The Freelancer’s Guide to Cyber Hygiene – 8 Essential Practices to Protect Your Creative Work

As cyber-attacks become increasingly sophisticated, freelancers are among the most vulnerable targets, making up a significant percentage of the 58% of small businesses that experience cyber threats. With over 60% of small businesses and freelancers going out of business just six months after a cyberattack, cyber hygiene for freelancers is paramount to remain competitive in the modern workforce.  

This guide provides you with best practices for cyber hygiene and actionable steps to protect your professional and client data. Use it as a roadmap to bolster digital security and enhance professional credibility. Let’s dive in!

The first step in improving cyber hygiene as a freelancer is understanding the different types of cyber threats and how they can manifest in your business. Here are some of the most common cyber threats targeting freelancers:

One of the most prevalent forms of cyber attack is phishing. When aimed at freelancers, phishing attacks come in the form of emails from seemingly legitimate sources requesting sensitive information. They may seem to be from a potential client or even a work platform that the freelancer uses. Noticing a phishing email is the best way to mitigate this cyber threat by always double-checking the email address and being skeptical of unsolicited personal or payment information requests.

Malware and ransomware attacks aim to corrupt freelancers’ files or lock them out of their systems, thereby holding them at ransom until they pay a fine to the attacker. Not downloading executable files from unknown sources, opening unknown links, and having robust antivirus software are some of the best ways to ensure you don’t fall victim to malware and ransomware attacks. 

Customer relationship management and workflow tracking are essential to a freelancer’s profession. Thus, freelancers often use multiple platforms to communicate with clients and monitor workflows. Unfortunately, cybercriminals can leverage this via “social engineering” by pretending to be clients or freelancers to obtain sensitive information. Similar to safeguarding against phishing scams, always verify identities through multiple sources before sharing personal or project details to protect yourself from social engineering scams.

With just a few pieces of crucial information, cybercriminals can impersonate freelancers and commit fraud, impacting one’s financial health and severely damaging your professional reputation. Keeping personal details as confidential as possible while never sharing them with unverified sources is essential to preventing identity theft. 

In addition to being vigilant against phishing scams via email, freelancers should also be mindful of smishing, which utilizes text messages as the medium for fraudulent activities. Make sure to remain cautious when interacting with text messages, verifying the authenticity of messages and avoiding sharing confidential information through this channel.

Don’t just opt for strong passwords; craft passphrases that integrate a mix of letters, numbers, and special characters. Imagine a passphrase like “Secure@2023Work.” Rotate these passphrases for various accounts and use a trusted password manager to track them – this contains the damage even if one account is compromised.

Multi-factor authentication (MFA) goes beyond your password, usually involving something you know (your password) and something you have (your phone). Activate MFA on all your accounts, especially those with sensitive information. Where available, choose authentication apps like Google Authenticator (if you have a Google account) over text-based codes, as these apps are more secure.

Software updates often include patches for security vulnerabilities. Make a calendar reminder every week to check for and install these updates. Procrastination can expose your system to various threats, so consider this task as vital as meeting your project deadlines.

Working from coffee shops is part of the freelance appeal, but their Wi-Fi is far from secure. Using a VPN encrypts your data, making it harder for hackers to sniff your information. Ensure you protect your Wi-Fi for home networks with a robust passphrase and updated firmware.

Installing trusted antivirus software is step one. Beyond that, use browser extensions like HTTPS Everywhere to ensure secure connections. Always look for the padlock symbol in your browser’s URL bar, signaling a secure site. Stick to known and verified platforms for work to avoid phishing sites disguised as job boards. For example, using Bitdefender free antivirus alongside safe browsing habits helps protect against malware and phishing threats without compromising system performance.

If disaster strikes, a recent backup will minimize downtime. Utilize a cloud-based backup service that offers real-time, encrypted backups. Keep local backups, but ensure they’re encrypted and physically secure.

Phishing scams often start with an email that appears legitimate. Activate your email’s security features that identify suspicious emails and set up DMARC for additional protection. Don’t open attachments or click on links from unknown or unverified sources. If you have doubts, independently verify the email’s legitimacy before taking action.

Your public posts can reveal much about you, information hackers can use for social engineering attacks. Regularly review your privacy settings, and don’t overshare details that could compromise your security, like your specific location or work-related info.

Cybercriminals frequently target high-net-worth individuals like successful freelancers, seeking vulnerabilities in their financial information. Therefore, protecting your financial data and transaction records as a freelancer is essential. The best way to do this is by using secure payment platforms, appropriately handling invoices and financial records, and considering how you manage your tax. 

Secure payment platforms are how freelancers pay and get paid – so they’re probably one of the most critical links in the digital chain. For this reason, reputable payment platforms such as PayPal, Stripe, and Wise aren’t popular by accident; they’ve earned freelancers’ trust by adhering to strict PCI DSS standards and offering two-factor authentication for added security layers. 

But even these platforms aren’t entirely foolproof. Make it part of your routine to audit your transaction history, checking for any unexplained or suspicious activity, and if something doesn’t look right, make sure you report it immediately. 

Handling invoicing and financial records is another crucial area. Remember that invoices are legally binding documents filled with sensitive data, and you must treat them with the utmost caution. 

Rather than relying on basic email services to send these important documents, opt for secure, encrypted email services or client portals. Consider platforms specifically designed for freelancers, such as Bloom or Proton Mail. Software solutions can also handle this encryption and integrate with your accounting systems, providing a one-stop-shop for your financial record-keeping needs. 

With invoices and financial records, ensure you back up all documents and store them in multiple locations, including encrypted cloud storage services, to mitigate data loss risks.

Navigating taxes is difficult, even without the added pressure of running a freelance business. Nobody enjoys dealing with taxes, but they’re one of the most vulnerable aspects of a freelancer’s profession. 

The first step to securing your tax processes is integrating accounting software with invoicing and patent systems, which helps bring all your financial data into a single, secure hub. 

If you’re a seasoned freelancer, outsourcing your tax responsibilities to a specialized advisor can increase your cybersecurity hygiene while freeing your time to dedicate more to your business. 

12.7% of employees now work full-time from home, creating a better work-life balance. However, it also presents cyber hygiene concerns for small businesses and freelancers. Knowing how to safeguard your home office or your devices when working from a cafe or co-working space will protect your and your client’s sensitive information and make you a trustworthy freelancer to work with. 

Your home office is a professional workspace that demands your due diligence regarding cyber hygiene. Start by securing your Wi-Fi network with a passphrase, as discussed earlier in the article.

Furthermore, enable WPA3 encryption on your router and make sure its firmware stays updated. Your computer should also have reliable antivirus software, and never overlook the basics like locking your screen when you step away – building good security habits is vital. 

Additionally, you could establish secure remote access protocols, such as virtual private networks (VPNs) and two-factor authentication (2FA), to ensure that you can access your work systems and client data securely when working remotely.

When freelancing, a VPN becomes as essential as your laptop. It creates a secure tunnel for your data, which is indispensable, especially when handling sensitive client information. Using a reputable VPN service doesn’t just give you peace of mind; it shows clients you’re serious about security, which can be a significant selling point. Only connect to work-related accounts by activating your VPN first if you’re in a cafe or public space.

As a freelancer, you will likely use many collaboration tools, from your cloud phone system to project management apps. It’s not enough that they make your job easier; they need to be secure. Prioritize services that offer robust security features like end-to-end encryption and multi-factor authentication. Customizable permissions are also a plus, so you only share what needs to be shared. Opting for secure collaboration tools is a business-smart move; it safeguards your projects and adds credibility to your freelancing profile.

Responding to cybersecurity incidents is integral to your ongoing professional development as a freelancer. When you demonstrate the ability to detect, handle, and learn from cybersecurity challenges, you establish yourself as a reliable, security-conscious professional in a world where such qualities are increasingly essential and expected from potential clients. Follow these steps if you ever find yourself a victim of a cybersecurity breach:

Freelancers juggle multiple clients and projects, making it easy to overlook the often hardly detectable signs of a cybersecurity breach. Monitoring your systems with diligence and looking for unusual activities like unexpected system reboots, unfamiliar files, or odd network traffic is paramount. To achieve this, use security software that provides real-time monitoring and immediate alerts for suspicious activity. For businesses seeking enterprise-grade protection, adopting NordLayer’s deep packet inspection solution allows IT teams to detect malicious traffic patterns, enforce compliance, and prevent breaches before they disrupt operations.

If you suspect a breach, time is of the essence. First, immediately disconnect from the internet to contain the incident and prevent further damage. Next, change your passwords for critical accounts from a different, secure device. Next (while it’s challenging), contact your clients and inform them about the breach. This level of transparency can help maintain trust even in a crisis and hopefully will keep your paying customer.

Once you’ve contained the breach, report the incident to the appropriate authorities. In the U.S., consider contacting the FBI’s Cyber Division. Next, if the violation is severe, consult a cybersecurity expert to assess the damage and guide you through the recovery process. 

Learning from an incident is as crucial as responding to it. Make it a habit to continually upskill and stay updated on the latest cybersecurity trends and threats. Attend webinars, read reputable security blogs, and, most importantly, invest in cybersecurity training. Updating your skills is not a one-off; it’s a continual process that makes you a better and safer freelancer.

Embracing robust cyber hygiene practices is non-negotiable for freelancers. From fortifying one’s home office setup to proactively responding to cybersecurity incidents, these measures will safeguard your data and help build your reputation as a trustworthy professional. 

Implementing these strategies is not a one-time effort but an ongoing commitment to your career’s longevity and success – one that will make you stand out from the hundreds of thousands of other freelancers competing in the modern workforce.