Top 6 security features to look for in a CRM

Right from prospecting to conversions, a CRM makes it easier for your business to grow faster. But have you wondered what would happen if your CRM security is breached? The case is similar to iCloud servers being hacked or bank data being stolen online. Even a minor data breach can lead to loss of revenue and customer fallout for your business. 

To shield your business from threats posed by data breaches and ensure that your customer data remains safe, it’s essential to choose a CRM equipped with robust security capabilities. Here are six CRM security policies to look for: 

1. Cloud-based CRM

Cloud-based CRM solutions are hosted on a Virtual Private Cloud (VPC) – an isolated and secure cloud that is hosted remotely by a provider or vendor. Businesses can access their data round-the-clock through the internet, thus eliminating the need to be on-site, unlike using an on-premise CRM.

A cloud-based CRM is insecure. Myth or fact? It is a myth! Why? Because cloud-based CRM solutions are highly secure. Yet most companies are hesitant to tap into cloud-based CRM because of this misconception. Using a cloud-based CRM can be hugely beneficial for your business. Here’s how:

• VPC is segmented into groups for further security and management, thus ensuring data safety

• With strict all-round security and encryption, your data is as safe online as it is in a vault

• It is easy to deploy and accessible from anywhere 

• It is free of maintenance since it is not hosted locally by you 

• A few VPCs also ensure your data is backed up every day 

2. Built-in malware protection 

Antivirus software for CRM acts similar to the antivirus software that we install for our laptops and computers. It is good to opt for a CRM with built-in antivirus software to scan for threats in real-time. Take the time to look for a CRM that is constantly being updated against the latest threat signatures such as Trojans, malware, virus, encryptions, etc. This preps it for the latest attacks and ensures that your CRM is safe 24×7. 

Read on: 11 Factors to Consider when Choosing a CRM

3. Data protection

Knowing where your data is being hosted is essential, especially for a cloud-based CRM. Data hosting should comply with the local rules and regulations. For example, your CRM should comply with the General Data Protection Regulation (GDPR) policy if your business is in the EU. Under GDPR, you need to seek consent from a contact or lead before collecting details through a web form.

CRM data collection should be consistent with privacy notices and information requirements. You can also check if your CRM software enables you to choose where you want your data to be hosted. 

With a cloud-based CRM solution like Freshsales, customers can choose where they want their data to be hosted among the US, European Union, India, and Australia during sign-ups. 

4. Authorized IP addresses

With most vendors today providing mobile CRM and the availability of public WiFis, you can now close your deals on the go. While having a Virtual Private Network (VPN) can establish a secure and encrypted connection, it is essential to have authorized IP addresses, especially if your sales reps will be accessing deals on their phone. 

Authorized IP addresses are those addresses that have been identified for safe login by a business without prompting identity verification for every sign-in on the network. You can check if the CRM you are leaning towards ensures security by only allowing access to trusted IP addresses. Having an authorized IP address is especially important for accessing CRM from public WiFi networks. A CRM that does not have an authorized IP address can be at risk of cyberattacks, malware, and data thefts.

Read on: Freshworks Mobile CRM

5. Two-step authentication

Bolstering your CRM with a two-step authentication helps administrators validate access and ensure that only authorized users access the CRM. Think of two-step authentication as an identification check while traveling. You first provide your boarding pass and then ID proof to establish your credentials. Even if your passwords are compromised, with two-step authentication, you can ensure data security and grant access to a select few before resetting the password. 

6. User access management with RBAC

It can be time-consuming for a business to regulate access for salespeople and other CRM users as the business grows rapidly. Access regulation can be tackled by choosing a CRM with Role-based Access Control (RBAC). RBAC makes it easy to manage CRM users with just a few mouse button clicks. 

Most CRM tools have preset roles, while some have the option to create customized roles that suit the nature and requirements of your business. 

Secure your CRM today

Data is an integral part of a business. The smallest of data breaches can have long-lasting ramifications, such as loss of customer data for your business, and is something that can be avoided with robust security. When choosing the right CRM for your business, it is crucial to assess the security features it offers. Your CRM security features can be a single one or a combination of any of the above six security measures. 

Freshsales has robust security when it comes to your CRM data. The ease of installation, low risk of data loss, cost-effectiveness, and flexible integrations make it the ideal CRM for you. 

• Get on the cloud: As a cloud-based CRM, Freshsales is hosted on AWS and has a continuous backup. Cloud snapshots are taken every day and saved for a week

• Create security groups: It is fragmented into different security groups that reduce the surface of attack when there is a data breach

• Stay on top of threats: Freshsales is equipped with malware protection to detect and mitigate Advanced Persistent Threats, session hijacking, login spoofs, and more

• Ensure data protection: The CRM adheres to comprehensive GDPR policies (European businesses) and offers a multi-tiered data protection policy using AES 256-bit standard 

• Access through trusted networks: With authorized IP addresses, your sales teams can access the CRM data only through trusted networks

• Safety with two-step authentication: Two-step authentication is available as a feature, thus beefing up CRM security for your business. Using any application for authentication, you have the option to mandate it for all users or just a select few

• Manage access to data: Salespeople are provided with seven default roles on a need-to-know basis and the least privilege to manage access to CRM data. The roles include: 

  • Account Admin

  • Administrator

  • Restricted User

  • Sales User

  • Sales Manager

  • Marketing User

  • Marketing Manager 

Freshsales ensures that your CRM data is safe and secure in a highly-resilient architecture.