Keep information secure

Mobile phones and email provide your business with two indispensable communication tools. Both allow immediacy of response.

However, fraudsters exploit this situation – and can often use it to remain completely anonymous.

For example, your staff might not expect a fraudster to simply ask for information directly – especially in a busy office dealing with lots of enquiries.

The positive human trait of being helpful can inadvertently work in favour of the fraudster – and against your business.

• DOs
• DON'Ts

It's usually good advice to trust your instincts. If something doesn't feel right, it probably isn't.

So if you're not sure if an approach for information is genuine, it pays to check the request is legitimate – perhaps by referring the matter to a colleague.

Do

• Always verify who you are dealing with before continuing any discussions or other form of communication.
• Consider the implications of giving information to someone you do not know – however compelling the reason or purpose behind the request.
• Understand what information you are being asked to provide –and challenge these requests if they seem unreasonable or unusual.
• Check if an approach is genuine by carrying out an independent call back to the originator, using a known telephone number from your own records.
• Be wary of callers purporting to be phoning from the bank – it could be fraudsters trying to get information about your accounts. If in doubt phone your corporate service centre if it's a transaction or processing enquiry, or your relationship manager if the question relates to other banking matters.
• Question whether the email that arrives in your inbox really means that you need to turn around a reply immediately, without further thought.
• Shred documents containing personal or financial information before discarding – many fraud and identity theft incidents happen after mail and rubbish is stolen.
• Protect your PC passwords. These should be memorised, not written down or shared with anyone and changed regularly. Consider using a combination of letters, numbers and characters.
• Try to avoid opening an email telling you that you have ‘won a prize' or which asks you to ‘verify' something.
• Be wary of any email attachments or website links, particularly if they originate from an unrecognised source. These may contain viruses or other harmful programs.

Don't

• Supply information to anyone unless you are certain it is the usual business contact you would deal with – if it is not then challenge the request.
• Provide any information if it is not the usual information you would expect to share.
• Respond immediately to requests for information received via email if the sender is not known to you.
• Use the telephone number a caller gives you to call them back. Always obtain phone numbers independently from your own business records.
• Give any banking or confidential information over the phone – unless you have initiated the call and know who you are dealing with.