FAQs - Security

How do I verify a customer is who they say they are?

1. Ask a question only they would know the answer to, e.g. email, address, phone number.

2. If in doubt, call them back and/or ask the customer to email you.

3. If you are still in doubt, refer the customer to your manager.

There is a lot of paperwork in the office, is this okay?

It is your team’s responsibility to limit the amount of paperwork containing customer’s personal information. If you are worried, please speak with your manager. To help limit paperwork remember to;

• Shred applicant registration forms / ID once added to Reapit.

• Do not leave day books / paperwork on desks unless in use, ensure filed and locked away.

How do I report a security breach e.g. stolen Surface Pro?

A security breach is when customer’s personal information is lost, stolen, deleted, disclosed, altered or accessed without authorisation. If you believe this has happened please contact Tala immediately on 020 3904 9944 / tala.hedges@robinson-Jackson.com

Is my computer secure enough and loaded with anti-virus software?

• REAPIT and your PC should be password protected and these should be regularly updated.

• Use a lock out screen saver which activates after 5 minutes.

• Ask your manager if your PC has the latest anti-virus software.

• Delete extra saved copies of ID or personal information on devices such as; Camera memory cards, Scanner folder on the PC, Microsoft Outlook emails.

• If you do not know the 3rd party you are sending personal information to – don’t send it. Always check with your manager.