A Guide for Securing Company Data on Business Travel

In today’s interconnected world, international business travel and work-from-anywhere arrangements are more common than ever. While these opportunities can be exciting and beneficial for employees, they present unique challenges for employers: how to protect sensitive company data outside of a controlled office environment. Unlike a typical workplace setup, travel exposes devices and information to risks ranging from physical theft to unreliable internet access and even border searches.

Here’s a practical guide for employers on how to set up policies and communicate them effectively to their traveling—and sometimes remote—workforce.

1. Know the Legal Landscape

Before even packing a bag, it’s crucial for both employers and employees to understand the legal context of data security at international borders. In many countries, including the U.S., border officials such as Customs and Border Protection (CBP) have the authority to search electronic devices without a warrant. This is a significant distinction from domestic searches and a key risk to acknowledge.

Actionable Tip: Update your employee handbook with a clear section on international travel. Explain that border searches are a possibility and that refusing a search could result in denied entry, device seizure, or detention.

2. Implement Clear Communication and Policies

Your policies are only as effective as how well they’re communicated. Employees need to know exactly what is expected of them before, during, and after their trip.

• Audit Before You Go: Encourage employees to avoid bringing devices that contain sensitive or unnecessary data across borders. The simplest way to secure data is not to carry it at all.

• Create a “Travel-Safe” Device Policy: Issue “loaner” laptops or mobile devices for international travel. These can be wiped clean before and after a trip to minimize the amount of company data at risk.

• Set Realistic Expectations: Advise employees to allow extra time at border crossings for potential searches and to cooperate with officials while calmly expressing concerns about confidential or proprietary information.

3. Address Work-From-Anywhere (WFA) Risks

With the rise of WFA policies, some employees may want to combine travel with work. While this flexibility can boost morale and productivity, not all destinations are equally suited for business operations. Employers should make it clear where remote work is permitted and under what conditions.

• Evaluate Internet Reliability: Solid, secure internet access is essential for business continuity. Employees should avoid working in areas where Wi-Fi is unreliable, public, or easily compromised.

• Designate Unsafe Locations: Some regions may pose heightened risks for corporate data security due to political instability, cybercrime threats, or lack of secure infrastructure. Employers should maintain a list of high-risk travel destinations where working is not approved. In these cases, PTO should be recommended instead.

• Require VPN Use: When employees are working from less secure networks, require the use of a company-approved VPN. This adds an encrypted layer of protection to shield sensitive data from interception.

4. Prioritize Device and Data Security

Technology remains the first line of defense. Ensure employees are trained on and equipped with the right tools and knowledge.

• Enable Device Encryption: Make full-disk encryption mandatory on all company laptops. This renders data unreadable to unauthorized parties if a device is lost or stolen.

• Strong Authentication: Require strong, unique passwords and enable multi-factor authentication (MFA) on all devices and accounts.

• Use Airplane Mode at Borders: Instruct employees to switch their devices to airplane mode before crossing a border. This prevents officials from accessing cloud-hosted data in real time.

• Manage Cloud Access: Remind employees to limit the sensitive data they carry into cloud storage. If they must access something, they should download it before travel and disconnect when not in use.

5. Prepare for the Worst-Case Scenario

Even with the best preparation, a stolen or confiscated device can happen. A strong response plan can minimize damage.

• Create an Incident Response Plan: Employees should know exactly who to contact within the company (legal, IT, or HR) if a device is seized or stolen.

• Remote Wipe Capability: Equip all company devices with remote wipe tools so sensitive data can be erased quickly if needed.

Final Takeaway

International business travel and work-from-anywhere arrangements can open incredible opportunities for employees and employers alike. But without clear policies, strong security protocols, and thoughtful communication, they also create unnecessary risk. By defining safe work locations, requiring VPN use, recommending PTO when security can’t be guaranteed, and preparing for border searches, employers can empower their workforce to travel confidently—while keeping company data protected.

Need support in building policies to keep your company’s information safe? Contact us here.