REALTORS® routinely handle highly sensitive personal information, including social security numbers, financial documents and transaction details, which makes your digital safety habits just as important as your marketing strategies or negotiation skills.

Fortunately, you don’t need to be a tech whiz to strengthen your cybersecurity. With a few thoughtful practices, you can dramatically reduce your risk while protecting your business and those you serve. Here’s how:

Data security 101: Create strong, unique passwords for each of your accounts, including email, MLS systems, digital signing platforms and banking apps. Don’t reuse the same password everywhere, no matter how clever it is.

Take your safety habits one step further by using a password manager. These tools generate and store complex passwords so you don’t have to memorize them. That way, you only need to remember one master password to enter your tool, and the password manager securely keeps the rest.

Two-factor authentication, known as 2FA, adds an extra layer of protection by requiring a second login verification step — often a code sent via app or text. Enable 2FA, which is also called multifactor authentication, or MFA, on your email, cloud storage, CRM and transaction systems. If someone steals your password, they still can’t access your account without that second factor.

Cybercriminals often exploit vulnerabilities in outdated systems. Regularly update your operating system, antivirus/antimalware solutions, web browsers and apps to the latest versions. Turn on automatic updates wherever possible so you don’t have to monitor each patch manually.

Even the best defenses can fail as the result of hardware malfunctions, ransomware attacks or plain human error. Maintain regular backups of critical files on an external drive or secure cloud device. Test your backups periodically to ensure they work. There’s nothing worse than discovering a corrupted backup when you need it most.

You're on the go as a REALTOR®, and it's likely you rely on public Wi-Fi at a coffee shop or hotel. While convenient, these are attractive targets for hackers. Avoid accessing sensitive systems like emails with consumer data or transaction platforms on open networks unless you’re using a virtual private network, commonly know as a VPN. A reputable VPN encrypts your data, even on unsecure connections.

Phishing scams remain one of the top cyber threats. Criminals may impersonate banks, title companies, lenders or even consumers to lure you to click a malicious link or download an infected file. Before you click, always check:

• Is the sender email address slightly off? (Think typos or random lettering.)
• Is there a sense of urgency or pressure to the message?
• Does the link look suspicious?

If something feels off, verify by calling the sender using a known phone number — never the one listed in the suspicious email.

Only give users the level of system access they need to do their jobs. For example, if an assistant only uploads documents, don’t grant them full administrative privileges. Use role-based permissions so each user only sees what’s necessary. This limits potential damage if an account is compromised.

If you store especially sensitive documents like signed contracts or financial statements on your computer, encrypt them. Both Windows and Mac operating systems offer built-in encryption tools, or you can use file-level encryption software. Encryption ensures that even if your device is breached, your files remain unreadable without your decryption key.

Watch for signs of compromise: strange login alerts, new software you didn’t install, missing files or odd system behavior. If you suspect a breach:
 

• Disconnect from the internet to prevent further spread or exfiltration.
• Change your passwords, especially your master password.
• Alert your brokerage, IT support and, if needed, legal counsel.
• Investigate carefully and consider involving cyber-forensics experts if the situation is serious.

Many modern transaction management tools, document e-signature platforms and title escrow systems offer built-in encryption and security features. But not all tools are created equal. Before adopting a tool or vendor, ask:

• How are you protecting consumer data?
• Where is it stored?
• What encryption do you use in transit and at rest?

Choose vendors who are transparent about their data protection standards.

Every REALTOR® is entrusted with safeguarding consumers’ most personal information, but cybersecurity doesn’t have to be daunting. By starting with a few of these steps and building from there, you’ll reduce risk and demonstrate the same professionalism online that you bring to every transaction.