Your CRM (Customer Relationship Management) system is precious. It holds valuable customer info, prospect details, and sales insights – vital information that drives growth and trust. 

But here’s the catch: this data is very valuable to cybercriminals, too. 

If hackers breach your CRM, they’re not just stealing data – they're wrecking your company’s reputation. In security, we say systems like CRM are your company’s “crown jewels” -- extremely valuable digital assets that are worth protecting.  

Like everything related to security, good habits practiced consistently yield the best results. With the right moves, you can lock down your CRM data.

1. Choose a CRM provider that’s serious about security 

Not all CRM platforms are created equally. Honestly, the most important step in securing your data is choosing a reliable CRM provider. Know that once you set up a CRM system, it’s cumbersome to migrate to a different one later.  

Before you commit, grill potential vendors like your business depends on it — because it does. 

• Security certifications: Look for providers meeting international security standards in ISO 27001. Aligning with SOC 2 standards and GDPR is also ideal. 

• Breach history: A simple Google search can reveal a lot – search for the company's name and "data breach." Being hit by a data breach doesn't have to be disqualifying but look how the company reacted. How a company handles past incidents says more than slick marketing ever could.  

• Transparent security documentation: Reputable providers proudly share their security measures. Demand to see whitepapers, security FAQs, or service level agreements (SLAs) detailing how your data is protected. Some providers now offer zero-trust architecture (meaning the company doesn't have access on its end) and private cloud options – major wins for CRM security.

2. Build a layered fortress around your CRM 

Your CRM’s security is only as strong as the systems surrounding it. Your strategy should focus on layered security. No single defense is perfect, but together, they multiply protection. 

• Firewalls and endpoint protection: Invest in a strong, modern firewall and endpoint detection and response (EDR) solutions. EDR tools can catch suspicious activity early before it becomes a full-blown crisis. 

• Keep software updated: Always keep your operating systems, CRM platform, and all security tools fully patched. Automated patch management is a must for modern businesses, not a nice-to-have. 

• Secure browsing tools: Use browser isolation solutions and trusted antivirus platforms that can handle modern phishing and malware threats. 

• Find a secure CRM system: Check if your CRM provider offers built-in encryption, secure API access, and advanced threat detection options. 

3. Train your team  

Technology is important, yes. But if your employees fall for a phishing message or social engineering scheme, it might all be for naught. Instead of seeing them as a vulnerability, see your people as your strength. Ongoing security training is crucial. Don’t only train them to use the CRM effectively and properly, but train them to keep it secure.

• Regular training: Instead of training once during on-boarding, commit to repeat training every year (at least). Many programs are gamified and engaging to help the information stick better.

• Role-based access: Only give employees access to the data they need to do their job. Ensure they understand why.

• Follow safe browsing and remote work best practices: Cover topics like avoiding public Wi-Fi risks, using VPNs, and recognizing shady emails. 

4. Become a password expert 

Passwords are your first defense, so you and your team should understand password best practices.  

• Enforce strong password policies: Today, passwords should all be at least 16 characters long and every account should have its unique password.   

• Mandatory MFA: Require multifactor authentication (MFA) everywhere, and definitely for CRM access. Bonus points if your MFA requirements includes biometrics, security keys, or a special authentication app instead of just text codes. 

• Password managers: Provide password managers for your team to prevent password reuse and weak password choices. A password manager is the most secure way to generate and maintain amazing passwords for all your hundreds of accounts. Passkeys are another new technology that is typically stronger than just using passwords and is worth checking out!

5. Watch your CRM like a hawk 

You can't fix what you don't see. Set up real-time monitoring and security alerts on your CRM system to catch suspicious activity before it snowballs. 

• Audit logs: Review user logins, data exports, and system changes regularly. Make it someone’s responsibility!  

• Know your dashboard: Dashboards that pull together CRM activity, network security, and endpoint status make spotting threats much faster. 

• Anomaly detection tools: Some CRMs now offer behavior analytics to spot unusual access patterns and shut them down quickly. 

• Incident response plan: Create a playbook for what to do if something goes wrong. Speed matters during a breach. This is how you remain cyber resilient. Ensure you have a contact at the CRM company to assist in a data breach. Keep this contact info in your incident response documentation.

Protecting your CRM Is protecting your customers 

Your customers trust you with their information. Guarding your CRM data isn’t just an IT issue, it can impact your entire business if your reputation is torn apart by a CRM breach.  

By choosing a quality CRM provider, layering your defenses, training your team, enforcing strong access controls, and monitoring smartly, you’ll stay ahead of the threats and keep your customer relationships thriving. 

Because when you protect your data, you protect your customers – and your future. To learn more security tips, sign up for our newsletter. We also have a program dedicated to safeguarding small businesses: CyberSecure My Business.