From your bank account and credit card information to intellectual property, a piece of mail can contain all kinds of info you don’t want falling into the wrong hands.
Unfortunately, most traditional mailboxes don’t offer a very high degree of protection against mail theft. In fact, the USPS reports that there were 38,500 incidents of theft from mail receptacles in 2022 alone.
If keeping your personal and business documents safe from prying eyes is a priority, a virtual business address is a great option to consider.
In this article, we’ll cover everything you need to know about virtual address services and the security measures they use to keep your postal mail private.
Not all physical mail raises privacy concerns — if someone steals your business’s junk mail, for example, the only thing they’re likely to gain is a few coupons.
However, other types of business mail can contain confidential or sensitive information. Here are some of the key reasons why privacy is important when it comes to your business mail.
Financial details, health information, customer data, intellectual property — these are just some examples of the sensitive information your mail items might contain. Many small business owners are careful to protect this type of information when it’s stored online. But mail sent to your physical address is a key vulnerability to consider as well.
In 2021, 23.9 million people in the United States were victims of identity theft. Unfortunately, there are plenty of cases where business mail contains all the information bad actors need to steal your identity or commit other acts of fraud.
Businesses have to stay compliant with various laws and regulatory standards regarding how they handle customer and client information. This includes laws and standards pertaining to the security of physical documents.
Failing to adhere to these laws can lead to stiff penalties, including fines and loss of your licenses and permits. Thankfully, the best virtual address services carefully follow all legal and regulatory standards to ensure that your business never ends up in legal trouble due to mishandled mail.
Virtual mailbox services are inherently more secure than having mail sent to your business or home address. But the best of these mail services take a number of additional precautions to beef up security even more.
If you want to get an address for your business that will offer the maximum level of privacy and security, a virtual business address is a great way to go.
Here are some of the ways that virtual address services help business owners and entrepreneurs enhance privacy and security.
Virtual mailbox services, such as Stable, provide you with a real street address that is different from your personal address. So you can make your business address available for everyone to see — without broadcasting where you live to the world.
Having a real street address for your business also helps you to maintain a more professional image than using a P.O. Box or residential address.
Digital mailbox services securely handle all mail that comes to their on-site locations and process it using a rigorous set of security protocols. These processes and standards for secure mail handling ensure that not a single piece of your business’s mail ends up in the wrong hands.
All of the employees who operate the mail centers for a virtual mailbox service are thoroughly vetted and trained on proper security practices. Only authorized staff can access the secure mail storage areas, and they will securely shred and recycle any mail that you don’t have forwarded to another location.
One big benefit of using a digital mailbox is that the provider will scan and upload all of the mail you receive to a secure online portal so you can view your mail online. To ensure the security of these digital copies, Stable uses state-of-the-art encryption and security measures.
Digital mailbox services carefully adhere to all privacy laws and regulations regarding the handling of sensitive information. This helps ensure that your business never ends up on the wrong side of the law for mishandling mail containing private customer data.
A virtual mailbox address offers a high level of privacy and security right from the start. But there are measures business owners can take to keep their mail even more secure.
Here are a few best practices you can use to make your virtual mailing address as private and secure as possible.
Check your virtual mailbox on a regular basis. Not only does this keep you up to date on your mail, but it also helps ensure there aren’t any issues or irregularities that you need to address.
With Stable’s virtual mailbox service, you get access to an online portal where you can view your scanned mail online. Like all online accounts, it’s important to choose a strong, unique password to ensure that no one else can access this portal.
The virtual mailbox provider you choose will have a major impact on how much privacy and security you can expect. Be sure to choose a provider that thoroughly vets its staff and employs safe mail opening and mail scanning practices, like Stable.
When evaluating potential virtual mailbox providers, it’s a good idea to check out their privacy policies and practices. Make sure that the provider adheres to all legal and regulatory requirements regarding the handling of sensitive information.
Before the internet — and all the new security concerns that came with it — the paper shredder was one of the most important tools for protecting sensitive data.
Today, it’s still just as important to dispose of old or unwanted mail properly. That’s why Stable securely shreds unwanted mail after 30 days of storage (and also recycles the paper to promote a greener environment).
If you want a virtual business address service that takes your privacy seriously, it’s important to do your due diligence. To find the best (and most secure) service for your business’s needs, here are a few key factors to consider.
Before you sign up for a virtual mailbox service, be sure to check out the specific privacy and security features they offer. These can be things like encrypting digital copies of scanned mail, using access-control systems in their mail centers, and shredding physical mail you don’t want to keep.
Reading reviews and testimonials from customers is a great way to get unbiased feedback on a virtual mailbox service and its privacy and security measures. If you find a lot of stories from customers describing instances of their mail being mishandled, it’s best to steer clear.
The best virtual mailbox services offer multiple pricing plans and a variety of customization options to address specific privacy concerns. If you have unique requirements, reach out to the providers you’re considering to see if they offer any customizable features or services to fit your needs.
Budget is always a key consideration when purchasing a new service for your business. While virtual mailbox services tend to be relatively affordable, it’s still important to compare prices and get the best deal possible.
Be sure to take into account the features and services you are getting with each provider and choose the one that will offer the most bang for your buck.
If your business mail ends up in the wrong hands, it can have devastating consequences for your company, ranging from legal penalties to having your identity stolen. Thankfully, Stable’s virtual mailbox service offers an exceptional degree of privacy and security compared to traditional mailboxes, safeguarding your sensitive mail.
Our rigorous security policies and practices make Stable the premiere choice for any business owner who is concerned about keeping their mail private. With our cutting-edge encryption, access-controlled facilities, and highly trained staff, Stable ensures the privacy of each and every one of our clients.
Sign up for Stable today to get your own private and secure virtual business address!
