Your non-profit handles a lot of sensitive information. You have your donors’ names, addresses, and credit card numbers. You might have confidential information about the people you serve. Protecting this data is a huge responsibility. Cybersecurity is the practice of keeping all of your digital information safe from hackers and other online threats. For a non-profit, good cybersecurity is not just a technical issue; it is a matter of trust. A data breach can destroy your reputation and your relationship with your supporters.

Many non-profits, especially smaller ones, feel like they are not a target for hackers. But the truth is that small organizations are often seen as easy targets because they may not have strong security in place. The good news is that you do not need to be a technology expert to make huge improvements in your cybersecurity. Most of the best practices are simple, low-cost habits. This guide will walk you through 10 simple, practical steps you can take to protect your organization, your data, and your mission.

Step 1: Secure Your Website with HTTPS

This is the most basic and essential first step. HTTPS is a security protocol that encrypts the information that is sent between your website and your visitors’ browsers. It is what puts the little padlock icon in the address bar of your browser. This is a critical part of a trustworthy non-profit web design.

If your website address starts with “http://” instead of “https://,” it is not secure. This is a major red flag for visitors, especially on your donation page. It also hurts your ranking on Google. Most modern website builders and hosting companies offer free and easy ways to enable HTTPS on your site. This should be your number one priority.

Step 2: Use Strong, Unique Passwords for Everything

Weak or reused passwords are one of the most common ways that hackers get into an organization’s systems. Every single online account your non-profit uses—from your email to your social media to your donor database—should have a strong and unique password. A strong password is long (at least 12 characters) and includes a mix of upper and lowercase letters, numbers, and symbols.

It is impossible to remember a different strong password for every account. This is why a password manager is an essential tool. A password manager is a secure app that creates and stores all of your passwords for you. You only have to remember one master password. This is one of the easiest and most effective security improvements you can make.

Step 3: Enable Two-Factor Authentication (2FA)

Two-factor authentication, or 2FA, is one of the single best ways to protect your accounts. It adds a second layer of security on top of your password. When you log in to an account with 2FA enabled, you will have to enter your password and then a second code that is sent to your phone. This means that even if a hacker steals your password, they still will not be able to get into your account without having your phone. You should enable 2FA on every account that offers it, especially your email and your financial accounts.

Step 4: Train Your Team to Spot Phishing Scams

The biggest security risk to any organization is not technology; it is people. Many cyberattacks start with a “phishing” email. This is a fake email that is designed to trick an employee or volunteer into clicking a malicious link or giving away their password. These emails can look very convincing.

Regular training for your staff and volunteers is essential. Teach them how to spot the signs of a phishing email, such as a sense of urgency, a strange sender address, or grammatical errors. Create a simple rule: if you are ever unsure about an email, do not click any links. Instead, ask for a second opinion. This is a key part of your volunteer management program.

Step 5: Keep All of Your Software Up to Date

Software companies are constantly releasing updates to their products. These updates often include important security patches that fix newly discovered vulnerabilities. Running outdated software is like leaving your front door unlocked. Hackers are constantly scanning the internet for websites that are running old, vulnerable versions of software like WordPress or its plugins.

Make it a regular habit to log in to your website and your other software tools and install any available updates. If you have a WordPress website, this is one of the most important maintenance tasks you can do.

Step 6: Back Up Your Data Regularly

What would happen if all of your data was suddenly deleted or held for ransom? A regular backup is your safety net. You should have a system in place to automatically back up all of your important data, including your website and your donor database.

Your backups should be stored in a separate, secure location. This way, if your main systems are ever compromised, you can restore your data and get back to work quickly. Most good web hosting companies and CRM providers offer automated backup services.

Step 7: Protect Your Donor Data

Your donor database contains a huge amount of sensitive personal and financial information. Protecting this data is a sacred trust. You need to have clear policies about who on your team has access to this information. Not everyone needs to be able to see everything. Give people access only to the information they need to do their jobs. This is called the “principle of least privilege.”

Step 8: Secure Your Financial Processes

Your financial systems are a prime target for fraud. You need to have strong internal controls in place to protect your money. This is a key part of good non-profit financial management. Simple controls, like requiring two signatures on checks over a certain amount and having your board treasurer review your bank statements every month, can prevent a huge number of problems.

Step 9: Create a Simple Incident Response Plan

Even with the best protections, a security incident can still happen. You need to have a simple plan in place for what to do if it does. This does not need to be a long, complicated document. It should be a simple checklist that answers a few key questions:

• Who is the point person in charge of managing the response?
• Who do we need to notify (e.g., our board, our insurance company, our donors)?
• What is the first step we will take to secure our systems?

Having a simple plan ready before a crisis happens will help you respond quickly and effectively.

Step 10: Make Cybersecurity an Ongoing Conversation

Cybersecurity is not a one-time project; it is an ongoing process. You should make it a regular topic of conversation at your staff and board meetings. A great board of directors will want to know that you have a good plan in place to protect the organization. By talking about it regularly, you create a culture of security where everyone understands that they have a role to play in protecting your mission.

Good cybersecurity is not about fear; it is about stewardship. It is about protecting the trust that your community has placed in you.

Conclusion: Protecting Your Mission in a Digital World

Protecting your non-profit from cyber threats can feel like a big and scary job. But by focusing on these 10 simple, foundational steps, you can make a huge improvement in your security. These are not complicated technical tasks; they are simple habits and policies that create a strong culture of security. By taking these steps, you are doing more than just protecting your data. You are protecting your reputation, your relationships with your supporters, and your ability to continue doing your important work in the world.