Nonprofits often handle an abundance of personally identifiable information, such as names, addresses, emails, and payment details. This data is not just valuable for your organization—it’s also a target for cybercriminals who are constantly looking for weaknesses to exploit.
The good news? You don’t need a multi-million dollar budget to secure your systems effectively. Whether you’re a small charity or a large nonprofit organization, there are straightforward, cost-effective steps you can take to safeguard your donors’ data, and by extension, your mission. Keep reading for some essential cybersecurity tips for nonprofits to keep your donor data safe.
1. Use Strong Passwords and Implement Multi-Factor Authentication (MFA)
One of the simplest yet most effective ways to secure your data is by ensuring everyone within your organization uses strong, unique passwords. A good password should be at least 12 characters long, combining uppercase letters, lowercase letters, numbers, and special characters. Avoid easily guessable passwords like “password123” or “donor123.”
In addition to strong passwords, multi-factor authentication (MFA) is a must. MFA requires users to verify their identity using two or more methods—such as a password and a text message code—before granting access to sensitive data. This adds an extra layer of security, making it much harder for cybercriminals to gain access, even if they manage to obtain someone’s password.
2. Train Your Team on Cybersecurity Best Practices
Your staff and volunteers are often the first line of defense against cyber threats, but they also can be the weakest link if they aren’t educated on basic cybersecurity principles. Phishing attacks, in particular, are a common way that cybercriminals target nonprofits. In fact, your staff is your number one threat to your donor’s data. A simple phishing email might appear to come from a trusted source, like a colleague or a donor, but it could be designed to trick your team into giving up passwords or downloading malware. Regular cybersecurity training, including identifying phishing emails, securing devices, and safe internet practices, will help everyone within your organization stay alert and aware.
3. Encrypt Donor Data
Encryption converts donor data into a code to protect it from unauthorized access. If someone were to steal or intercept your organization’s data while it’s being transmitted or stored, encryption ensures that they won’t be able to read or misuse the information. Encrypting sensitive donor data—whether it’s stored in your CRM, email, or on a cloud service—should be a top priority. When working with payment processors or third-party vendors, make sure they also comply with encryption standards to ensure that donor information remains protected end-to-end.
4. Use Secure Payment Systems
Nonprofits often rely on online donation platforms to collect contributions. While this makes it easier for supporters to donate, it also introduces potential risks. To keep donor information safe, make sure your payment gateway is Payment Card Industry Data Security Standard (PCI DSS) compliant, meaning it follows strict security protocols for storing and transmitting cardholder information. If you’re using a third-party service for donations, choose reputable providers that have a strong track record for security. Never store credit card information on your own systems unless absolutely necessary, and always ensure it is encrypted.
5. Regularly Backup Your Data
Having a reliable data backup system in place is one of the best ways to recover from a cyberattack or technical failure. Ransomware, for example, can lock you out of your own systems, making it impossible to access vital donor records or financial information. By maintaining regular backups (preferably encrypted and stored offsite), you’ll be able to restore your data quickly if disaster strikes. Make sure your backup systems are tested periodically to ensure they work when you need them most.
6. Ensure Software Is Up-to-Date
Cybercriminals often exploit vulnerabilities in outdated software to gain unauthorized access to systems. That’s why it’s important to keep your operating systems, applications, and security software updated with the latest patches and fixes. Many updates include security improvements designed to close potential loopholes. Automating updates for your systems and applications can save time and reduce the risk of neglecting critical patches. If you’re using cloud-based software, the vendor usually handles these updates for you, but it’s still a good idea to confirm that you’re using the most recent version of the software.
7. Secure Your Wi-Fi Network
If your organization operates from a physical office, make sure your Wi-Fi network is properly secured. Use WPA3 encryption for your router and avoid using easily guessable passwords like “12345678” or “admin.” If possible, set up a separate network for visitors or volunteers, so your staff and sensitive data aren’t exposed to external risks. Additionally, consider using a virtual private network (VPN) for remote employees or volunteers who need to access your systems from outside the office. A VPN encrypts their internet connection, making it much more difficult for hackers to intercept data or gain unauthorized access.
8. Limit Access to Sensitive Data
Not everyone needs access to all of your donor data. By restricting access to sensitive information on a need-to-know basis, you reduce the chances of an insider threat or an accidental data breach. Use role-based access control (RBAC) to ensure that employees and volunteers can only access the data necessary for their work. In addition to restricting access, regularly review and update user permissions, particularly when someone leaves your organization or changes roles.
9. Have an Incident Response Plan in Place
Even with the best precautions in place, the possibility of a data breach still exists. That’s why it’s essential to have a clear incident response plan that outlines what steps to take if your systems are compromised. This plan should include:
- Identifying the breach
- Containing the damage
- Notifying affected individuals and authorities
- Communicating with donors and other stakeholders
- Implementing recovery measures
By having a plan in place, you’ll be able to act quickly and minimize the impact of any potential cyberattack.
10. Work with an MSP
If cybersecurity isn’t your organization’s area of expertise (and let’s face it, for most nonprofits, it’s not), consider partnering with a trusted Managed Service Provider (MSP). An MSP can help implement the necessary security measures, monitor your network for threats, and provide ongoing support to ensure your systems stay secure. At the end of the day, your mission is to serve your community, and protecting donor data is part of fulfilling that mission. By taking proactive steps to secure your organization’s information, you’ll build trust with your donors and ensure that their contributions are put to good use.
Cybersecurity might seem like a daunting task, especially for nonprofits with limited resources, but the reality is that small steps can make a big difference. By following these tips, you can ensure that your donor data remains safe from cyber threats. The key is to stay vigilant, train your team, and make cybersecurity an ongoing priority. At the end of the day, protecting your donors’ information is an investment in your organization’s future—one that helps build trust, loyalty, and a secure foundation for your important work.
