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Written by: Paul CoxDate: 23-10-2026
BYOD Security, how to safely use personal devices for work
Employees often use personal phones, tablets and computers for work.
They may check company email, access Microsoft 365, download documents or use business applications. This is known as Bring Your Own Device (BYOD). BYOD can be useful, but it also means the business has less control over updates, applications, backups and who else uses the device. Your business needs clear rules for what employees can access and how company data is protected.
What does BYOD include?
BYOD can include:
- Using work email on a personal phone
- Accessing Microsoft 365 or Google Workspace
- Joining online meetings
- Accessing customer or company files
- Using business messaging applications
- Accessing CRM, accounting or project management systems
- Downloading business documents
Even when information is stored in the cloud, copies may remain on the device through downloads, attachments, cached data or backups.
Why personal devices create security risks
Unlike company-owned devices, employees control which applications are installed, when updates are applied and who else can use the device. Potential risks include:
- Missing security updates — older or unsupported devices may contain known vulnerabilities.
- Shared devices — family members may have access to business information.
- Personal storage — work files may be copied to personal folders or cloud backups.
- Unmanaged applications — other apps may be able to access files, contacts or copied information.
- Lost or stolen devices — company data may remain accessible.
- Repairs — business email and files could be exposed when a device is sent for repair.
Disabling an employee's account doesn't necessarily remove copies already downloaded to a personal device.
Set clear BYOD security requirements
Before allowing a personal device to access company information, establish minimum security requirements. These should include:
- A supported operating system
- Current security updates
- A strong PIN, password or biometric lock
- Device encryption
- Multi-factor authentication (MFA)
- No rooted or jailbroken devices
- Approved applications for accessing business data
Employees should also know who to contact if their device is lost, stolen, infected or sent for repair.
Keep business data separate
Where possible, use mobile device management (MDM) or mobile application management (MAM) to separate business information from personal data. Depending on the system, this can allow you to:
- Protect business applications with additional controls
- Prevent company data being copied to personal applications
- Remove business data remotely
- Require additional authentication
- Check whether devices meet security requirements
For example, Microsoft Intune can selectively remove company data from managed applications while leaving an employee's personal information untouched. However, these controls have limits. If an employee copies a business file into an unmanaged application or personal backup, management software may not be able to remove it.
Decide what employees can access
Not every type of work needs the same level of access. You might allow an employee to check email from a personal phone while requiring a company-owned computer to access customer databases or download sensitive information. Company-owned devices are generally more appropriate for employees who:
- Handle sensitive information
- Need administrator access
- Store large amounts of company data locally
- Browser bookmarks
- Work with financial, legal or other sensitive records
- Need access to critical business systems
Administrative tasks such as managing users, security settings or backups should be performed from managed devices. The same rules should apply to contractors.
Once the employee has moved across, remove the old device from management, monitoring, backup and other business systems.
Have a clear BYOD policy
Your BYOD policy should explain:
- Who can use personal devices
- Which devices are permitted
- What work can be performed
- Which applications must be used
- Whether company files can be downloaded
- Whether devices can be shared
- Required security settings
- What the business or IT provider can see and control
- Whether company data can be removed remotely
- What happens if the device is lost or stolen
- What happens when an employee leaves
- Who pays for mobile data, repairs or replacement
Employees should understand and accept the policy before accessing company systems.
What to do if a device is lost or stolen
Employees should report lost or stolen devices immediately. Your IT provider may then:
- Disable access
- Revoke active sessions
- Remove company data from managed applications
- Remove the device from approved-device lists
- Check for unusual account activity
- Reset potentially compromised credentials
What happens when an employee leaves?
Disable their account and revoke active sessions at the agreed time. Remove company information from managed applications and check whether business files were downloaded to the personal device. Where supported, remove business applications, certificates, email profiles and VPN settings, and remove the device from approved-device lists. Your policy should also explain how any remaining business data will be returned or securely deleted.
Frequently Asked Questions
Is MFA enough to secure a personal device?
No. MFA protects the account, but you also need device encryption, security updates, screen locks, approved applications and a process for lost devices.
Can the business see an employee's personal information?
It depends on how BYOD is managed. Application management generally provides more limited control, while full device management can provide broader visibility and control. Employees should be told exactly what the business can see or change.
Can the business remotely wipe a personal phone?
Some management systems support selective removal of company data, while others can perform a full factory reset. For employee-owned devices, selective removal is preferable where available.
Is BYOD cheaper than providing company devices?
Not necessarily. Although BYOD can reduce hardware costs, it can introduce additional costs for security, management, support and administration.
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