How to better manage your contractors’ data

In today’s digital age, concerns about cybersecurity breaches make some wary of online data storage, but physical records also remain vulnerable to theft. By adopting secure digital solutions and strong data handling practices, you can better protect your data and ensure privacy. 

When it comes to work health and safety (WHS) software, safeguarding contractor information demands advanced technology, robust processes, and ongoing education. With the complexities of compliance and the challenge of managing large contractor workforces, choosing the right software provider and understanding your security controls are essential to strengthening your data protection. 

Key features to consider when choosing a safety management software platform 

A decision as significant as choosing your work health and safety software provider should never be based solely on price.  

The role of two-factor authentication (2FA) 

A key indicator of a secure WHS platform is its support for two-factor authentication, also known as multifactor authentication. With 2FA enabled, contractors must complete an extra verification step beyond their password, making it much more difficult for unauthorised users to gain access. 

Activating 2FA is a simple yet highly effective way to deter common cyberattacks. As some 2FA methods like SMS codes become less secure, the best WHS software should also offer alternatives such as authentication apps for stronger protection. 

To learn how to set up 2FA on your MyRapid account, please review our article here. 

Data encryption for contractor information 

Encryption sits at the heart of modern data protection. The expectation is that sensitive information is scrambled both when stored (“at rest”) and when being sent between servers and users (“in transit”). Software ecosystems like Rapid’s utilise the latest 256-bit encryption protocols, which are widely trusted as industry best practice.

Always ask your potential software partner for clear information on encryption standards. Properly secured technology goes beyond marketing claims — look for transparent documentation, privacy policies and answers. 

Data centre standards and location

Verifying that your WHS provider complies with information security standards like ISO 27001 is valuable. ISO 27001 is a globally recognised benchmark that demonstrates an organisation has robust policies and procedures, such as strict physical access security, to protect your data. Rapid’s technology is backed by this certification, giving you added confidence in our security practices. 

It’s also important to ensure your provider complies with local privacy laws, such as the GDPR in Europe or the Australian Privacy Principles. Local data storage supports these regulations and ensures the organisation can respond quickly to privacy complaints and requests — an important consideration for heavily regulated industries.

Table: Key features to seek from a WHS software provider

Security feature	Why it matters	Rapid delivers?
Multi-factor authentication	Stops unauthorised access even with stolen passwords	Yes
256-bit encryption	Protects data from interception or unauthorised use	Yes
ISO 27001 certified data centres	Ensures world-class security and management	Yes
Local data storage	Guarantees compliance with local laws	Yes

Check out our trust centre and information security policy to find out more. 

Essential security settings to customise in your safety management system 

Even when working with reputable providers, data protection and privacy success ultimately rely on how well you configure and manage the platform.  

Strengthen your password strategy 

While 2FA makes a real difference, passwords still matter. Encourage your contractors to pick strong, unique passwords for every login. Each account should remain protected: 

• Use both letters (upper and lower case), numbers, and symbols
• Avoid obvious connections, such as company names or birthdays
• Regularly prompt users to change passwords (ideally every 90 days)
• Never reuse or share passwords 

This isn’t just a box-ticking exercise: compromised credentials are still a leading cause of data breaches globally. 

Review and tighten access controls 

Who can see your contractors’ records? Overly broad access permissions often go unnoticed until there is a serious incident. Take advantage of your safety management software’s ability to fine-tune access rights: 

• Assign permissions so only necessary staff can view or change personal information
• Limit financial, medical, or identification information to administrators
• Revisit your settings whenever there’s a role or personnel change 

Industry bodies like the Security Industry Association (SIA) highlight that limiting data exposure is one of the most effective privacy strategies any business can enact. 

Educating your team about cybersecurity threats 

No amount of technology can compensate for employees or contractors unaware of social engineering risks. Phishing attacks have become much more sophisticated, often masquerading as trusted vendors or partners. 

To keep everyone on alert, ensure your team is educated on the common red flags: 

• Unexpected messages urging immediate action
• Requests for passwords, personal information, or payment details
• Email addresses that look almost, but not quite, correct 

Encourage staff, especially those handling contractor onboarding, to always confirm requests for personal information via a separate, official channel if something does not feel right. 

Improve your data security standards with Rapid 

The future will undoubtedly bring new privacy risks, but building solid foundations today gives you the flexibility to tackle tomorrow’s challenges head-on.  

With a secure WHS platform like Rapid supporting your safety management strategy, you’re free to focus on building safe, productive relationships. Talk to our Sales team today to ensure your business is meeting all the essential security requirements.