A Solopreneur's Guide to Data Security (Without an IT Department)

When you're running a solo business, data security probably falls into the "I'll worry about it when I have to" bucket. You don't have an IT department… you ARE the IT department. And if you've ever shared a Google Drive link with a contractor or given a VA access to your social media accounts, you've already made data security decisions (whether you realized it or not).

The good news is that keeping your business safe doesn't require the same level of security controls as a huge company. But you do have to be deliberate with what you share and how much access each person actually needs. A few choices now can save you from a really stressful situation later.

Why solopreneurs need to think about data security

According to Spacelift's cybersecurity report, 43% of cyberattacks in 2025 targeted small businesses, and 61% experienced a data breach in the past year. You may not think you’re at risk because you’re not handling sensitive data, but without basic data security, someone could gain access to your bank account or take control of your social media.

For many years, I worked at a software company that handled really sensitive data (like the type that required ongoing audits of our machines). Because of that experience, I brought some basic principles I learned about data security to my one-person business. I knew that I had to protect myself from scammers.

How to build layers of security

The most common data exposure comes from collaborating with someone else (client, virtual assistant, contractor). And not every collaborator needs the same level of access.

The way I think about it is to default to the lowest level of access that still lets the person do their job easily and effectively.

Shared access to specific files or folders

This is the easiest thing to implement and gives you a ton of control. You share a specific Google Drive folder, a Canva design, or a single document. The collaborator can see and edit what you've shared, but nothing else in your account.

This works well for one-off projects, client review folders, or shared assets with a designer. You don't have to worry about someone accidentally stumbling into your financials or your content calendar. They only see what you've pointed them to.

Shared access to projects

Tools like Notion, Trello, and Asana let you share specific projects or workspaces without exposing your entire system. A client can see their project board but not other projects. A contractor can only work in their assigned workspace.

I’ve used Trello for project management and have shared projects with both clients and contractors. I’ve also had clients share their internal tools with me. Usually, the person can freely make edits and collaborate within the shared workspace (though some have options to lock down what the other person can do, like deleting information).

This is a good fit for ongoing client work and project-based collaborations. You get the benefit of working in the same system without handing over the keys to everything.

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Restricted access with separate logins

This gives you the most granular control. You create a separate login with limited permissions, which usually means paying for an additional seat.

This matters most for sensitive systems: tools where your business data lives, where someone could post publicly on your behalf, or where financial information is accessible.

I’ve done all of the following:

• A separate seat in Airtable (my source of truth) that only has access to certain data, and can only edit specific fields
• A separate seat in Buffer where the person can create social media posts, but not publish
• A separate login in Quickbooks for my accounting firm that lets them do their job, but not have administrative control

If you're wondering whether paying for that extra seat is worth it, ask yourself, "What's the worst-case scenario?" My Airtable is so foundational to my work that I couldn’t risk someone making a mistake with my data if I granted full access.

Shared passwords

Of course, paying for a separate seat isn’t always an option, especially for an expensive product. Another way to get around this is by sharing your password. It gives the person access to log in “as you.”

If you do this, use a password manager. A password manager lets you share the password without the person being able to see the password. The other person needs to use the same password manager (they often have free plans). But you can grant access to the password for a period of time, and then remove access if needed. Much better than the person having ongoing access to your password.

What data to provide to AI tools

AI tools are a different kind of access altogether. You're feeding information to a model, and what happens to it after that depends on the tool's policies.

Check the data and privacy policies of the company. I use Claude, and there’s a box that says “Help improve our AI models.” I have this unchecked, so my data is not used for training. Even with that, I’m still very careful about what I feed into Claude.

Before pasting something into an AI tool, ask yourself: would I be comfortable if this information were exposed? Be careful with client names, financial data, proprietary strategies, and anything covered by an NDA.

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Your data security toolkit

These are the basics every solopreneur should have in place. You don't need all of them today, but work toward having each one set up.

• Password manager. Store and generate unique passwords with a tool like 1Password*. If you're reusing passwords across accounts (and most people are), this is an easy way to reduce your risk.
• Two-factor authentication (2FA). Enable it on every business tool that offers it, especially email and financial accounts. It takes seconds to set up and makes it much harder for someone to get into your accounts, even if they have your password.
• Regular backups. Export critical data from Google Drive, your CMS, and any tool where your content or client information lives. Monthly or quarterly backups are fine, depending on the data.
• Separate business and personal accounts. Use a dedicated business email and keep personal logins separate from client-facing tools. If one gets compromised, the other stays safe.
• Quarterly access review. When a contractor or client engagement ends, revoke their access immediately. And once a quarter, audit who still has access to what (you'd be surprised how many old shared documents are still out there).

Start with the biggest risk

This article isn’t meant to scare you. Most solopreneurs aren’t running businesses that require intense levels of data security. But make a few small changes, one at a time, to make sure you’re protecting yourself and your business.

Start by adding 2FA to your email and financial accounts, since that single step blocks the most common attacks. Then get a password manager and start replacing your reused passwords over the next few weeks. When I started using a password manager, I’d simply update the password when I logged into the app.

You just need to be intentional about who and what has access to your business information, and have a quick mental checklist so you're not making those decisions on the fly.

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