What is Trello, and How You Can Protect Your Data From Hackers

Trello is a powerful, accessible tool for small businesses and freelancers looking to streamline project management without breaking the bank. With popular integrations like Google Drive, Slack, and Salesforce, Trello easily fits into existing workflows, making it a top choice for organizing tasks, tracking progress, and making it easy for teams to stay on the same page.

But while Trello's accessibility and flexibility power productivity for over 90M+ users worldwide, including 80% of the Fortune 500, it's important to remember that, like any collaborative tool, Trello comes with security risks.

Without the proper protections, your business data could be vulnerable to hackers.

What is Trello?

Trello is a popular project management tool that empowers business owners, entrepreneurs, and freelancers to organize tasks, track progress, and collaborate effectively with team members. Acting as a digital bulletin board, Trello allows you to create "cards" for each task, organize them into "lists" such as "To Do," "In Progress," and "Done," and move them as tasks progress. This visual approach to task management makes it an ideal choice for small business owners and entrepreneurs who need a straightforward, powerful tool to keep projects on track.

With the Trello app, users can access boards conveniently from mobile devices—perfect for on-the-go entrepreneurs and small business teams. From the app, you can view tasks, add updates, assign responsibilities, and upload files, giving you a flexible workspace anytime, anywhere.

Risks of Using Trello for Small Businesses

Using Trello without adequate security measures can leave your business vulnerable to cyber threats. Here are some of the main risks to be aware of and how they can impact your business:

1. Unintentional Sharing of Sensitive Information

It's common for users to treat Trello cards like sticky notes, quickly jotting down essential details and making information easy to find and use. However, some users may accidentally share sensitive information, like passwords or access codes, on these cards. Even if a piece of data seems harmless by itself, it could be just what a hacker needs to gain unauthorized access to your accounts or systems. For example, sharing a password on a Trello card could allow unauthorized users to access other software or accounts linked to your business.

Hackers can exploit even small bits of information to gain access to critical data. In a worst-case scenario, a hacker might gain administrative access to systems like your website or cloud storage, allowing them to alter or steal important files. Once they have admin access, they can cause further damage by installing malicious software, reading sensitive files, or taking control of the company's online accounts.

2.      Revealing Your Company Weaknesses

Trello can store all kinds of information about a company's project activities and plans to improve. This means that your business's vulnerabilities could be listed there and could be exploited.  For instance, if project details about an upcoming product are shared without proper security, it may give competitors or hackers insight into your operations. Or a Trello board might hold information on unresolved security issues or known weaknesses in your infrastructure. If hackers or even competitors access this information, it can lead to severe consequences, including data breaches or damage to your company's reputation.

3. Data Leaks

Data leaks can have serious consequences, particularly if they involve client or employee information. Breaches may lead to a loss of trust from clients and stakeholders, and they can also expose your business to legal risks if personal or confidential information is compromised.

They can occur on Trello for the following reasons:

• Unsecured Devices. Team members often access Trello from various devices, including laptops, tablets, and smartphones. If these devices are not protected with up-to-date security software, they can become easy targets for hackers. A device infected with malware or lacking security updates can serve as an entry point for hackers, allowing them to steal login information or directly access your Trello boards.
• Third-Party Integrations Breaches. Trello integrates with other applications such as Google Drive, Slack, Dropbox, Outlook, Gmail, Salesforce, InVision, Jira, and more. While these integrations can be convenient, they also present risks. If these connected accounts suffer from breaches or are not secured properly, hackers may exploit these vulnerabilities to access your information.
• Weak passwords. If team members use weak passwords for their Trello accounts, it makes it easier for hackers to guess or crack these login details. Simple or reused passwords are vulnerable to brute-force attacks, where hackers attempt numerous combinations to gain access.

Did you know?

At the beginning of 2024, over 15 million Trello users were notified that their personal information was being sold on a well-known hacking forum. It seems that Trello itself was not directly breached; instead, hackers compiled data on Trello users by scraping the site.

Source: Forbes.com

Related: How to Check If Your Business Is Affected by a Breach (And What to Do if It Is)

How to Use Trello Safely

You can greatly reduce the risk of your data falling into the wrong hands by securing your Trello account and protecting your business information:

1.      Use Strong Passwords and Two-Factor Authentication (2FA): Ensure each team member uses a strong, unique password for Trello. Enable 2FA, which requires users to confirm their identity with a second device or app (like an authenticator) before logging in.

2.      Limit Access Permissions: Only grant access to people who need it. You can also adjust permissions to limit what different users can do on your Trello boards.

3.      Use Security Software: Install reliable security software (such as antivirus and anti-malware) on all devices that access Trello. Keeping these up to date helps protect against new types of attacks.

4.      Be Careful with Integrations: Only integrate Trello with apps that are essential for your business and ensure they come from trusted sources. Be cautious about granting permissions to new integrations, as they might have access to sensitive data.

 Related: How Remote Employees Can Cause a Data Breach of Your Small Business Data (And How to Prevent It)

Are Trello Boards Private? How to Use Privacy Settings to Secure Your Work

Trello boards come with several privacy options to help you control who can see and interact with your projects:

• Private: Only people you add directly to the board can access it to view, join, and edit content. This is the highest level of privacy, ideal for sensitive projects.
• Workspace: Anyone within your Workspace (a designated group of team members) can access and contribute to the board. This option works well for internal team collaboration.
• Public: Anyone with the board link can view it, even if they're not part of your company. This setting is suitable for sharing resources or updates with a broader audience.
• Organization: Available for Trello Enterprise customers, this setting restricts access to people within your organization only.

How to Control Privacy Settings in Trello

Every Trello board is part of a Workspace, a group of boards and team members often connected by a project or department. When you create a new Trello board, it's set to Workspace visibility by default, meaning everyone in your Workspace can view it. You can change this setting during board creation by selecting the desired option under Visibility.

To update the privacy setting after the board is created, look for the button labeled Private, Workspace, Organization, or Public in the upper left corner of your board. Click on it to adjust the visibility setting anytime.

When To Make Your Trello Board Private

Setting a board to Private ensures that only invited members can view, edit, or interact with it, offering the highest level of privacy. Here are some cases where Private settings are especially useful:

• One-on-One Meetings: Managers often hold regular one-on-one meetings to discuss career goals, project progress, career goals, conflicts, or feedback. A private board can serve as an ongoing agenda, making it easy to organize discussion points and track action items confidentially.
• Private notes: Team members can add cards or content whenever they want, but not all of them are intended to be shared.
• Personal To-Do Lists: A private board dedicated to your personal to-do list allows you to keep rough drafts, ideas, or personal notes in one place. You can organize your thoughts and resources without sharing them with others, giving you the freedom to write anything without worry.

When to Use Workspace Privacy on Your Trello Board

A Workspace is a group of Trello boards accessible to a specific team or department within your organization. Depending on your setup, this might be a small group, like your Marketing team, or a larger group, like your whole company. Workspace privacy is useful for projects or resources that need to be shared among a team without being visible to everyone.

Here are some practical uses for Workspace privacy:

• Employee Directory: A digital directory helps new hires put names to faces and learn more about colleagues. Using a Trello board as a workspace-wide employee directory can streamline introductions, letting new employees find details about team members easily.
• OKRs and Goal Tracking: Trello boards set to Workspace can be used to share objectives, goals, or key results (OKRs) across teams. Everyone can access the latest updates in one place, making it easier to coordinate and keep track of progress without needing frequent status updates on emails or Slack.

When to Your Trello Board Public

Making a Trello board Public allows anyone with the link to view it, even if they're outside of your organization. Public boards can even appear in search results, so they're ideal for content meant to be widely shared or accessed by a large audience.

Here are some situations where Public settings are helpful:

• Public Roadmaps for Developers: Companies often share product roadmaps with customers or developers through public boards, helping everyone stay informed about upcoming features or changes. For example, software platforms might use a public Trello board to communicate API updates or get user feedback on future improvements. Public boards allow users' feedback and comments on cards and can be used for this purpose.
• Sharing Templates and Resources: Public boards are also handy for sharing resources widely, such as links, documents, or templates. Teachers, bloggers, and coaches often create public boards to share materials with their audience. This approach is an easy way to provide access to useful resources without requiring individual permissions.

Protecting What We Share: Teamwork and Tools for Secure Collaboration

When using tools like Trello to collaborate, your business's safety depends on two key factors: the vigilance of your team and the power of your security software. Effective security isn't just about having strict rules in place; it's about a partnership between your people and your protective solutions. Each team member's habits and knowledge form the first line of defense, but to truly safeguard your business, they need the support of a strong, reliable security solution.

Without proper security habits, a single misstep—like using a weak password or accessing work platforms on an unsecured device—can put your business at risk. However, even the most vigilant team members need tools to catch what they might miss, which is where a strong security solution comes in.

Support Your Team with the Right Protection

Bitdefender Ultimate Small Business Security is designed to work in tandem with your team's efforts, providing a comprehensive set of tools that bolster security across the board.

It offers:

• Email Protection: Automatically scans emails for phishing attempts, malicious links, and fake invoices, preventing employees from accidentally clicking on harmful content.
• Scam Detection: Our Scam Copilot monitors emails, texts, and chats for signs of fraud. It alerts your team in real time and offers guidance, supporting them in avoiding scams.
• Password Management: With the Password Manager, your team can generate and store strong, unique passwords, helping them follow security best practices with ease.
• Secured Remote Work: A built-in VPN ensures safe communication for team members working on public Wi-Fi, securing their connection to your business.
• Device Protection: Real-time malware defense, covering everything from ransomware to spyware, protects laptops, smartphones, and other devices across your team.
• Digital Identity Monitoring: This tool monitors your business's online presence for data leaks, unauthorized use of your name, and exposure of sensitive information, even on the dark web, alerting you to any breaches.

Check out the plans here.

FAQs

What is Trello used for?

Trello is a popular project management and collaboration tool that helps individuals and teams organize tasks, manage projects, and track progress visually. Using a system of boards, lists, and cards, Trello lets users create and prioritize tasks, assign them to team members, and move tasks through stages like "To Do," "In Progress," and "Done." It's widely used by business owners, entrepreneurs, freelancers, and teams of all sizes for everything from daily task management to complex project planning. Trello's flexibility and visual layout make it particularly helpful for organizing and collaborating on projects in an intuitive way.

Is it safe to use Trello?

Trello is generally safe to use, especially when paired with good cybersecurity practices. Trello has built-in security features, including data encryption and options for setting privacy levels on boards. However, users need to be mindful of security basics, like using strong passwords, setting appropriate board permissions, and securing devices. For businesses handling sensitive information, using additional cybersecurity tools, such as Bitdefender's Ultimate Small Business Security, can add an extra layer of protection by helping to monitor and block potential threats.

Is Trello data private?

Trello provides several privacy options to help users control who can see their data. Boards can be set to "Private" (only accessible to invited users), "Workspace" (visible to anyone within a specific team), or "Public" (accessible to anyone with a link). For companies that use Trello Enterprise, there's also an "Organization" option, allowing board visibility only to people within the organization. Users can choose the appropriate privacy setting based on the sensitivity of the information they're managing.