Overcoming the cybersecurity risks of popular messaging apps

Overcoming the cybersecurity risks of popular messaging apps

Messaging apps like WhatsApp, Signal, and Telegram have become indispensable tools for businesses. These platforms enable employees to communicate quickly, collaborate effortlessly, and maintain productivity, particularly in remote or hybrid work environments. 

However, the growing reliance on consumer-grade messaging apps for business communication has raised significant cybersecurity concerns. While these apps offer convenience, they also expose your business to a range of risks, from data breaches to regulatory non-compliance.

In this article, we will explore the cybersecurity challenges posed by popular messaging apps and discuss strategies to mitigate these risks while maintaining seamless communication within your company.

The importance of messaging apps to business

Messaging apps like WhatsApp have become integral tools for modern businesses, enabling seamless communication across teams, geographies, and time zones. In a world where remote and hybrid work is commonplace, these platforms offer an easy and efficient way to stay connected. 

While messaging apps have proven their value, however, they also pose serious cybersecurity risks. As companies continue to embrace these platforms, it is essential to recognize the potential hazards and take proactive measures to mitigate the risks.

What risks and compliance concerns do these apps present?

Despite their popularity, messaging apps introduce a wide range of security and compliance issues, especially when used without appropriate oversight or policies in place.

No archiving

One of the primary risks associated with messaging apps is the lack of built-in archiving. For industries like finance, healthcare, and legal, where regulatory compliance is non-negotiable, businesses are required to maintain detailed records of all communications. Without the ability to archive messages automatically, companies can find themselves non-compliant with a wide range of industry and international regulations. 

The inability to archive and retrieve conversations not only risks violating these regulations but also presents challenges in internal investigations or litigation processes. This creates vulnerabilities for businesses, particularly those that rely on messaging apps for critical business communications.

A lack of visibility

When employees use personal messaging apps for work, IT departments often lack visibility into these communications. Unlike emails or company-approved platforms, consumer-grade messaging apps do not offer centralised control, meaning IT teams cannot easily monitor or manage what is being shared.

This lack of transparency can lead to serious data breaches or leaks, as sensitive information may be shared without oversight. Moreover, any breaches that occur through these apps are harder to trace, making incident response slower and less effective.

A bigger attack surface

Messaging apps add another layer of complexity to an organisation's cybersecurity infrastructure by increasing the attack surface. Employees can access messaging apps from multiple devices—personal smartphones, laptops, and tablets—making it easier for bad actors to target weak points. Without appropriate controls, employees could expose the company’s network to risks such as malware, phishing, or unauthorised access.

In cases where apps are used over unsecured public Wi-Fi, the potential for cyberattacks escalates even further. Messaging apps also enable file sharing, which can spread malware if proper scanning mechanisms aren’t in place.

What can you do?

Given the significant risks associated with popular messaging apps, you must adopt a proactive approach to mitigate threats and ensure that they remain compliant with data protection and cybersecurity regulations. 

Two main strategies are available to address these challenges: incorporating these platforms into existing IT policies or transitioning to company-approved alternatives.

Option 1: Incorporate these platforms into existing IT policies

One solution for managing messaging app risks is to incorporate these platforms into your company’s existing IT security and compliance policies. This approach allows employees to continue using the apps they are familiar with while ensuring that security measures are in place to mitigate risks.

• Enforce data retention policies: Technologies such as Mobile Device Management (MDM) and specialised software solutions can help capture and archive communications across multiple messaging platforms. This ensures that records are maintained in line with regulatory requirements and that conversations can be audited when necessary.
• Define clear usage guidelines: Establish clear guidelines for employees on the appropriate use of messaging apps for business purposes. Policies should outline what types of information can and cannot be shared, how to handle sensitive data, and the consequences of violating these policies.
• Regular security audits: Conduct regular security audits of messaging apps to identify vulnerabilities and improve overall security. These audits should review encryption protocols, app settings, and data-sharing practices to ensure that all communications remain secure.
• Training and awareness: Educate employees about the security risks associated with using messaging apps and ensure they understand how to protect company data. Regular cybersecurity training can help prevent common threats like phishing, and encourage the adoption of best practices for secure communication.

Option 2: Move away from these platforms toward company-approved software

For businesses that are unable or unwilling to secure consumer-grade messaging apps, transitioning to company-approved software may be a more viable solution. Enterprise messaging platforms such as Microsoft Teams or Slack offer enhanced security features, including encryption, compliance monitoring, and administrative control. These platforms are designed specifically for business use and can be integrated with existing IT infrastructure to ensure security and compliance.

• Centralised control: Unlike consumer-grade apps, enterprise messaging platforms allow IT departments to maintain full control over user access and communications. This ensures that sensitive data is kept within the organisation’s secure environment and that all communications comply with established policies.
• Enhanced security: Many enterprise messaging solutions provide end-to-end encryption, multi-factor authentication (MFA), and access controls, which significantly reduce the risk of unauthorised access or data breaches. These tools also allow for comprehensive security monitoring, ensuring that potential threats can be identified and neutralised quickly.
• Scalability: Company-approved messaging platforms can be scaled to meet the needs of businesses of all sizes, offering flexible solutions for both small teams and large enterprises. Additionally, most platforms integrate with other enterprise software, providing a seamless user experience and simplifying workflows.
• Compliance tools: Enterprise messaging platforms come equipped with features such as data loss prevention (DLP), automated archiving, and compliance reporting, which help organisations meet regulatory requirements and avoid costly fines. These platforms are also designed to support industries with strict compliance needs, such as finance, healthcare, and legal.

Secure your corporate messaging platform with Method

As messaging apps continue to play a vital role in business communication, it’s essential for you to adopt a comprehensive approach to managing cybersecurity risks. Whether incorporating consumer-grade apps into existing IT policies or transitioning to company-approved alternatives, businesses must prioritise security, compliance, and employee education to reduce vulnerabilities.

Method is here to help. We have plenty of experience helping businesses meet the unique demands of hybrid working — that includes establishing strict communication policies and implementing enterprise-level solutions like Microsoft Teams. 

Find out more about how we can help by speaking to one of our experts today.