As businesses become increasingly digital, handling information and data online has become the norm. As a business owner, managing data digitally not only saves on costs and resources but also eliminates the need for physical storage space. However, this shift leaves traces of sensitive information everywhere, which, if mishandled, can lead to financial losses, damaged reputations, and regulation violations.
While external threats are a big problem, many data leaks happen internally through unintentional sharing or mishandling of information. To mitigate these risks, businesses need a solid data loss prevention (DLP) policy that integrates easily with their collaboration tools.
At Zoho Cliq, we recognized the need to protect our users from these risks, so with the release of Zoho Cliq 6.0, we have introduced a DLP feature for organizations that prioritize data security. But before we dive into the specifics, let’s explore why DLP has become essential for any communication platform.
Real-world incidents that underscore the need for DLP
The Toy Story 2 incident (1998)
In a now-famous data loss incident, a Pixar employee accidentally triggered a command that deleted almost the entire animation of Toy Story 2. Without a recent backup, the movie was nearly lost, but, fortunately, a supervising technical director had a copy saved on her personal computer. This example demonstrates the importance of internal data handling safeguards to prevent unintentional but costly data losses.
Tesla (May 2023)
An upset employee at Tesla misused internal access to leak highly sensitive proprietary information, including trade secrets and manufacturing details. This internal breach demonstrated how quickly trusted insiders can become security threats, highlighting the need for solid monitoring and restrictions to protect valuable data from unauthorized access or misuse within the organization.
How Zoho Cliq’s DLP protects your organization
Zoho Cliq's DLP feature is designed around the proverb "prevention is better than cure" by safeguarding sensitive information within your organization's chat environment, preventing accidental or unauthorized data sharing.
Automatic identification of sensitive data
With Zoho Cliq’s DLP, you can enforce policies that automatically detect and block over 100 types of sensitive information, including personal identifiers like credit card numbers, social security numbers, passport information, and more. DLP instantly flags sensitive data the moment it’s sent in a chat, helping prevent accidental sharing without disrupting workflows.
Customizable controls for unique needs
Every organization has unique data concerns. Zoho Cliq’s DLP allows admins to create custom data types to reflect their organization’s needs, whether that’s protecting their important research, financial records, or sensitive customer details.
Granular control over sharing
With Zoho Cliq’s DLP, admins can also set detailed rules to control where sensitive data can be shared. For example, an organization might allow sensitive information to be shared privately in DMs but restrict it from being shared in broader organizational channels. This flexibility ensures that even if sensitive information must be shared internally, it’s limited to the appropriate contexts, reducing potential exposure to a larger group.
Configurable actions for enhanced data control
When sensitive data is detected, Zoho Cliq offers flexible control over how to handle it. Admins can choose from several actions:
- Block the message entirely: Ensure that sensitive data never leaves a protected space.
- Require admin approval: Ideal for high-stakes information that may require verification before sending.
- Allow user override: Let employees override blocks if the message is essential, with acknowledgment of the sensitivity.
- Audit and track: Allow the message but flag it for audit, helping identify patterns or training opportunities.
Real-time monitoring with the Alerts module
To give admins full visibility over sensitive data management, Zoho Cliq includes an Alerts module in the DLP dashboard. Every blocked or flagged instance is logged, providing admins with a real-time overview of potential data risks. This detailed record helps administrators track violations, see where policy interventions are necessary, and make adjustments to DLP settings as required.
Additional features that elevate data security in Zoho Cliq
Role-based access
In addition to DLP, Zoho Cliq provides user role restrictions to control access to sensitive information. By setting up role-based permissions, admins can limit access to specific data and features based on a user’s role. This ensures that only authorized personnel have access to sensitive data, further reducing the risk of accidental leaks and misuse. Whether it’s limiting who can initiate or view sensitive discussions or restricting specific file access, role-based permissions complement DLP by adding another layer of security.
Default channel permissions
Zoho Cliq’s admin settings also offer channel permission controls that allow admins to define who can participate in and view specific channels and what actions should be restricted. Admins can enforce permissions for sharing, uploading, or accessing files in channels, ensuring that sensitive data isn’t shared unintentionally.
Despite the growing need for data protection, only 38% of organizations have mature DLP programs in place. With Zoho Cliq’s DLP feature, you can be part of the proactive minority, ensuring sensitive data is intercepted before it’s exposed.
With Zoho Cliq’s DLP in place, organizations can rest assured that sensitive data is automatically protected from accidental sharing, helping maintain privacy and security. Zoho Cliq’s DLP isn’t about stopping external threats but rather about keeping your internal communications secure, letting your employees work confidently without the fear of accidental data risks.
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