Travel security for staff

Why travel raises the risk

When staff travel, they leave behind the protections of the office network and the routines that keep devices safe. Laptops and phones are carried through airports, left in hotel rooms and connected to unfamiliar Wi-Fi networks. Devices are lost or stolen far more often while travelling, and busy, tired travellers are more likely to click on a convincing message or plug into an unknown charger.

Most travel risks are ordinary rather than dramatic. Theft, loss and public Wi-Fi are more common concerns than targeted spying, although staff travelling to certain countries or in sensitive industries may face greater risk and should get specific advice. Simple preparation and a few good habits address most of what staff will face on a typical business trip.

Before the trip

Make sure every device is fully updated, encrypted and protected with a strong passcode and multi-factor authentication. Back up important data before leaving. Remove files that are not needed for the trip, especially sensitive client information, and rely on secure cloud access instead where possible. Confirm that MFA works on a device you will have with you.

For higher-risk destinations, consider issuing a clean loaner laptop and phone with only the data and apps needed. The Government of Canada publishes travel advice for each country, and the Canadian Centre for Cyber Security offers guidance on protecting devices while travelling. Check them before booking trips to unfamiliar regions.

• Updates installed and devices encrypted
• MFA working on a device you will carry
• Backups completed
• Unneeded sensitive data removed
• Help desk contact saved offline

During the trip

Keep devices with you or locked in a hotel safe, and never leave them unattended in public spaces. Use a privacy screen on flights and in shared spaces. Avoid using public Wi-Fi for sensitive work. A phone hotspot or a company VPN is a safer choice, and most business systems already use encrypted connections, which helps.

Use your own charger and plug it into a wall outlet rather than an unfamiliar USB port. Be cautious of messages about missed deliveries, hotel billing problems or flight changes, which are common phishing themes during travel. Verify through the airline or hotel app or website you already use. Never assume a message is genuine just because it arrived through a familiar app.

At the border

Border officers in Canada and many other countries have the authority to examine electronic devices. Travellers should understand this and plan for it. Carrying less data reduces exposure, and devices should be powered off when crossing a border, so that encryption is fully in effect. Never lie to a border officer.

If a device is taken out of your sight, examined or kept for a period, report it to your IT team when you can. They may recommend resetting passwords or reviewing the device before it reconnects to company systems. Staff with legal or confidentiality obligations, such as those handling privileged information, should seek advice before travelling.

After the trip

Report any loss, theft or unusual device behaviour immediately, even if it happened days earlier. Change passwords if you used them on shared or public computers. For high-risk travel, return loaner devices to IT to be wiped and rebuilt rather than reconnecting them to the network. Do not reconnect a device you suspect was tampered with.

Build travel guidance into your security policies, and share a short checklist with staff before every trip. Clear expectations, combined with a help desk that is easy to reach from anywhere, turn travel security into a simple routine rather than a worry. Ask returning travellers what was difficult, and adjust the checklist.