Why One Small Mistake Can Compromise Client Privacy
The holidays are a busy time for businesses.
Teams are rushing to finish projects, send greetings, close out the year, and squeeze in one last task before taking a well-earned break. During that rush, small system mistakes can quietly turn into serious security issues.
This week, my husband and I experienced exactly that.
A company we worked with a few years ago sent a holiday greeting email. The message itself was kind and well intentioned. The problem was how it was sent. All client email addresses were placed in the CC field instead of the BCC field, allowing every recipient to see the contact information for everyone else.
At first glance, this may seem like a harmless oversight. In reality, it is a privacy and security risk, especially during the holiday season.
Why This Matters More Than People Realize
Email addresses are personal data.
Even when no financial information is shared, exposing client contact information creates vulnerability.
This is especially risky during the holidays because:
Phishing attempts and scams increase significantly in November and December
Exposed email lists can be copied, saved, and reused
Clients can receive fake follow-up messages that appear legitimate
Trust between a business and its clients can be damaged, even unintentionally
Most clients will never say anything. They will simply notice.
This Is Not About Blame. It Is About Systems.
Mistakes like this are rarely about carelessness or lack of professionalism.
They happen when businesses rely on memory instead of documented processes.
Many small businesses do not have:
A standard operating procedure for mass emails
A checklist for client communications
A review step before sending messages to multiple recipients
When things get busy, memory fails. Systems are what prevent that failure.
A Simple Fix That Prevents a Bigger Problem
Every business should have a basic communication safeguard that includes:
Clear rules for when to use CC and when to use BCC
Approved templates for mass emails and holiday messages
A pause-and-review step before hitting send
One consistent tool or method for client communication
This does not need to be complicated.
It can live in a one-page SOP that protects both the business and its clients.
The Bigger Lesson
Holiday greetings are meant to build goodwill and connection.
Without proper systems, even thoughtful messages can undermine trust.
Strong back-office systems are not just about efficiency.
They protect privacy, credibility, and long-term relationships.
If there is one thing to double-check this season, it is how your communication systems handle urgency and volume.
Privacy is not seasonal.
And trust is much harder to rebuild than it is to protect.