Clients share a lot of personal information with their REALTOR®—phone numbers, home addresses, financial documents, identification, and more. Much of that information is now collected, stored and shared digitally, which makes cybersecurity an important part of protecting both clients and your business.

The good news is you don't have to be a technology expert to protect sensitive information. A few simple habits can go a long way toward reducing risk.

It's tempting to reuse a favorite or easy-to-remember password, especially when you have dozens of accounts to manage. But if one account is compromised, reused passwords can give cybercriminals a quick way into others.

The U.S. Cybersecurity and Infrastructure Security Agency (CISA) recommends using passwords that are long, random, and unique. For most of us, remembering different passwords for every account can be tricky, which is where a password manager can help. These programs can generate and securely store strong passwords, making it easier to avoid reusing the same password across multiple accounts.

And whenever an account offers multifactor authentication (MFA), be sure to turn it on. MFA adds another layer of protection by requiring something beyond a password, such as a code from an authenticator app or confirmation on another device.

Real estate fraud is becoming more sophisticated. Phishing emails and texts are designed to look legitimate—and they can be surprisingly convincing. According to the National Association of REALTORS® (NAR), criminals are using stolen credentials, compromised email accounts, spoofed phone numbers, forged documents and even AI-generated content to impersonate trusted parties in a transaction.

And this isn't just a theoretical risk. An FBI report found that $275 million was lost to real estate-related fraud in 2025.

That's why it's important to be cautious when a message asks you to click a link, open an attachment, change payment information, or provide sensitive information. If something seems off, take a moment to verify it before moving forward.

This is especially critical when it comes to wiring instructions, money-transfer requests, or identity documents. Rather than responding directly to the message, reach out to the person using a trusted phone number or another contact method you obtained independently.

Working from a coffee shop, hotel, or airport can be convenient, but keep in mind that public Wi-Fi isn't always secure.

When handling sensitive client or transaction information, use a trusted, secured network whenever possible. If you regularly work remotely, talk with an IT professional at your brokerage about appropriate secure-connection options.

If you do need to use public Wi-Fi, NAR offers several tips, including verifying the name of the network, connecting through a VPN, disabling file sharing, and more.

Those update notifications can be easy to ignore when you're in the middle of a busy day. But software updates often include important security fixes, so putting them off can leave your devices open to problems that could have been prevented.

NAR recommends keeping antivirus software, firewalls, and operating systems up to date, along with regularly backing up critical data. It's also a good idea to keep backups separate from your online systems and to be cautious about downloading apps or software unless you know they're legitimate. 

Not everyone who works with your business needs access to every file.

Take a look at who can access client records, transaction documents, cloud storage, and other sensitive information. Employees, assistants, and other professionals should have access only to the information they actually need to do their jobs.

And when someone no longer needs access, remove it! It's a simple step that can help keep client information from ending up in the wrong hands.

Cybersecurity isn't only about hackers and suspicious emails. A laptop left in a car, a printed document sitting on a desk, or a phone without a passcode can also put sensitive information at risk. Keep devices secure, use screen locks, and store physical documents containing sensitive information somewhere protected.

When information is no longer needed, dispose of it securely rather than simply tossing it in the trash. Your brokerage should have a document retention policy in place, but NAR also offers a helpful Data Security & Privacy Toolkit that can help. 

Cybersecurity doesn’t have to be stressful or overwhelming. Start with the basics listed here and then take some time to look at how your business collects, stores, shares, and eventually disposes of sensitive information. 

If you need some guidance, NAR offers cybersecurity resources specifically for real estate professionals, and the Federal Trade Commission (FTC) has resources designed for small businesses. Both can be useful starting points for reviewing your current practices.

At the end of the day, remember that good cybersecurity isn't just about protecting data; it’s about protecting the trust your business is built on.