Digital Security for Realtors

1. Strengthen Your Password Practices

Most security breaches start with weak or reused passwords.
If someone guesses one, they can usually get into everything.

Best Practices

• Use unique passwords for all major accounts (email, CREA, WebForms, Google, banking, social media).

• Enable 2-Step Verification (2FA) on email, Google Workspace, DocuSign, WebForms, and CREA.

• Use a password manager such as:

  • Google Passwords (built into Chrome/Android)

  • Apple iCloud Keychain (iPhone/Mac)
    
    

These tools securely store complex passwords and warn you if your credentials appear in a breach.

If you won’t use a password manager

Create complex, memorable passwords using personal associations.

Examples:

• Workn4Ottawa!

• 8eTsy$Bi1l

Avoid birthdays, kids' names, pet names, or anything publicly visible on social media.

2. Stop Before You Click

Most phishing attacks succeed because agents rush through emails and texts.

Before opening any link, attachment, or unexpected file, pause and ask:

• Do I know the sender?

• Was I expecting this?

• Is the email written the way this person normally writes?

• Can I go directly to the website instead of clicking the link?
  
  

Never click:

• Random Google Drive links

• Strange DocuSign or Authentisign requests

• PDFs from unknown numbers

• “Urgent” requests for deposit info

• Emails from lawyers asking to change wiring instructions (always call first!)
  
  

If something feels off — it probably is.

3. Protect Your Home or Office Router

Your Wi-Fi network is the gateway to your entire digital life.

If someone gains access, they can:

• Monitor your traffic

• Enter any device connected to Wi-Fi

• Steal client documents

• Send spam or host illegal activity through your network
  
  

Check your router:

• If it’s from Telus/Shaw, it usually has strong security out of the box.

• If you bought one yourself, change the admin password immediately — default passwords are widely published online.

Never leave your Wi-Fi network open or use your address or name in the network name.

4. Be Smart About What You Share Online

Your professional life is public — marketing, headshots, “just listed,” open houses.
But your private life should not be.

Recommendations

• Consider having two social media accounts:
  One for business (public) and one for friends/family (private).

• Turn off location tagging on personal photos.

• Avoid posting when you’re away from home for long periods.

• Be cautious about sharing family details, schedules, vacations, or anything that could identify your routines.
  
  

Oversharing provides cybercriminals clues for guessing passwords or targeting your accounts.

5. Protect Client Information

This is part of your legal, FINTRAC, and privacy obligations.

Do not:

• Send client ID through text, Facebook Messenger, or Instagram

• Download client documents to your personal desktop

• Forward contracts through personal email

• Store FINTRAC information outside Google Drive or ReallyTrusted
  
  

Do:

• Use only your GCRE Google Workspace for deals

• Share documents through Google Drive or WebForms

• Keep your phone and laptop updated

• Use screen locks and passwords on all devices
  
  

If your email or device is ever compromised, notify the broker immediately.

6. Know What Bad Actors Really Want

Criminals want data, not your money.

Your:

• Email login

• Contacts

• Client information

• SINs, IDs, employment letters

• Private messages

• Passwords

• Google Drive files

• MLS access
  
  

…are worth far more to them than cash.

Treat your digital life the same way you'd treat a briefcase full of gold coins:
Guard it carefully.

7. What to Do if Something Seems Wrong

If you suspect:

• A hacked email

• A phishing attempt

• A suspicious file

• A fake DocuSign/WebForms request

• A compromised Google account
  
  

Contact the Broker or your manager right away.
Catching it early can prevent serious damage.

Final Reminder

Digital security is part of your professional responsibility.
Protecting your online identity protects your clients, your business, and the entire brokerage.

Stay alert. Stay cautious. Stay secure.