that data is encrypted. Consider using browser extensions that force HTTPS connections.

Remember to log out after use

After using any online service, make sure you log out completely to prevent session hijacking. Closing the browser window is not enough—always click “Log Out” manually. In addition, it is a good habit to automatically clear cookies and browser history after using public Wi-Fi.

Monitor for suspicious activity

Employees should regularly check bank statements, work emails, and business accounts for unusual activity, allowing it to be flagged and reviewed as quickly as possible. Businesses should implement cybersecurity training to ensure staff recognise and report suspicious incidents.

Final Thoughts

Public wi-fi has become an essential tool for modern professionals, but its convenience comes with serious security risks. From data interception and session hijacking to rogue networks and malware injections, cybercriminals actively exploit unsecured networks to steal sensitive information. The risks don’t just affect individuals—a single compromised device can expose entire business networks, leading to data breaches, financial losses, and compliance violations.

While avoiding public Wi-Fi altogether is the safest approach, realistically, that’s not always possible. Businesses must ensure employees understand the dangers and are equipped with the right tools and knowledge to stay protected. By implementing a corporate VPN, enabling Two-Factor Authentication (2FA), keeping software updated, and training employees on best practices, organisations can reduce the risks and ensure their workforce stays secure—even on the go.

Public Wi-Fi doesn’t have to be a security nightmare, but staying safe requires awareness, vigilance, and proactive cybersecurity measures. By prioritising security, businesses can protect their data, safeguard their employees, and maintain trust in an increasingly connected world.