Data Security & Internships: Best Practices

Why Data Security Matters

Good data security practices help you:

• Protect sensitive company information

• Reduce operational and reputational risk

• Create a professional, well-structured internship experience

How to Safeguard Your Data

1. Set Clear Expectations (Legal & Policies) - Interns should clearly understand what information is confidential and how it should be handled.

Good practice

• Use an NDA if your company requires one

• Share internal security or data policies during onboarding

• Ask interns to acknowledge they’ve read and understood these policies

2. Control System Access - Interns should only access what they actually need to do their work.

Good practice

• Provide company email accounts (avoid personal emails)

• Grant access based on role and project needs

• Enable two-factor authentication where possible

• Remove access as soon as the internship ends

3. Use Approved Tools - Work should happen in company systems, not personal tools.

Good practice

• Use platforms like Google Workspace, Teams, SharePoint, or Slack

• Avoid personal messaging apps and personal cloud storage

• Set files to read-only by default where appropriate

• Limit downloads and monitor access if needed

4. Design Low-Risk Tasks - Interns can add value without needing full access to sensitive information.

Good practice

• Break sensitive projects into smaller pieces

• Start with lower-risk tasks and expand responsibility over time

• Avoid giving a single intern full visibility of critical systems or data

Practical Examples

Google-Based Setup

• Interns use company Google accounts with role-based access and 2FA

• All work happens in Google Drive, Chat, and Spaces

• Files aren’t downloaded to personal devices

• Accounts are disabled when the internship ends

Other Common Setups

• Teams & SharePoint for centralized collaboration

• Compliance tools to track policy acknowledgment

• Immediate access removal and email redirection post-internship