AI is revolutionising how we run our businesses—from writing emails, creating content and responding to customer queries there’s no doubt it is a powerful beast. But while it’s making life easier in many ways, it’s also shaking things up on the security front.
So, if your idea of online safety is “same password since 2012” or “I think I turned on two-factor… once?” then this post is for you.
AI: Helping and harming in equal measure
The good news? AI is really clever. It can detect dodgy login attempts, filter spammy emails, and even spot fraud before you do. It’s been working in the background to keep you safe for years and it’s working over time now.
The bad news? AI is really clever. That scam email pretending to be from your bank? AI might have written it. That voice message that sounds like your accountant? Could be a deepfake.
AI is a double-edged sword and we small business owners need to be one step ahead to stay safe.
The Big Risks (And why they should matter to you)
Here are a few threats that are on the rise:
Phishing 2.0: Emails, voicemails and even voice calls that look incredibly real, often created by AI. One click, and you’ve shared your passwords with a scammer in a tracksuit.
Leaky Tools: That free AI site might store everything you input including your customer data, pricing, or strategy notes. Think before you type.
Password reuse: Still using your dog’s name and “123”? Hackers are smiling.
Third-party app access: You’ve probably linked your Google or Apple account to apps over the years. Some of them could still be connected—and not all are trustworthy.
Deep fakes: the ease which we can create a digital clone that looks and sounds like someone is a weird combination of amazing and terrifying. Your accountant calling you for confidential information or is it? How are we meant to know what’s real anymore?
Just for fun watch these people sharing how safe their passwords are!
Seven things you can do today to make your business safer
Let’s keep it practical. Here’s what I suggest for a security spring clean (AI-style):
CREATE AN OFFLINE PASSWORD This was no 7 but I’ve moved it to the top because I really think it’s one of the most useful things to do at the moment. Remember that deep fake of your accountant who called you for some extra validation codes? You need a verbal, completely offline password that only you know. DON’T store it online. I call it ‘Human 2 factor authentication’ but basically its something that only that person would know so that when your accountant calls you can ask for the ‘password’ and they if they don’t know it you put the phone down.
Check Your PayPal Account Head into your PayPal, go to settings and look for “Pre-approved payments.” Remove any businesses or apps you don’t recognise or no longer use. You’ll be amazed what’s hiding in there.
Audit Your Google and Apple Accounts Go into your account settings and review which apps have access. Delete anything you don’t use anymore. Old quiz apps, weird photo editors… goodbye! On Google go to https://myaccount.google.com/security and scroll down to ‘Your connections to third-party apps and services. On Apple go to settings, Sign in with Apple and remove any accounts you no longer use.
Use a Password Manager They’re like a vault for your logins. Just one strong password to remember, and the rest are securely stored. I use LastPass but there are lots available. Dashlane, 1Password and Dropbox password as well as the Google and Apple password managers are better than using your kids names and birthdays or the same password on lots of accounts.
Turn On Two-Factor Authentication (2FA) Yes, it’s a bit of a faff. OK a huge faff but that’s why it works! So many people are getting their accounts hacked now and 2 factor authentication is one of the easiest ways to give a huge boost to your security. Most big services (Google, Facebook, Microsoft, etc.) offer it. If you need to know how to get it set up on a specific system and can’t find instructions drop me a message and I’ll try and point you in the right direction.
Back Up Your Data Cloud backup or external hard drive or BOTH. Just make sure if your laptop has a malfunction, you’re not starting from scratch. If you don’t want to invest in a hard drive but you have an old laptop sitting around doing nothing then put your most important files (Business IP stuff, 7 years of accounts, baby photos of the kids) on that and stick it in the loft. It’s better than nothing!
Think Before You Prompt Don’t share sensitive client info or financial data with AI tools. If you wouldn’t put it on a postcard, don’t type it into ChatGPT.
Don’t forget to lock the door!
Think of online security like locking up your shop at night. You wouldn’t leave the cash drawer open or the keys in the door—so don’t leave your digital front door swinging either.
If you’re not sure where to start, or just want a friendly pair of eyes on your setup, book a power hour with me. We’ll get it sorted!
