Protecting Clients’ Data: Security for Law and Investigations

Protecting Clients’ Data: Security for Law and Investigations

Picture this: It’s late Friday afternoon and you’re about to call it a day after a long week. What still needs attention on your desk? Maybe a stack of client files, case notes, and USB drives with sensitive information. You tell yourself you’ll sort it all first thing Monday. But if someone walked in over the weekend and helped themselves to those documents, the fallout could be devastating. In our line of work, protecting that data is part of the job – maybe even the most important part. Whether that data is held physically or digitally, its protection underpins everything we do. Because one careless moment can compromise not only client trust, but your entire reputation.

Why Data Security Matters

Every solicitor and private investigator knows how much trust is placed in us. Clients share personal stories, financial details, or even secrets they fear becoming public. When you work in law or investigations, handling confidential information is just another day on the job. But with great responsibility comes big risks. A data breach or leak could not only hurt your clients, but also wreck your reputation and put your career on the line.

The risk landscape has changed fast. Half of UK businesses reported a cyber breach or attack in 2020, and public sector incidents have exposed very sensitive records that affect real people. Digital files multiply the impact. If one file is hacked or stolen, dozens of cases might be exposed. Ethical rules back this up – solicitors have a duty to keep client details under wraps. And even if you’re not strictly bound by those rules, common sense says you shouldn’t let someone use your client’s personal data against them.

Common Cybersecurity Threats

Knowing what can go wrong is the first step to staying safe. In our line of work, the bad guys don’t usually break down a door and walk away with files. They use sneakier tactics. Watch out for things like:

• Phishing emails: These look like innocent messages from colleagues or vendors, but clicking a bad link or opening an attachment can hand criminals your login info.

• Ransomware attacks: This nasty software can lock up all your case files and demand a ransom to unlock them. Even big law firms have paid up to get access back.

• Stolen devices: Laptops, phones, or USB drives that walk out of the office (or get left in a taxi) are goldmines for anyone looking for their next payday.

• Insider mistakes: A disgruntled former employee or a slip-up like sending something to the wrong recipient can leak sensitive data in an instant.

• Unsecured networks: Working from a coffee shop or hotel? A hacker on the same network could see passwords or files you send if you’re not using proper protection.

Criminals assume law firms and investigators have pretty lax security compared to, say, banks. They see lawyers and investigators as easy targets.

Planning for The Worst

Despite all precautions, breaches can still happen. A hack might slip by or an employee might get duped. What matters is having a plan when things go wrong. For any legal office, this means:

• Incident response plan: Decide in advance who does what if data is compromised. Do you shut down the system immediately? Who calls the clients and regulators? Having a plan means you can act fast under stress.

• Regular reviews: Check your security measures every 6–12 months. Are your password policies still strong? Has new software been vetted? Threats change over time, so should your defences.

• Consult the pros: Consider hiring an IT specialist or cybersecurity consultant who understands law/PI firms. They can audit your setup and catch blind spots you might miss.

Facing a breach head-on is never fun. But compared to burying your head in the sand, even acknowledging the risk goes a long way.

How Tremark Treats Security – Plain and Practical

We organise our security around three simple ideas: minimise, control, respond. That shapes technology choices, staff training and the way we run assignments.

1. Minimise what we hold
We only collect information that is necessary for the task. If a case doesn’t need full bank statements or medical records, we don’t ask for them. Less data means less risk.

2. Control who sees what
Access to case files is strictly limited. Only staff working directly on a case can see the details, and every access is logged. Where we use subcontractors they must sign data processing agreements and agree to go through stringent on-boarding and screening to BS7858 standards, as well as agree to adhere to the Tremark Code of Conduct.

3. Respond quickly and openly
If something unusual happens we act immediately: isolate affected systems, assess the impact, and follow a clear incident plan that includes informing affected clients and regulators when required.

On the technical side, we use encryption for sensitive data, multi-factor authentication, routine patching and tested backups. We also run periodic vulnerability scans and regular staff training. Security is a daily habit rather than a once-a-year checklist.

Certifications and Standards We Rely On

To make sure our practice stays rigorous, we’ve aligned with external standards and third-party checks. These include registration with the ICO (we have been signatories to the ICO’s “Personal Information Promise” since 2013) and sector-specific credentials. We’ve previously achieved industry standards such as BS102000 and ISO 9001, hold Cyber Essentials, and hold sector accreditations that many corporate clients expect. We’re also working towards ISO 27001 to formalise our information-security management system.

Standards provide external benchmarks for quality and security. BS102000 (a British Standard for investigator agencies) confirms that we operate to high ethical and management standards. We are already certified for ISO 9001 (quality management) and aim to complete ISO 27001 (information security management) next. ISO 27001 is widely regarded as the gold standard in information and cybersecurity: working towards it guarantees that our policies cover every aspect of data protection and that we have a continuous improvement process in place. Cyber Essentials is a UK government-backed scheme that verifies basic cybersecurity controls are in place.

Every assignment we undertake now includes a Data Privacy Impact Assessment (DPIA) to anticipate and mitigate risks. All staff receive annual GDPR and data protection training. We also bind subcontractors with rigorous data processing agreements (DPAs) so that any partner handling data meets our security standards.

How Those Measures Pay Off

When a client instructs us, they’re asking us to take responsibility for their most sensitive material. Our approach reduces the chances of human error, makes it harder for attackers to gain a foothold, and allows us to recover quickly if the worst happens. Where others may treat data protection as a box-ticking exercise, we treat it as a chain of custody: secure from collection to disposal.

FAQs

Q: How can I be sure Tremark will keep my files confidential?
A: Ask to see our Information Security Policies. We’ll explain who has access, how long we retain files, and the steps we take to protect your data.

Q: What exactly happens if there’s a suspected breach?
A: We’ll contain and investigate immediately, notify anyone affected and the ICO if required by law, and give you a clear account of what happened and what we’re doing about it. We’ll also advise you on any steps you should take and keep you updated throughout.

Q: Do you use subcontractors, and how do you keep them in check?
A: Yes – sometimes a case needs extra resource. Every subcontractor signs a data processing agreement that mirrors our standards, and we only use suppliers who meet our security and insurance checks.

Q: How long do you keep records?
A: Retention depends on legal and contractual obligations and the nature of the work, however, as a general guideline, cases are kept on our system for 2 years from date of being active and is then securely destroyed.

Q: Can I request proof of your certifications?
A: Yes. We can provide certification details and, where appropriate, copies of accreditation statements.