Repair shops sit on more sensitive customer data than they realize: passcodes, unlock patterns, contact info, and physical access to phones. A single lapse (leaked passcode list, publicly shared spreadsheet) can end the business. Here's the baseline every shop should hit.
Use software with per-shop data isolation
If you're using a shared spreadsheet or a generic CRM, your customer data has no isolation. Purpose-built repair shop software (like Repair Hub Pro) enforces row-level security — no other shop, and no other user without permission, can see your data. This should be table stakes.
Never store passcodes in plain text long-term
Passcodes captured at intake should be tied to the ticket and rotated (deleted) at pickup. Never in a shared notes file, never on paper left on the counter.
Employee accounts, not shared logins
Every technician needs their own login (or PIN) so you have an audit trail. When (not if) a ticket disappears or a dispute happens, 'who touched this' is the first question.
Two-factor authentication on your email and cloud accounts
The most common way small businesses get owned isn't through their POS — it's through a compromised email account that then resets everything else. Turn on 2FA on Gmail, your payment processor, and any admin cloud accounts. This is 5 minutes of work and prevents 90% of small-business breaches.
Data backup is a business continuity issue
If your software vendor doesn't back up your data automatically, you need to. Repair Hub Pro backs up continuously and exports on demand (Premium). Test that you can actually get your data out — that's a real disaster-recovery test.
Physical security of devices in-shop
Devices awaiting repair should be in a locked cabinet or drawer, not open on a bench overnight. Insurance won't cover theft from an unsecured area.