Category Archives: Cloud Backup

The Hidden Cost of “Cheap” IT — Especially in a Co-Managed Environment

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Why Cutting Corners on IT Support Can Undermine Your Internal Team (and Your Business)

If your business has an internal IT team, co-managed IT support can be a smart, scalable way to extend your capabilities without overloading your staff. But be careful: not all co-managed IT providers are created equal.

A low-cost co-managed agreement might seem like a win at first—affordable monthly pricing, supplemental support, a few extra tools. But dig deeper, and you’ll often find those “budget” providers are quietly cutting corners, leaving your internal team exposed, overwhelmed, and under-supported when it matters most.

Here are five hidden pitfalls we see time and time again with cut-rate co-managed providers—and how they can sabotage your IT operations and bottom line.

1. Security Gaps That Put Everyone at Risk

Your internal IT team might have a solid foundation, but true cybersecurity takes layered protection—and budget co-managed partners often stop at the basics.

We’ve seen providers install bare-minimum antivirus, skip multi-factor authentication, and offer zero guidance on endpoint security or user awareness training. That leaves your internal team holding the bag when something goes wrong—and in today’s cyber landscape, it’s only a matter of time.

Worse, without advanced protections, your cyber insurance claims could be denied. A good co-managed partner should strengthen your security posture, not leave it up to chance.

2. Incomplete Backup Strategies That Leave Data Unprotected

Your IT team might be backing up critical servers—but what about Microsoft 365, Google Workspace, CRMs, and third-party SaaS apps?

Most budget MSPs ignore those platforms entirely or rely on the default retention policies. That’s a disaster waiting to happen. Even worse, many don’t offer immutable backups—a non-negotiable for ransomware resilience and cyber insurance compliance.

In a true co-managed model, your partner should complement your backup efforts with comprehensive coverage and regular testing, not guesswork.

3. Unexpected Fees That Break the Budget

Budget co-managed IT providers often advertise low monthly rates—but then charge extra for after-hours support, on-site visits, or even emergency escalations. This creates friction, slows response times, and forces your team to think twice before calling for help.

That’s the opposite of what co-managed IT is supposed to be.

Look for a partner who offers predictable, flat-rate pricing and acts like a true extension of your team—not a metered vendor.

4. “Not Our Job” Mentality Around Vendor Support

When your team needs help troubleshooting phones, internet, or printers, a good co-managed provider should jump in—not point fingers.

Many cheap providers refuse to work with third-party vendors or charge extra just to coordinate on your behalf. That leaves your in-house team stuck in the middle, chasing down support for tech they didn’t even implement.

We believe in full-stack support. If it touches your network, it’s our job to help fix it—period.

5. No Strategic Oversight, No IT Roadmap

The most damaging shortcut of all? Lack of leadership.

Inexperienced co-managed providers often push tasks to junior techs without offering any real IT strategy. That leaves your internal team without a sounding board for big-picture decisions or long-term planning.

With the right co-managed partner, you should expect:

  • A dedicated technical account manager
  • Proactive reviews of your cybersecurity, compliance, and backup posture
  • Strategic guidance for future upgrades, projects, and budgeting
  • Collaborative planning—not reactive firefighting

Bottom Line: Co-Managed IT Should Make You Stronger—Not Weaker

Your internal IT team is already juggling a lot. A true co-managed IT partner should make their job easier, provide peace of mind, and cover the gaps—not create new ones.

If your co-managed support feels more like a cost center than a force multiplier, it’s time for a second opinion.

Want to know what your current co-managed agreement might be missing?
Let us take a look—for free.

We’ll review your environment, evaluate your risks, and provide honest feedback to help you strengthen your internal team with the right support (not just cheap support).

👉 Click here to schedule your FREE Network Assessment

Out of Office, Out of Luck: How Your Auto-Reply Can Hand Hackers the Keys to Your Business

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It’s almost vacation time. You set your out-of-office auto-reply and start dreaming about beaches, road trips, or conference breaks. Your inbox begins to quietly respond on your behalf:

“Hi there! I’m out of the office until [date]. For urgent matters, please contact [Name] at [email address].”

Sounds helpful, right?

Unfortunately, it’s also exactly what cybercriminals love to see.

That friendly auto-reply can quickly become a hacker’s roadmap — giving them everything they need to time an attack, impersonate your team, and trick someone into clicking, wiring money, or handing over sensitive credentials.

Why Hackers Love Out-of-Office Replies

Even a short, well-meaning message can contain:

  • Your full name and title
  • How long you’ll be away
  • Who’s covering for you (with their email!)
  • Internal roles or team structure
  • Travel info or conference details

This creates two major risks:

1. Timing Advantage: Hackers now know you’re unavailable — meaning you won’t be checking your inbox or spotting fraud.
2. Targeting Precision: They know exactly who to impersonate and who to manipulate (often someone with access to money or sensitive files).

From there, it’s phishing and Business Email Compromise (BEC) 101.

How These Attacks Typically Play Out

  1. Your OOO message hits a malicious inbox.
  2. A hacker spoofs your identity — or your listed backup.
  3. An “urgent request” is sent to someone in your office:
    • A wire transfer to a vendor
    • Login credentials for a system
    • Sensitive client documents
  4. The team member, moving fast and trusting the name they recognize, follows through.
  5. You return from vacation to a fraud incident and financial loss.

Who’s Most at Risk?

If your organization includes frequent travelers — especially executives, sales teams, or remote staff — and someone else is managing their communications (like an admin or assistant), the risk doubles.

Admins are often:

  • Fielding requests from multiple contacts
  • Authorized to send payments or access files
  • Trusting senders they think they recognize

One realistic-looking spoofed email can be all it takes.

How To Protect Your Business from OOO Exploits

The solution isn’t ditching auto-replies — it’s using them more strategically and reinforcing your security posture. Here’s how:

✅ 1. Keep OOO Messages Vague

Don’t list backup contacts unless absolutely necessary. Keep location or itinerary details out of the message.
Better:

“I’m currently unavailable. I’ll respond as soon as I return. For urgent matters, please contact our main office.”

✅ 2. Train Your Team to Verify Everything

  • Never fulfill urgent requests involving money or credentials over email alone.
  • Always confirm requests through a second channel — phone, text, or in person.
  • Assume urgency = red flag.

✅ 3. Enable Email Security Protections

  • Use anti-spoofing tools (like SPF, DKIM, and DMARC).
  • Implement advanced spam filters and BEC threat detection.
  • Segment email access and use role-based permissions.

✅ 4. Turn On MFA Across the Board

Multifactor authentication makes it much harder for attackers to access inboxes, even with stolen passwords.

✅ 5. Work with a Proactive IT & Cybersecurity Partner

A co-managed IT partner should be actively monitoring for:

  • Suspicious login attempts
  • Unusual email behavior
  • Phishing campaigns
  • Credential compromise alerts

If your current provider isn’t flagging threats while your team is offline, they’re not doing enough.

Want to Vacation Without the Cyber Risk?

Your OOO message shouldn’t become an open door for hackers. Our team helps businesses build layered security systems that work — even when your team is away.

Book a FREE Security Assessment Today
We’ll assess your email configurations, review vulnerabilities, and show you how to keep things locked down while you’re off the grid.

📩Schedule a call

Because your vacation should start with a plane ticket — not a phishing attack.

7 Critical Questions Internal IT Teams Should Be Asking Their Co-Managed IT Provider Every Quarter (But Probably Aren’t)

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If your only touchpoint with your co-managed IT provider is when something breaks — or once a year at contract renewal — it’s time to rethink the relationship.

Technology doesn’t sit still, and neither do the cyber threats targeting your business. That’s why quarterly check-ins with your co-managed partner aren’t optional. They’re essential.

But here’s the problem:
Most internal IT teams don’t know what to ask. Or worse — they don’t realize what their co-managed provider should be proactively bringing to the table.

That’s why we’ve built this cheat sheet. These 7 questions should be part of every quarterly conversation — to ensure your internal IT efforts are backed by a partner who’s not just filling gaps, but actively driving business continuity and security.

1. What Vulnerabilities Have You Identified in Our Environment?

Your co-managed provider should always have a pulse on your infrastructure. Ask them:

  • Are there systems that still need patching?
  • Is antivirus or EDR up-to-date across all endpoints?
  • Have there been any red flags or near misses in the last 90 days?

You don’t want to discover a vulnerability after it’s been exploited. A proactive partner brings this to the table before you even ask.

2. Have Our Backups Been Tested Recently — And Are We Backing Up the Right Data?

You might have local backups. You might have cloud. But if your co-managed provider hasn’t tested recovery in the last quarter, that’s a problem.

Make sure they’re answering:

  • When was our last full restore test?
  • Are we covering mission-critical systems and cloud data?
  • Are backups stored securely off-site?
  • What’s our RTO/RPO — and has that changed?

Your backups are only as good as your ability to restore them — fast.

3. Are End-Users Following Security Best Practices?

Even the best internal security stack can be undone by human error.

You should be reviewing:

  • Unusual login attempts or shadow IT behaviors
  • Whether MFA is enforced company-wide
  • Whether end-user phishing training is current and effective
  • Who clicked what — and how quickly it was caught

A good co-managed IT partner helps coach your team and close the human loopholes.

4. How Is Our Network and System Performance Trending?

Your internal team already fields enough tickets. Let your co-managed partner help solve the root causes:

  • Are recurring slowness or outages being logged?
  • Are we hitting capacity on any hardware or SaaS licenses?
  • Is there an optimization opportunity we’ve overlooked?

Better performance = fewer tickets and a more productive team.

5. Are We Still Compliant With Industry Regulations and Cyber Insurance Requirements?

Your compliance burden doesn’t disappear just because you share IT responsibilities.

Ask your partner:

  • Are we up to date on HIPAA, PCI-DSS, SOC 2, or state-level laws?
  • Have policies or frameworks changed since last quarter?
  • Are we aligned with evolving cyber liability insurance requirements?

A strong co-managed partner helps keep you audit-ready and legally covered.

6. What IT Investments or Upgrades Should We Be Planning For?

You don’t need surprises. You need foresight.

Get insight into:

  • Licensing renewals or software nearing end-of-life
  • Hardware replacement timelines
  • Security tools worth budgeting for
  • Any project recommendations for Q2/Q3

If your partner isn’t helping you plan ahead, they’re not helping you grow.

7. What Cybersecurity or Tech Trends Should Be On Our Radar?

The right co-managed IT partner isn’t just filling support tickets — they’re thinking like a CIO.

Ask:

  • Are we falling behind on any emerging threats or standards?
  • Are there automation, cloud, or AI tools we should consider?
  • What are similar companies doing that we’re not?
  • Where could we be more secure — or more efficient?

It’s their job to keep your internal team competitive, not just reactive.

If You’re Not Having These Conversations, That’s a Red Flag 🚩

If your co-managed IT provider can’t clearly and confidently answer these questions — or worse, if they never bring them up — it’s time to reevaluate the partnership.

Co-managed IT isn’t just a help desk extension. It’s a strategic alliance. You need a partner who helps you stay ahead of threats, avoid outages, reduce internal workload, and scale smart.

✅ Want a 2nd Opinion?

We offer FREE Security Assessments designed specifically for co-managed IT environments. Whether you want to benchmark your current provider or validate your internal practices, we’ll show you exactly where you’re solid — and where you’re exposed.

🔍 Click here to book your free assessment today.

Let’s get your next quarter off to a smarter, safer, and more strategic start.

IT isn’t just about filling seats

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IT isn’t just about filling seats

No matter the size of your business, no matter what the product or service, your company is at least partially reliant on technology to survive and function in today’s marketplace. It is just unavoidable. A significant portion of everyone’s business is online in some fashion or other. And internal operations and administration are dependent on databases, servers on-line access, etc. A large and diversified company has the depth of staffing to fully support all of its IT infrastructure needs. Unfortunately, this is not the case with small- to medium-sized businesses, and it is absolutely not the case for recent startups struggling to get a foothold in the market. SMBs are generally forced to focus all of their resources on the operations that drive revenues. For example, how many small firms have a trained human resource practitioner on board, even though the lack of one can leave them vulnerable to a number of legal and staffing issues? Very few. They just don’t have the resources to devote to anything that isn’t sales or a critical line operation. The same tends to be true for an IT infrastructure support staff and the personnel “required” to support it 24/7.

The question then arises, how does an SMB begin to bring on the necessary resources to support their IT needs? A common solution is to bring on a generalist who will act as the IT director/manager and then that person will bring on additional, more specialized staff as revenue growth permits.

This is a pretty standard model for addressing IT support needs for a growing SMB. But does that really make the most sense? The issue with this model is that it follows a typical, hierarchical company org chart, but doesn’t necessarily meet the needs of a SMB. The IT demands of a typical company are very diverse, and one individual doesn’t have the depth and breadth of experience to significantly support every corner of your IT infrastructure. When resources for IT staffing are limited, creating the IT department that covers everything can be unrealistic. Building out this traditional model takes time and resources to make sure you have the IT support that possesses all the diverse skills needed to meet the many requirements of a sound IT infrastructure. As a result, this model may not truly meet the immediate/urgent needs of a developing or transforming organization. The alternative IT support is not from an organizational chart approach but from a risk management one.

What do we mean by a risk management perspective? For any business, but especially a smaller one without deep pockets, the consequences of some disaster may mean the end of the business. As a result, risk evaluation becomes critical. There are an endless variety of events, from mishaps to major disasters that challenge your viability. Risk management inventories all of the possible risks that could befall the organization and places them in a hierarchy of significance. At the top are single points of failure disasters or extreme events that would shut down the business, at least temporarily. Risk management then works to channel limited resources toward mitigating the most serious risks. How does this reflect on how you bring on IT support in your business? You bring on the support, either through hiring or an MSP on the basis of where your IT infrastructure is most vulnerable, not on the basis on “positions’” to be filled. This is a different approach and more appropriate for a SMB that has limited resources.

Out of Office, Out of Luck: How Reactive IT Can Wreck Your Summer (and Your Business)

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It’s a sunny June morning. Half your team is on vacation. The other half is juggling coffee shop Wi-Fi and spotty hotel connections.

And then it happens:

  • Your system crashes.
  • The printer won’t print.
  • Shared files vanish into the void.
  • A phishing email just slipped past your filters.

You call your IT person… but they’re out of office, too.

Now what?

Your business stalls. Your team scrambles. And your vacation just got hijacked.

Sounds dramatic? Maybe.
But unrealistic? Not at all.

Summer is Great for Vacations — Terrible for Reactive IT Support

Most business owners underestimate how much tech quietly holds everything together… until it all breaks. And when your only IT resource is on PTO, you’re stuck.

That’s the fatal flaw of reactive IT support:
It works fine — until it doesn’t.

The “Just call Bob if something goes wrong” approach might get you by during slower seasons, but summer? That’s when it all hits at once:

  • Servers still overheat.
  • Hardware still fails.
  • Hackers don’t take vacations.

And when no one’s available to respond, downtime and damage pile up — fast.

Reactive IT = Playing Catch-Up While Firefighting

If your IT plan is built around fixing things after they break, you’re signing up for:

  • Costly downtime while you wait for help
  • Security breaches slipping through unnoticed
  • Minor glitches turning into major repairs
  • Zero support when your “go-to” person is MIA

It’s not just inconvenient. It’s a liability — especially in June, when vacation calendars are packed and remote work is the norm.

Proactive IT = Peace of Mind, Even from a Beach Chair

A proactive IT partner doesn’t wait for disasters — they prevent them.

They monitor your systems around the clock, apply updates before vulnerabilities are exposed, and ensure your business keeps running… whether your team is on-site or on a surfboard.

Here’s what you get with a proactive approach:

  • 24/7 monitoring and maintenance
  • Security updates before you’re vulnerable
  • Regular backups and tested recovery plans
  • A team of experts (not just one person)
  • Predictable costs with fewer tech surprises

No more scrambling. No more waiting. No more “out of office = out of luck.”

The Real Cost of Waiting Until It Breaks

Downtime can cost small businesses hundreds to thousands of dollars per minute. And if it’s a cyberattack? You could be looking at permanent reputational damage on top of financial loss.

Reactive IT doesn’t just cost money — it creates chaos.

Don’t Let Tech Trouble Crash Your Summer

This summer, protect your business and your PTO.

Let us assess your current setup and show you how a proactive IT strategy keeps your operations running smoothly — no matter where your team is.

🔍 Book Your FREE Network Assessment Here
We’ll identify your vulnerabilities and map out a plan to keep your systems secure, stable, and stress-free.

Risk assessment: A Value model

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Risk assessment: A Value model

Risk assessment means looking at all the conditions, situations and threats that exist that could damage or bring down your business. Risk assessment is all about identifying the external and internal threats that exist and measuring the likely consequences if that threat becomes reality. A data security risk assessment would identify what data you have, how you use it, how confidential it may be, how it is affected by regulations and the ways it could be compromised. A major focus of a data security assessment is cybercrime.

In terms of developing an IT staff, the alternative approach to building out a team is to determine your IT staffing needs in terms of risk assessment. That means evaluating risk and directing staffing resources to those areas where the risk is greatest and the consequences most severe. Basically, it is an evaluation on the ROI of your IT staffing in light of identified risk. In particular, what is the return on your risk management investment? The goal is to evaluate risk in light of business and operational consequences. Put simply, which point of failure leads to the most destructive consequences. Once that is determined your limited IT resources can be directed at those most critical areas.

In the short term, you can try to find the specific applicants that have what you need to plug the holes. Is that workable given the challenges to hiring? The market is very competitive.

The alternative is an MSP. Using a Managed Service provider for at least some of your most critical needs can be a very effective way of targeting your IT resources to where you are most vulnerable.

You have more freedom to move resources to where they are most needed.

Opting for an in-house IT team limits you in terms of scalability. You cannot just add or reduce the strength of your IT team anytime. Choosing a managed services provider, however, provides the flexibility to scale up or scale down your IT investment to suit your business needs.

You are better prepared for IT emergencies

Having a service contract with an MSP helps you tackle IT emergencies better because you get access to top-level IT expertise. An MSP’s core business is IT so they are naturally more knowledgeable and up-to-date when it comes to the latest IT challenges, including cybercrime. Plus, an MSP can deploy more resources if need be to solve your IT emergency, helping your business get back on its feet sooner.

You will be ahead of the curve

The IT industry is constantly evolving. The in-house IT team may find it challenging to keep up with the latest trends and norms of the IT industry as they will be caught up in managing the day-to-day IT activities at your office. Also, IT is a very broad field, and only a diverse IT team has the depth to cover all of the different areas. With an MSP, you don’t have to worry about how technology is changing. A good MSP will not only be up-to-date with the latest in tech but also advise you on what tech changes you need to make to stay ahead of the curve.

The lesson for hiring IT is that you should focus resources, be they in-house or external, on the areas where your business is at highest risk from a single point of failure or a cyber attack. Not all IT needs are equal, and traditional models don’t always recognize this. A Managed Service Provider can also assist you in determining a hierarchy of your IT needs.

Staffing should address risk first and foremost

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Staffing should address risk first and foremost

For any business, but especially a smaller one without deep pockets, the consequences of some disaster may mean the end of the business. As a result, risk evaluation becomes critical. There are an endless variety of events, from mishaps to major disasters that challenge your viability. Risk management inventories all of the possible risks that could befall the organization and places them in a hierarchy of significance. At the top are single points of failure disasters or extreme events that would shut down the business, at least temporarily. Risk management then works to channel limited resources toward mitigating the most serious risks. Here are some examples of risk in the IT area that could be especially damaging if left unprotected

  1. Data Security and Cybercrime –
    1. Loss of data – Failed backups or human error can lead to lost data. Every business needs to have the IT expertise to ensure that quality backups are maintained, preferably in real-time
    2. Data breaches – More significantly, data is constantly at risk from crime. From malware to ransomware, viruses and cyber attacks can destroy a small business. Consequently, quality IT support is most critical in this area. It should be an issue of highest priority.
  2. Hardware redundancy – Your entire physical IT infrastructure represents a vulnerability. Single points of failure could shut down your business. Proper design of your infrastructure, and 24/7 monitoring of it is, again, a risk mitigation factor. How much evaluation has been done to determine your level of risk?
  3. Natural and human-made disasters – How prepared is your IT infrastructure to continue operations in the event of a flood, fire, or natural disaster that prohibits access to your physical location? How would you handle a long-term power of broadband outage? IT professionals skilled in disaster recovery can help you mitigate the risk in the face of a major event.

    The point here is not to list all the possible risks you face, but to recognize that IT support should be focused on the most critical areas. Whether you bring them in-house or use the services of an MSP, resources should be directed first at areas where the risk is greatest.

How can an MSP help support a risk-focused IT strategy?

  1. Hiring individual in-house support can be expensive and slow – Given the tight labor market, finding ideal candidates can be exceptionally difficult, and as a consequence, too expensive. An MSP represents a faster way to bring on support and can be utilized only when and where the most critical services are needed.
  2. Up-to-date support – Over-worked in-house IT staff in a small company may be too busy putting out fires to keep up with the latest developments in specific corners of their field. As a result, you may lack the knowledge depth needed on narrow but critical areas. IT is a very broad field, and only a diverse IT team has the depth to cover all of the different areas. With an MSP, you don’t have to worry about how technology is changing. A good MSP will not only be up-to-date with the latest in tech but also advise you on what tech changes you need to make to stay ahead.
  3. Scalability – The size of your in-house IT support staff is, in the short term, static. If you experience peak demand times, resources can be stretched to the point of being overwhelmed. .Choosing a managed services provider, however, provides the flexibility to scale up or scale down your IT investment to suit your business needs.
  4. 24/7 monitoring and availability – Until your organization gets big enough, an in-house IT staff cannot be available 24/7. Nor can it provide 24/7 monitoring for that part of your business that must be functional all the time. An MSp has the resources, because of economies of scale.

In the end, don’t think of IT support as “IT Hiring” instead, think of it as staffing. What is the best use of limited resources to meet your most immediate vulnerabilities? That is the best perspective to take on IT support when resources are limited.

Forego the standard IT staffing model?

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Forego the standard IT staffing model?

From the outset, even the smallest start-up is reliant on an IT infrastructure. Digital technology cannot be avoided. For small-to medium-sized businesses, developing and bringing on staff to support that IT infrastructure is often a low priority compared to ramping up operations and meeting the revenues goals necessary to stay operational. Resources to address IT needs may not be available (for at least, perceived to be unavailable) Management is focussed on revenue growth and meeting operational and business requirements. Management may also be incentivized to direct available funds in these directions, rather than building out a robust and sufficiently risk averse IT infrastructure. Also, management may not have the background that provides sufficient experience to identify areas where IT staffing is necessary to maintain a stable and sustainable business.

In a small- to medium-sized business beginning to explore the development of an IT support staff, or even in a large organization undergoing significant transformation, there may be a tendency to begin the process of IT staffing with a top level individual–a CTO, IT director or IT manager. Once hired, that individual would be relied on to begin the process of building out an IT staff.

Problems facing organizations: initiating an IT staff build-out

For any organization, from a small firm looking to bring on its first dedicated IT staffer to a large organization, there are a number of hurdles that may be encountered. One of the most immediate is the shortage of available IT professionals. No matter what your needs, it may be difficult to find appropriately skilled applicants to meet your staffing requirements. This may mean that following the top-down development model may cause risky delays in your goal of protecting and securing the IT infrastructure needed to remain competitive. The job market in IT is especially competitive. This is just one reason we are suggesting that you consider setting aside the top-down build-out model and take a different approach.

Another reason that the top-down model may be problematic, especially for small- to medium-sized businesses, is that it may be a little too “perfect.” When resources for IT staffing are limited, creating the IT department that covers everything can be unrealistic. Creating this traditional model takes time and resources to make sure you have the IT support that possesses all the diverse skills needed to meet the many requirements of a sound IT infrastructure. As a result, this model may not truly meet the immediate/urgent needs of a developing or transforming organization. As ever, the perfect may be the enemy of the good.

So how does a firm looking to strengthen its IT infrastructure and protect itself from vulnerabilities–from cyber attack to single point of failure– protect itself? Lack of available applicants and limits make traditional build outs unrealistic. And will also take too long to address urgent needs.

In our next blog post we discuss a value based approach

The Hidden Risks of Chatbots: Who’s Really Listening to Your Conversations?

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Chatbots like ChatGPT, Microsoft Copilot, Google Gemini, and newcomers like DeepSeek are becoming essential tools in our digital lives. Whether you’re drafting emails, planning your schedule, or researching a topic, these AI assistants are always ready to help.

But as these tools become more ingrained in our day-to-day routines, so do concerns about data privacy and security. Behind their friendly interfaces, what exactly are these bots doing with your information? And more importantly—who else might be listening?

Yes, They’re Collecting Your Data Whether subtle or obvious, every chatbot interaction collects something. That might be your location, device info, browsing activity, or even your typing style. So the question isn’t if they’re collecting your data—but how much, and what they’re doing with it.

Here’s How Major Chatbots Handle Your Data:

  • ChatGPT (OpenAI): Collects your prompts, device details, IP address, and usage data. Some of this data may be shared with third-party vendors to improve services.
  • Microsoft Copilot: Captures everything OpenAI does—and more. It tracks browsing history, app interactions, and may use this data for personalized ads or product improvements.
  • Google Gemini: Logs conversations to enhance its services. Data can be retained for up to 3 years and reviewed by humans. Although not used for targeted ads today, policies could change.
  • DeepSeek: Arguably the most invasive. It tracks your chat history, device and location data, and even typing patterns. This data helps improve AI models, target ads, and is stored on servers in China.

What Are the Risks?

  • Privacy Breaches: Sharing sensitive details—even unintentionally—can result in that information being accessed by developers or third parties.
  • Security Threats: Some chatbots, like Microsoft Copilot, have been proven vulnerable to misuse, including for spear-phishing and unauthorized data extraction.
  • Compliance Violations: Using platforms that don’t align with laws like GDPR could land your business in legal trouble. Some organizations have even banned ChatGPT to stay compliant.

How You Can Stay Safe You don’t have to ditch your digital assistants—but you should use them smartly. Here’s how:

  • Don’t Overshare: Avoid entering confidential or personally identifiable information unless absolutely necessary.
  • Check Privacy Settings: Many platforms let you opt out of data collection or minimize sharing. Use these tools.
  • Use Enterprise Controls: Platforms like Microsoft Purview give businesses more control over how AI is used, securing sensitive data and ensuring compliance.
  • Stay Updated: Privacy policies evolve. Keep an eye on changes so you’re always in control of your data.

The Bottom Line Chatbots are powerful tools, but they come with real data privacy risks. Understanding how your data is collected and used is the first step in protecting yourself and your business.

Want to be sure your organization is secure in this AI-driven landscape? Start with a FREE Network Assessment. We’ll help identify vulnerabilities, assess your current tools, and put the right safeguards in place.

Click here to schedule your FREE Network Assessment today.

Hackers Are Moving Beyond Ransomware – Welcome to the Era of Data Extortion

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Think ransomware is your biggest cybersecurity threat? Think again.

Hackers have shifted tactics. Instead of encrypting your files and demanding payment for a decryption key, they’re stealing your sensitive data and threatening to leak it unless you pay up. This strategy is called data extortion, and it’s a rising threat to businesses of all sizes.

In 2024 alone, there were more than 5,400 data extortion attacks reported globally – an 11% increase from the year before (Cyberint). And unlike traditional ransomware attacks, there’s no recovery key or system restore option. If your data gets out, it’s out.

How Data Extortion Works Here’s what makes data extortion so dangerous:

  • Hackers breach your systems and steal confidential files: client records, employee information, financial documents, intellectual property.
  • They contact you with a threat: pay a ransom, or they leak the stolen data online.
  • No encryption needed: Because they don’t lock your files, they bypass many ransomware defenses entirely.

Why This Is Worse Than Traditional Ransomware While ransomware disrupts your operations, data extortion threatens your reputation, your compliance standing, and your legal stability.

  • Reputational Damage: Leaked data can permanently erode trust with clients, partners, and employees.
  • Compliance Penalties: Data leaks often trigger investigations and fines under GDPR, HIPAA, and other regulations.
  • Lawsuits: Legal claims from victims of the breach can result in significant financial damages.
  • Ongoing Extortion: Hackers may come back again and again, demanding more money with every threat.

Why Hackers Are Embracing This Method It’s faster, stealthier, and often more profitable:

  • Quick Hits: Data theft is faster than encrypting entire systems.
  • Low Detection Risk: Data transfers can blend into normal network traffic, making them harder to catch.
  • Higher Success Rate: The emotional and financial pressure to protect leaked data often compels victims to pay up.

Your Old Defenses Aren’t Enough Basic firewalls and antivirus tools won’t stop this. Data extortion attacks use tactics that are harder to detect and prevent:

  • Infostealers to harvest credentials.
  • Exploits in cloud storage platforms.
  • Covert data exfiltration disguised as normal traffic.

What You Can Do To Stay Safe To protect your business against data extortion, you need a layered, modern cybersecurity strategy:

1. Adopt a Zero Trust Security Model

  • Assume no device or user can be trusted by default.
  • Enforce multifactor authentication (MFA).
  • Use strict identity and access management (IAM).
  • Continuously monitor connected devices and user activity.

2. Implement Advanced Threat Detection

  • Use AI-powered security tools that detect unusual data transfers.
  • Monitor for unauthorized access and cloud activity.
  • Deploy data loss prevention (DLP) solutions that block exfiltration attempts.

3. Encrypt Your Data

  • Encrypt sensitive files at rest and during transfers.
  • Use secure communication channels for all data exchanges.

4. Backup Your Data And Have A Recovery Plan

  • Maintain secure offline backups to recover quickly from an attack.
  • Regularly test your disaster recovery plan.

5. Train Your Team

  • Educate employees to recognize phishing and social engineering.
  • Implement strict protocols for handling and sharing data.

Are You Ready For The Next Generation Of Cyber Threats? Data extortion isn’t a future threat – it’s happening now. Don’t wait until your business is on the line.

Start with a FREE Network Assessment. Our cybersecurity specialists will evaluate your current setup, identify vulnerabilities, and help you build a proactive defense.

Click here to schedule your FREE Network Assessment.

Cybercriminals are evolving. Is your cybersecurity strategy evolving with them?