Hello Team,
Hope you're doing well. We've been taking a closer look at our technology systems and there's something crucial we need to address.
The rental applications we process contain sensitive personal information. It's vital that we handle this data with the utmost care. We've found that using JotForm links from the Barry Plant website is not the most secure way to collect these applications. As a result, we've stopped using JotForm for rental applications and have removed the links.
Please advise your property management team to refrain from transferring these applications, with their personal information, to platforms like Google Drive or personal servers. Such actions pose unnecessary security risks. Instead, it's best to maintain this data within its original platform, safeguarded by two-factor authentication (2FA) and robust passwords.
We've also noticed that JotForm was sending out email notifications that contained or linked to the application data. For the sake of compliance and data privacy, it's vital that we handle our emails responsibly to protect this sensitive information.
We recommend regularly clearing out your email trash folders, ensuring that emails with personal tenant application details are permanently deleted. This step is key to reducing the chance of unintended access and ensuring we're in line with data retention guidelines.
ACTION REQUIRED: Please ensure that any such notifications are deleted from your mailbox immediately. If you need guidance on how to do this, we have a simple step-by-step guide: [Click HERE].
Your diligence in this matter is deeply valued. Should you have any queries or need further guidance on secure practices, please don't hesitate to get in touch at support@barryplant.com.au.
Warm regards,
[Your Name]