How to Prevent ID Fraud

Tips for Business

Want to prevent ID fraud in your company? Education and awareness is the first important step.  It's critical that companies have a clear policy in place and can easily explain to staff the ways they can contribute to protecting their identities and that of the company.  Following is an overview of some steps you can take.  For the full guide, visit our resource centre and request a free download.

• Register with Companies House and make sure you sign up to their Electronic Filing, PROOF and Monitor services which will help to prevent fraudsters changing the names of your directors and effectively 'hijacking' your company.
• Make sure that your employees are fully informed about the risk of identity fraud. Create a clear set of guidelines and procedures for staff concerning the handling, storage and sharing of sensitive information, both on and off-line. All your employees should know about it, ideally as part of their induction but then as part of their ongoing HR programme.
• Always make sure that you and your staff properly destroy unwanted information. As well as shredding paper using a cross-cut or microshred shredder, don't forget to shred CDs and DVDs.
• Always make sure that the information on old computers is wiped clean before throwing them out and make sure you properly destroy old corporate uniforms too.
• Always check the identity of your customers. Both business and consumer credit reference agencies offer a wide range of solutions to authenticate and verify the identity of customers to ensure that they exist and are who they say they are. Check their references, qualifications and past employment. A quick CV check may not be enough. The same goes for any partners and vendors with whom you enter into contracts – before you sign the dotted line.
• Make it known that you will not blame people if they approach you with concerns.
• Check your Companies House registration regularly. If it changes, you need to take steps immediately.
• Encourage a clear-desk policy. Remember, being professional with your corporate identity is as important as being professional in every other aspect of your work.
• Make all your technology, particularly those involved with communications and storage, is as secure as practicable.
• Make sure that your network administrators change their master passwords while the ground force workers are changing theirs – research often shows that while the 'little people' change their passwords quite assiduously, the people in charge of the whole system don't bother, which makes it a waste of effort if a miscreant can get in and reset the whole system.
• Check, check and check again. Don't take people or vendors for granted, and don't rely on Companies House information alone.
• Be safe. Keep sensitive information secure. Don't put anything online, such as director's signatures.
• Protect Your Post - Fraudsters may try to redirect your company mail or that of a vendor or partner.
• Secure Your Post - If you use a central or communal postal delivery point, such as in a mail room, make sure your mail is secured until you can collect it.
• Relocation - If your company relocates, tell all your vendors and partners about it immediately, but don't forget to ask Royal Mail to redirect any mail from your old address to your new one for at least a year.
• Be Safe Online – your IT manager should be protecting you from any online threats, but be sensible if your company allows you to use social media. Ask about your company's policy on the matter. Getsafeonline.org offer advice on keeping your details private on social networks.
• For more tips, register for your free guide for business or call freefone 00 1810 1810.

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Tips for Individuals

• Be Vigilant - Beware of anybody who contacts you unexpectedly and asks for personal information or account details even if they claim to be from your bank, the police or another official organisation like your local council. Ask for their name and a contact number and then check with the organisation in question before calling back.
• Guard Your Cards - Minimise the information and the number of cards you carry in your wallet. If you lose a card, contact the fraud division of the relevant credit card company. If you apply for a new credit card and it doesn't arrive in a reasonable time, contact the issuer. Watch cashiers when you give them your card for a purchase and make sure you can see your credit card at all times. When you receive a new card, sign it in permanent ink and activate it immediately.
• Pay Attention to Billing Cycles - Contact creditors immediately if your bills arrive late. A missing bill could mean a fraudster has taken over your credit card account and changed your billing address.
• Shred All Documents - Shredding documents is the best way to ensure that criminals cannot build up a profile based on the information you discard in your rubbish. Invest in a powerful cross-cut shredder and make it a standard practice, whether at home or at work, to shred all documents containing personal or financial information before binning or recycling them. Cross cut shredders provide greater security by cutting paper into small confetti-like particles and also reduce bulk waste. Companies such as Fellowes offer affordable shredders for home and office use. You can also recycle shredded paper - most councils will accept shredded paper but some may not (but if you put it in a paper wrapper, such as an old envelope it can still be recycled)
• Credit Report - It is a good idea to check your credit report regularly to ensure no accounts or credit has been illegally set up in your name. Regular monitoring of your credit report will alert you if someone has been using your identity to obtain credit, ensuring you can not only rectify your credit report as soon as possible but also stop the fraudster in their tracks. You can obtain a copy of your credit report from one of the UK's three credit reference agencies. See useful links for more information.
• Keep Your Documents Safe - Store any documents containing personal details, such as your passport, driving license, bank statements or utility bills in a safe place. In addition, limit the number of documents you carry around with you that contain your personal details. If possible, do not leave personal documents in your vehicle.
• Protect Your Post - Fraudsters may try to redirect your mail without your permission. If you suspect your mail is being stolen or whether a mail redirection application has been made in your name without your knowledge contact Royal Mail Customer Care on 08457 740 740.
• Secure Your Post - If you use a central or communal postal delivery point, such as in a block of flats, make sure your mail is secured until you can collect it. Consider a lockable postbox and collect your mail as soon as possible.
• Moving House - If you move house, tell your bank, card issuer and of course all other organisations that you deal with immediately, but don't forget to ask Royal Mail to redirect any mail from your old address to your new one for at least a year.
• Going Away - If you're planning to be away from home for either a holiday or extended period contact Royal Mail about their 'Keepsafe' service which will hold your mail for up to two months, and deliver it to you on your return. Visit www.royalmail.com for more information.
• If you're planning to be away from home for an extended period consider contacting Royal Mail about their 'Keepsafe' service which will hold your mail for up to two months, and deliver it to you on your return. Visit www.royalmail.com for more information.
• Update Contact Details - If you move house or change phone numbers tell all relevant organisations about the change as soon as possible. Using a mail forwarding service for at least a year is a good way to make sure all post is redirected to your new home and reduces the risk of your personal information getting into the wrong hands.
• Be Safe Online - If you use the internet make sure you have the latest security patches and up-to-date anti-virus software installed.

Social networks have gained enormous popularity in the last years. Getsafeonline.org offers advice on keeping your details private on social networks. You can avoid the risks and enjoy social networking sites by following a few sensible guidelines:

• Don't let peer pressure or what other people are doing on these sites push you into doing something you're not comfortable with. Just because other people post their mobile phone number or birthday, doesn't mean you have to.
• Be wary of publishing any identifying information about yourself. In particular things like: phone numbers, pictures of your home, workplace or school, your address, birthday or full name.
• Pick a user name that doesn't include any personal information. For example, "Joe_glasgow" or "Jane_liverpool" would be bad choices.
• Set up a separate email account that doesn't use your real name and use that to register and receive mail from the site. That way if you want to shut down your connection, you can simply stop using that mail account. This is very simple and quick to do using such providers as Hotmail or Yahoo! Mail.
• Use a strong password.
• What goes online stays online. Don't say anything or publish pictures that might cause you embarrassment later. As a general rule, if you wouldn't say it to your boss or your grandmother, don't say it online.
• Learn how to use the site. Use the privacy features on the site you use to restrict strangers' access to your profile. Be guarded about who you let join your network.
• Be on your guard against phishing scams.

For more details download your free guide to Protecting Your Identity.

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