Your 5-Step Guide to Safer Data Practices in the Age of AI

Because sometimes, all it takes is one click.

It usually starts with something small.

One rushed reply.

One link that looked legit.

One AI prompt that had just a little too much detail.

And just like that—your business, your customers, and your reputation are exposed.

This time of year, it’s not just tax season—it’s scam season. Cybercriminals know people are distracted, juggling deadlines, and dealing with financial data. That’s why now, more than ever, your team needs to be ready.

In today’s world, where data is currency, the biggest risk isn’t the software. It’s the habits behind it.

We don’t like to think about it — most companies don’t. But one slip-up can cost you more than you expect.

Here’s the thing: these steps might not be groundbreaking. But in 2025, when AI tools are moving faster than regulations and hackers are using AI to mimic your coworkers, the basics are no longer optional. They’re your baseline for survival.

Data leaks don’t always happen because someone broke in. More often, they happen because someone unknowingly held the door wide open.

This guide is here to change that. Because data security isn’t just for IT teams or tech giants—it’s for everyone.

We sat down with one of our expert consultants, Chris Riley, to break down five essential, everyday practices to help protect your company’s data, build better habits, and minimize risk. Whether you’re leading a department, managing operations, or just trying to stay ahead of the curve, these steps matter because one wrong move could mean lost revenue, lost trust—or both.

Step 1: Share with Intention (Especially with AI Tools)

One of the fastest ways businesses compromise security today? Over-sharing with AI.

It’s tempting to paste full emails, client info, or internal processes into tools like ChatGPT or Copilot to get a better output.

But remember: most generative AI platforms aren’t built to protect your data—they’re built to learn from it.

A good rule of thumb:

Only give a system what it needs to give you the output you want—nothing more. Avoid full names, credentials, internal workflows, or anything that would raise a red flag if it leaked.

Chris puts it simply:

“Only give any part of your system the information that’s needed to get the output you’re seeking.”

Would you say this in a crowded elevator? If not, don’t type it into an AI prompt.

Step 2: Know the Real Threat—It’s People, Not Hackers

It’s easy to picture a hacker in a hoodie typing furiously in the dark. But most breaches today come from social engineering—where someone impersonates someone you trust and convinces you to give them what they want. "Data security is only half the battle; a secure system can still be compromised through social engineering", Chris states.

Phishing emails. Fake login screens. AI-generated voicemails or Slack messages from “your boss.”

What helps:

• Slow down before clicking or replying.

• Hover over links to preview real URLs.

• Train your team to question urgency and verify identities.

Hackers today aren’t guessing your password—they’re tricking you into handing it over. Creating a culture of curiosity and caution is your strongest defense.

Step 3: Use Access Like a Keyring, Not a Master Key

Not everyone needs access to everything. It’s common for growing teams to give broad permissions “just in case”—but that opens up vulnerabilities that are easy to miss until it’s too late.

Just-in-case access is a just-in-case risk.

Instead:

• Set up role-based access to systems like Salesforce or your data warehouse.

• Audit permissions quarterly.

• Offboard former employees immediately.

Think of it like your house. Everyone might be welcome inside—but not everyone needs a key to your safe.

Step 4: Make Multi-Factor Authentication Mandatory

If you only do one thing from this list, make it MFA.

Multi-Factor Authentication adds a second layer of protection—usually a text, app confirmation, or token—in addition to your password. It’s one of the easiest and most effective ways to block access, even if credentials get leaked or stolen.

Yes, it’s a tiny bit inconvenient, but it’s also the digital equivalent of locking your front door and setting the alarm — and it works.

Pro tip: Enforce MFA for all users, across all key systems—not just email.

Step 5: Talk About It—Often

Security is a muscle, not a milestone.

Threats evolve. AI tools change. Teams grow and shift. That’s why data protection needs to be an ongoing conversation, not a one-time checklist.

"Employee training is essential; even small businesses need to ensure everyone is on the same page regarding data security", says Chris.

Start here:

• Add short refreshers to team meetings or onboarding sessions.

• Encourage open conversations around “what if” scenarios.

• Reward employees who raise potential red flags or catch issues early.

Ask your team:

• Do you know how to identify a potential threat?

• Are we protecting our clients’ data like it’s our own?

• Is security part of our onboarding, or just a one-time training?

The more we normalize talking about security, the stronger (and smarter) your team becomes.

Final Thought: It’s Not Paranoia. It’s Preparedness.

At SETGO Partners, we believe that growth and security go hand in hand.

As your business evolves—and as AI becomes a bigger part of how we all work—your approach to protecting data should evolve too. The tools are only as secure as the habits behind them.

Salesforce gives you powerful capabilities. But pairing it with proactive security practices and a team that’s got your back? That’s what builds a truly secure, scalable foundation.

So as tax season wraps up—and scam season hits its peak—don’t just file and forget. Make this the moment you double down on secure practices and smarter habits.

Because the biggest threat isn’t what's out there. It’s what slips through when no one’s looking.

Let’s make sure you’re set up for smart, sustainable growth—without the security gaps. Turn good habits into great protection. Whether you’re scaling fast or cleaning up legacy systems, SETGO is here to help you grow securely.