In May 2020, Unacademy, a leading online learning platform, faced a data breach that exposed personal information of around 22 million users. Despite passwords being hashed, weak encryption allowed for vulnerabilities, revealing usernames, email addresses, and other account details.

This incident highlights the urgent need for strong encryption methods to safeguard sensitive student data. As Tim Cook famously stated, “Data privacy and security are not just important; they are essential and non-negotiable.“ For premier educational institutions like yours, neglecting data privacy is not an option.

In the education sector, the stakes are even higher due to the vast amounts of sensitive data involved. Whether you manage a university, a standalone vocational institute, a coaching center, or a higher education institution, protecting numerous databases from corruption and breaches is crucial.

This blog is dedicated to understanding potential security pitfalls in educational institutions and devising proactive strategies to prevent data breaches.

Common Threats to Education Institute’s Data

Educational institutions face a variety of security threats, each posing unique challenges. Here are some common vectors for data breaches:

• Phishing Emails: Phishing remains a prevalent tactic for cybercriminals to access sensitive data. Staff, students, and prospective students might receive legitimate-looking emails containing malicious links or attachments designed to steal login credentials or install malware.
• Malware and Ransomware: Malicious software, including ransomware, can infect networks and systems, encrypting data or disrupting operations until a ransom is paid. Malware can be introduced through email attachments, compromised websites, or removable media.
• Unsecured Mobile Devices: The widespread use of mobile devices, including smartphones and tablets, poses risks if these devices are lost, stolen, or compromised. Without proper security measures such as encryption and remote wiping capabilities, sensitive data stored on mobile devices can be accessed by unauthorized individuals.
• Weak Passwords and Authentication: Weak passwords and poor authentication practices can provide easy access for cyber attackers. Risks arise from staff or students using easily guessable passwords or reusing passwords across multiple accounts.
• Third-party Services and Vendors: Educational institutions often rely on third-party services and vendors for various functions, such as cloud storage, CRM systems, and administrative software. If these vendors lack adequate security measures, they can become a vulnerability point for data breaches.
• Insider Threats: Malicious external actors pose significant risks, but insider threats from disgruntled employees or students with access to sensitive data should not be overlooked. These individuals may intentionally or unintentionally compromise data security through unauthorized access or data exfiltration.
• Physical Security Breaches: Protecting sensitive data stored on-premises requires proper physical security measures. Without access controls, surveillance, and monitoring, unauthorized individuals may gain physical access to servers, computers, or storage devices containing sensitive information.

Today, let’s delve deeper into the risks posed by third-party services and vendors, focusing on maintaining data security while using a CRM system for managing admissions tasks.

5 Measures to Ensure Data Security While Using a CRM System

Educational institutions increasingly rely on customer relationship management (CRM) systems to manage the admissions process. These systems streamline applicant tracking, communication, and data management, making the process more efficient. However, this raises concerns about data security due to the sensitive nature of the personal information involved. Implementing robust data security measures is essential to protect applicant data and maintain trust.

Here are five crucial data security measures for educational institutions using CRM systems for admissions:

1. Implement Robust Access Controls: Ensure only authorized personnel can access the CRM system.

• Role-Based Access Control (RBAC): Assign permissions based on user roles. For example, admissions officers might need full access, while support staff may only require limited access.
• Multi-Factor Authentication (MFA): Require multiple forms of verification, such as a password and a one-time code sent to a mobile device, to enhance security.

1. Encrypt Sensitive Data: Protect sensitive applicant information during transmission and storage.

• Encrypt Data at Rest and in Transit: Use robust encryption protocols like SSL/TLS for data in transit and AES for data at rest.
• Use Encrypted Communication Channels: Ensure all communications between the CRM system and users are encrypted.

1. Regularly Update and Patch Systems: Keep CRM software and related systems up-to-date to protect against vulnerabilities.

• Automatic Updates: Configure the CRM system to automatically apply updates and patches.
• Vendor Coordination: Maintain close communication with the CRM vendor to stay informed about the latest security updates.

1. Conduct Regular Security Audits and Penetration Testing: Identify and address potential vulnerabilities before they can be exploited.

• Internal and External Audits: Conduct regular internal audits and hire external security experts for comprehensive assessments.
• Penetration Testing: Simulate cyber attacks to test the CRM system’s resilience and identify weaknesses.

1. Educate and Train the Admission Team: Human error is often the weakest link in data security. Educate and train admissions staff on best practices.

• Regular Training Sessions: Conduct ongoing training sessions to keep the admissions team informed about the latest security threats.
• Phishing Awareness: Teach staff how to recognize and respond to phishing attempts and other common cyber threats.

Key Security Compliance Checklist to Consider While Evaluating CRM Systems

When evaluating CRM systems, ensure they offer the following security features:

• Azure Geo-Fencing Firewalls: Restrict access based on geographical locations.
• API Request (IP and Customer Throttling): Limit API requests based on IP addresses and customer activity.
• GDPR Compliance: Adhere to GDPR guidelines to protect personal data.
• Password-Protected Application Data: Secure data with robust password protection.
• Two-Factor Authentication (2FA): Add an extra layer of security with two forms of verification.
• Cryptographic Hash: Secure sensitive data and verify integrity using cryptographic hashing.
• Confidentiality NDA and MoU: Maintain legal and secure practices with Non-Disclosure Agreements (NDAs) and Memoranda of Understanding (MoUs).
• 256-bit Encryption, TLS 1.1, and HTTPS: Protect data during transmission with secure protocols.

To Wrap Up

Protecting student information is paramount for any educational institution. Implementing robust access controls, data encryption, regular updates, security audits, and comprehensive staff training can significantly reduce the risk of data breaches.

SoftwaveHub recognizes these critical needs and offers a CRM and marketing automation solution built with top-notch security standards. With SoftwaveHub, you can confidently safeguard your data while streamlining your admissions process.

Choose SoftwaveHub and experience the peace of mind that comes with knowing your data is secure. Ready to see how it works? Book a Demo at your convenience and discover the difference SoftwaveHub can make for your institution.