Handling calls with potential and existing clients can be tough, whether you’re a home-based freelancer or if you run a small studio.
No matter how important a call is, you need to maintain control over the information you present to clients. Otherwise, you could expose sensitive data and open yourself up to several risks.
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Data Breaches in Client Calls: Risks and Solutions
Below are three of the most common ways sensitive data slips through during client calls, and what you can do to prevent each one.
Pop-Up Notifications Containing Sensitive Data
A simple mistake, such as forgetting to change notification settings on an app, could lead to accidental data exposure. According to a 2025 report, human error contributed to 95% of data breaches affecting businesses.
Let’s say you’re presenting design ideas for a client’s new website. You’re sharing images on your screen during a video call, and the client’s impressed.
But a pop-up notification or message appears on both your screens. It reveals another client’s name or critical details about another project.
Even if you believe you can trust a client, pop-ups may expose information that should stay private. The exposure may also cause the client to question your professionalism and security awareness.
Solution
Before a client call, close any apps that are unnecessary to the conversation. For those apps you do need, mute them or adjust the notification settings to prevent unexpectedly sensitive pop-ups.
Make sure you only share specific windows instead of your full desktop too. You can also activate ‘Do Not Disturb’ mode for added security.
Using Unsecured Wi-Fi Networks
Countless freelancers and solopreneurs use public Wi-Fi networks in cafes. But while they’re convenient and free, public networks tend to be unsecured. Any user can connect to the Wi-Fi and intercept your data, as there is no encryption to scramble it.
As such, unauthorised users may listen in and view your calls in full. Criminals could view plans, briefs, contracts, and other private information. They may use the data gathered to blackmail you, or they could send it to your competitors.
Solution
If you depend on public Wi-Fi, use a virtual private network (VPN). A reliable VPN will protect your data during client calls.
VPNs encrypt information and connect you to remote servers to hide your location. Your client calls will remain private, wherever you are.
But choose your VPN service with care: read reviews and opt for a paid service over a free one. A premium VPN provider will offer access to thousands of servers worldwide, military-grade encryption, and robust security features.
Sharing Documents Containing Client Details
Sharing documents and work materials with clients during calls is standard practice. You may want to present projects that you completed for another client to show off your skills.
But sharing briefs, plans, and website designs can expose a former or existing client’s information. If a client learns that you broke a confidentiality agreement, they could take legal action against you.
Your reputation would also take a significant blow, which may affect how you attract new clients. Customers tend to lose trust in businesses after data breaches. For example, M&S was believed to have lost over £40m of sales each week after a 2025 cybersecurity incident.
Solution
Check all documents in detail before you share them during client calls. When planning to present work from a former project, seek the client’s permission to do so. And even if they’re happy for you to use their materials, remove any details that could breach their privacy.
To avoid mishandling client information, stay up to date on data-handling regulations. Regulators may fine you or you could face legal action if you break the rules.
Handling Data Safely During Client Calls
Handling projects of any size on your own can be stressful, and it’s easy to make mistakes when you’re swamped. But as human error is a major contributing factor in most data breaches, you must take data protection seriously.
When running client calls with screen-sharing apps, make time to prepare. Check that communication and productivity apps won’t present pop-up notifications. Confirm that all materials you present are free of any private information. And use security software, such as a VPN, to safeguard data from unauthorised users.
Your clients want to know that you’re committed to maintaining their privacy and earning their trust. By taking steps to keep calls safe and secure, you’ll demonstrate that you’re a reliable collaborator.
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