Mastering discretion: 9 best practices for executive privacy on business trips

Imagine: You’re a CEO in a bustling airport lounge, finalizing a billion-dollar deal on your laptop. Suddenly, your screen goes black. Your files? Gone. Your company’s future? In jeopardy. And you don’t have a clue as to why or how it happened.

This isn’t fiction—it’s a chilling reality of what can happen to executives who neglect to protect their privacy on a business trip.

In an era in which a single overheard conversation can crash stock prices or a hacked phone can expose trade secrets, the stakes are higher than ever. Even if you’re consciously learning how to protect yourself, you may be woefully unprepared for these threats.

In this post, I reveal 9 game-changing best practices that can transform you from a walking target into a fortress of discretion on every business trip you take.

1. Secure your digital footprint

The internet is a gift and a curse.

On one hand, you have access to an entire world of information and ideas previously out of reach.

On the other hand, you are now also subject to unwanted attention that is masked by a threat you can’t see. Your online presence is often your most vulnerable point.

Here’s how to fortify it:

• Use a VPN for all internet connections: Never connect to public Wi-Fi without a trusted VPN that encrypts your data, making it nearly impossible for hackers to intercept. Choose a reputable VPN service with a strict no-logs policy and servers in multiple countries.

• Enable two-factor authentication on all devices and accounts: This adds an extra layer of security beyond just a password. Use authenticator apps rather than SMS for 2FA, as SMS can be intercepted. For critical accounts, consider hardware security keys for ultimate protection.

Remember, a single weak link in your digital security can compromise everything. Treat every online interaction as a potential threat, especially when you’re away from your secure office environment.

2. Master the art of physical document security

While digital threats often take center stage, physical document security remains just as important.

Here’s how to protect your tangible information:

• Implement a “clean desk” policy in hotel rooms: Never leave sensitive documents unattended.

Use the hotel safe for storage, but remember, these aren’t impenetrable. For critical documents, consider a portable, travel-sized safe. Before checkout, double-check drawers and desks for forgotten papers.

A good “clean desk” policy for executive travel might look like this:

1. Clear all surfaces before leaving the room: This includes the desk, nightstand, and any tables. No papers, notes, or electronic devices should be left out.

2. Use a systematic approach: Divide your documents into three categories:

   • Must-keep confidential: Store in the hotel safe or your personal portable safe.
   • Need for immediate work: Keep in a locked briefcase.
   • Can be destroyed: Shred immediately after use.

3. Digital cleanliness: Ensure your laptop screen is clear of sensitive information and locked when not in use. Don’t leave USB drives or external hard drives in plain sight.

4. Be mindful of hotel staff: Use the “Do Not Disturb” sign when working on sensitive matters. If you must allow housekeeping to enter, be present or ensure all documents are secured before you let them in.

5. Check before checkout: Conduct a thorough sweep of the room, including less obvious places like under the bed or in the safe.

• Use a portable document shredder for sensitive papers: Invest in a compact, travel-friendly shredder.

Dispose of all sensitive documents immediately after use. Remember, even seemingly innocuous notes can reveal valuable information to competitors or bad actors. If a shredder isn’t available, consider using a document destruction bag or service.

Pro tip: Take photos of necessary physical documents and store them securely in an encrypted cloud service. This allows you to carry minimal physical documentation while retaining access to needed information.

3. Optimize your travel arrangements

Smart travel planning can significantly reduce privacy risks.

Here’s how to travel securely:

• Book hotels with robust security measures: Choose accommodations known for their discretion and security features. Look for hotels that offer:

  • Key card access for elevators
  • 24/7 security personnel
  • Limited access to executive floors
  • In-room safes large enough for laptops

• Utilize private transportation services: Opt for trusted car services over public transportation or ride-sharing apps.

If possible, use company-vetted drivers who have undergone background checks. Consider armored vehicles for high-risk areas or situations.

Also, do your best to avoid discussing your travel plans or accommodations publicly, including on social media. You might think you’re just posting a harmless plug about your workday, but it could be leading bad actors directly to you.

Try to use a travel agent who specializes in executive travel, to handle bookings, ensuring an extra layer of privacy.

4. Enhance personal security awareness

Being vigilant about your surroundings is crucial for maintaining privacy and security. Here’s how to stay alert:

• Be mindful of surroundings in public spaces: Regularly scan your environment for potential eavesdroppers or suspicious activity. Use privacy screens on your devices when working in public areas, and be aware of reflective surfaces (windows, mirrors) that might reveal your screen or documents.

• Avoid discussing sensitive information in public areas: Never conduct confidential calls in elevators, restaurants, or other public spaces. If you must take an important call, find a private area. Be cautious of seemingly casual conversations with strangers – they may be fishing for information.

Remember, in the world of high-stakes business, coincidences are rare. Treat every interaction as potentially meaningful and approach each situation with a security-first mindset.

5. Leverage advanced communication tools

Secure communication is paramount.

Here’s how to stay connected while maintaining privacy:

• Use encrypted messaging apps for business communications: Opt for end-to-end encrypted apps like Signal or WhatsApp for sensitive conversations.

Ensure your team is trained on these tools and understands their importance, and regularly update these apps to benefit from the latest security features.

• Employ secure video conferencing solutions for remote meetings: Choose platforms with strong encryption and privacy features. Use virtual backgrounds to mask your location and be cautious with screen sharing to avoid accidentally revealing sensitive information. Consider using a dedicated, secure device for high-stakes video calls.

If you haven’t already, establish a communication protocol for your team that outlines which tools to use for different types of information. This ensures consistency and minimizes the risk of using less secure methods out of convenience.

6. Manage your digital devices

Your devices are gateways to sensitive information. Here’s how to keep them secure:

• Use privacy screens on laptops and mobile devices: These physical overlays prevent visual hacking by limiting the viewing angle. Always use them in public spaces, especially on flights or in busy cafes, and remember to remove and securely store the screen when not in use.

• Disable Bluetooth and Wi-Fi when not in use: Turn off these features to prevent unauthorized access attempts. Use cellular data instead of public Wi-Fi when possible. If you must use Wi-Fi, always connect through a VPN, and be cautious of Bluetooth vulnerabilities – only use it when necessary and in secure environments.

• Additional tip: Consider using a separate, “clean” device for travel that contains only essential data. This minimizes risk if the device is lost, stolen, or compromised.

7. Maintain a low profile

Maintaining a low profile online is crucial for executive privacy.

This is how to stay incognito:

• Use pseudonyms for hotel and restaurant reservations: Create an alias for bookings to avoid drawing attention. You don’t have to use your real name. Use a different email address for travel-related communications, temporary emails are starting to become high-value assets when protecting online privacy. Lastly, consider using a trusted assistant or service to make reservations on your behalf.

• Minimize social media activity during trips: I talked briefly about this earlier. You definitely want to avoid posting real-time updates about your location or activities. In fact, disable location services on social media apps. If you must post, do so after leaving the location or returning from the trip.

It may not be something you’ve been thinking about, but you want to regularly audit your online presence. Set up Google Alerts for your name and company to monitor what information is publicly available and address any leaks promptly.

8. Plan for potential security breaches

Even with the best precautions, it’s crucial to be prepared for worst-case scenarios.

Here’s how:

• Prepare an incident response plan: Develop a step-by-step protocol for various breach scenarios (e.g., lost device, hacked account, physical theft). Include contact information for key personnel (IT security team, legal counsel, PR team).

Outline procedures for remote device wiping and account lockdowns and practice the plan regularly with your team to ensure swift, effective responses.

• Know local legal resources and embassy contacts: Research and save contact information for local law enforcement and cybercrime units.

Keep your embassy’s contact details readily available and understand local laws regarding data privacy and cybercrime reporting.

Consider establishing relationships with local legal firms specializing in corporate security issues.

• Bonus tip: Create a secure, encrypted digital “emergency kit” with all necessary contact information, procedures, and legal documents. Ensure it’s accessible from anywhere, but only to authorized personnel.

9. Educate your team

There’s a saying in sports that goes, “Your team is only as strong as your weakest link.” In my opinion, that transitions over to business as well.

Meaning: Your privacy is only as strong as your weakest link.

Ensuring your entire team is well-versed in security practices is crucial:

• Conduct privacy training for executive assistants and support staff: Organize regular workshops on the latest privacy threats and best practices. Don’t ignore this.

Speak with an executive privacy expert today if you need help. Be sure to cover topics like social engineering, phishing, and physical document security.

Use real-world scenarios and simulations to make training more engaging and effective.

• Establish clear protocols for handling sensitive information during travel: Create a comprehensive, easy-to-follow guide for all team members. Detailed procedures for secure communication, document handling, and data transfer.

Systems work well because they usually eliminate mistakes. So, implement a system of accountability, where team members sign off on understanding and following these protocols.

It’s important however to regularly update these protocols based on new threats and feedback from team members.

Remember: Your team’s awareness and adherence to privacy practices can make or break your overall security strategy. So, take it seriously.

Final thoughts

The 9 best practices we’ve explored are your armor in an increasingly vulnerable business landscape. From fortifying your digital presence to educating your team, each strategy plays a crucial role in safeguarding your privacy—and, by extension—your company’s interests.

But, if you find yourself overwhelmed or need some guidance on executive privacy, reach out and talk with a privacy expert for free or schedule a call and get proactive support before you’re stuck cleaning up a mess you could have avoided.

This post was contributed by Rockey Simmons, founder of SaaS Marketing Growth.