In an increasingly digital world, we&rsquo;re switching more and more of our daily lives over to the Internet. While this brave new world is exciting and convenient, it&rsquo;s not without its problems.&nbsp;
The issue of unsafe passwords has been around for a while. But have you ever thought about where and how to store them?
Most of us have several passwords, and we&rsquo;re encouraged to never duplicate them. Some people simply write them all down on a piece of paper &mdash; which is fraught with danger. But others store their passwords electronically.
As you&rsquo;re about to find out, not all electronic systems of password storage are <a href="https://teampassword.com/blog/the-best-ways-to-store-passwords-2023" target="_blank" rel="follow noopener">safe</a>. Here are five of the most dangerous ways to store your passwords.&nbsp;
But before we begin:
Avoid bad idea passwords and dangerous storage methods with TeamPassword. This advanced <a href="https://teampassword.com/blog/best-password-managers-for-teams" target="_blank" rel="follow noopener">password manager for teams</a> features a selection of security features, including password encryption and two-step verification. Sign up for a <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">free trial</a> today.&nbsp;
<h2 id="email">1. Email</h2>
<img src="https://cdn.buttercms.com/efPCc2QZQ7C0OT1KeoKe" alt="" width="655" height="88">
We've all been there: struggling to remember a new password and considering emailing it to ourselves for safekeeping. While it might seem convenient, emailing passwords is a terrible security practice with far-reaching consequences. Here's why:
<ul>
<li data-sourcepos="7:3-7:245">Unencrypted Transmission: Emails often travel in plain text, like postcards. Anyone with access to the data stream &ndash; hackers, scammers, or even compromised servers &ndash; could easily intercept the email and steal your password in its entirety.</li>
<li data-sourcepos="9:3-9:33">Multiple Vulnerable Points: Even if the email itself is encrypted, your password is exposed at several stages. It's stored on your device before sending, sits unencrypted on email servers during transit, and resides in your sent folder &ndash; all potential points of entry for attackers.</li>
<li data-sourcepos="11:3-11:248">Local Storage Risks: Many email platforms store data locally on your devices. If your computer, phone, or tablet is stolen or infected with malware, even deleted emails containing passwords might be recoverable, putting your accounts at risk.</li>
</ul>
The ease with which cybercriminals can exploit these vulnerabilities makes emailing passwords a high-stakes gamble. A stolen password could grant them access to your bank accounts, social media profiles, email itself, and more. The <a href="https://teampassword.com/blog/cybersecurity-complete-guide" rel="follow noopener" target="_blank">damage can be immense</a>, so why risk it for a temporary convenience?

<h2 id="Documents">2. Online Documents</h2>
<img src="https://cdn.buttercms.com/Hh6oH8AzTMSnQFUaPHR9" alt="" width="216" height="235">
A lot of people like the convenience of saving crucial information using online document systems such as Google Docs. But this is a bad idea for passwords, as these systems are designed for text &mdash; not sensitive data.
Yes, a password might protect your online document manager from unauthorized access. But what happens if that password is compromised? Many document software platforms don&rsquo;t offer encryption, two-step verification, or even the most basic security measures.&nbsp;
If you use online documents regularly, you&rsquo;re probably accessing your account on a regular basis &mdash; across several devices. What happens if you step away for a moment to buy a coffee, speak to a friend, or use the bathroom?
A criminal can access an unattended online document platform in seconds. And if this happens, it doesn't take a lot of effort to steal your unsafe passwords.&nbsp;
<h2 id="instantmessaging">3. Instant Messaging Service</h2>
Instant messaging (IM) services like WhatsApp, Facebook Messenger, and Snapchat offer a convenient way to communicate, but they are not designed for securely storing passwords. While some IM platforms offer end-to-end encryption for message content, they lack crucial security features necessary for password management.
People who store their passwords on these apps do so because they believe they&rsquo;re fully encrypted. While that&rsquo;s often the case, it&rsquo;s important to remember that instant messaging services are often left open and operating in the background.
Imagine someone picks up your phone while you&rsquo;re not paying attention. If you left your device unlocked, that person would be able to access your password in seconds.
Here's why storing passwords on IM apps is a security risk:
<ul data-sourcepos="9:1-9:155">
<li data-sourcepos="9:1-9:155">Accessibility on Unlocked Devices: IM apps are designed to run in the background on unlocked devices. This means anyone with physical access to your unlocked phone or computer could potentially view your unencrypted passwords.</li>
<li data-sourcepos="10:1-10:164">Accidental Sharing: A single inadvertent tap or screenshot could send your password to someone unintended, compromising the security of your online accounts.</li>
<li data-sourcepos="11:1-12:0">Limited Security Features: Unlike dedicated password managers, IM applications typically lack features like secure password generation, two-factor authentication, and strong encryption specifically designed to protect passwords.</li>
</ul>
Dedicated password management applications offer robust security features like encryption, secure storage, and auto-fill functionality for logins.
<h2 id="onlinenotetaker">4. Online Note-taker</h2>
While online note-taking applications like Apple Notes offer a convenient platform for managing everyday tasks and reminders, they are demonstrably unsuitable for storing sensitive information, particularly passwords. These platforms, designed for general purpose note-taking, lack the robust security features essential for safeguarding confidential credentials.
Here's why online note-taking apps pose a significant security risk for passwords:
<ul>
<li data-sourcepos="9:3-9:314">Absence of Multi-Factor Authentication: Unlike dedicated password managers, these applications typically do not offer multi-factor authentication (MFA). MFA adds an extra layer of security by requiring a second verification step beyond a simple password, significantly hindering unauthorized access attempts.</li>
<li data-sourcepos="11:3-11:322">Limited Encryption Capabilities: While some note-taking applications may offer basic encryption features, they often fall short of the robust encryption protocols employed by dedicated password management solutions. This weaker encryption leaves sensitive data vulnerable to potential decryption by malicious actors.</li>
<li data-sourcepos="13:3-13:97">Accessibility on Unlocked Devices: Online note-taking apps are designed for ease of use and accessibility. This ease of access translates to a vulnerability. If a user's device remains unlocked and unattended, a perpetrator would only need to access the specific application to view unencrypted passwords.</li>
</ul>
In a world of increasingly sophisticated cyber threats, it is critical to prioritize robust security practices. Online note-taking applications simply do not provide the necessary safeguards for password management. Users are strongly advised to consider secure alternatives, such as dedicated password managers or offline password vaults, to ensure the confidentiality and integrity of their login credentials.
<h2 id="nonpasswordprotecteddevice">5. On a Non-Password-Protected Device</h2>
Of all the bad ideas for passwords, storing them on non-password-protected devices is about the worst. You might think that your tablet or laptop never leaves your side. But if your device is ever stolen, you&rsquo;ve given the criminals the easiest possible opportunity to access your saved passwords.&nbsp;
If you&rsquo;re determined to store passwords on a physical device &mdash; which is never a good idea &mdash; make sure the device password is a complex combination of letters, numbers, and symbols. And it should contain at least 12 characters.&nbsp;
<h2 data-sourcepos="7:1-7:6">Control Your Security and Choose Convenience with TeamPassword</h2>
<img src="https://cdn.buttercms.com/0gCOt5oQBCE1vxckmRZC" alt="The TeamPassword Extension for Chrome lets you sign into any account in seconds" width="828" height="466">
Our digital vault safeguards your passwords with industry-leading AES 256-bit encryption and ironclad two-step authentication. Stop wasting time remembering &ndash; TeamPassword empowers you with secure, one-click logins across all your devices.
<ul>
<li data-sourcepos="9:1-9:157">Divide passwords into groups to share with appropriate team members</li>
<li data-sourcepos="9:1-9:157">Enforce 2FA for all users</li>
<li data-sourcepos="9:1-9:157">View activity logs for all of your records</li>
<li data-sourcepos="9:1-9:157">Use the TeamPassword browser extensions and mobile apps for lightning-fast access everywhere</li>
<li data-sourcepos="9:1-9:157">Save money with affordable plans configured for YOU</li>
</ul>
Don't settle for password purgatory. Take control with TeamPassword. <a href="https://app.teampassword.com/signup" rel="follow noopener" target="_blank">Sign up for your FREE trial today</a> and experience the power of effortless security!

Storing passwords inappropriately can leave you open to fraud and theft. Avoid these storage methods at all costs. | TeamPassword Blog

Storing passwords inappropriately can leave you open to fraud and theft. Avoid these storage methods at all costs. ...

Top 5 Dangerous Ways to Store Your Passwords

Identity checks are the processes businesses use to confirm that a person is who they claim to be. They are a critical part of hiring, financial services, and everyday account access, helping reduce fraud and protect sensitive data. They range from requiring login information to the heavily regulated processes utilized by banks and governments.&nbsp;
As more work moves online, identity checks now extend beyond compliance into daily operations, shaping how teams grant access, share credentials, and maintain trust.
TeamPassword is the best password manager available for your business. Don&rsquo;t believe us? <a href="https://app.teampassword.com/signup" target="_blank" rel="follow noopener">Sign up for our free trial and try for yourself.</a>&nbsp;
<h2>What identity checks mean in different contexts</h2>
Identity checks take different forms depending on where and why they are used. While the goal is always to confirm a person&rsquo;s identity, the methods, standards, and level of scrutiny vary across industries. Understanding these contexts helps clarify why identity checks can feel simple in one setting and highly complex in another.
<h3>Identity checks in hiring and human resources</h3>
In hiring, identity checks focus on confirming that a candidate is legally allowed to work and that their identity matches official records. Employers typically review government-issued identification and may cross-check personal details against background screening data.
These checks reduce the risk of hiring fraud and help organizations meet legal requirements. They also establish a baseline level of trust before granting access to internal systems and tools.
<h3>Identity checks in financial services</h3>
Financial institutions use identity checks as part of onboarding and ongoing customer monitoring. These checks are often tied to regulatory frameworks like Know Your Customer (KYC) and the Customer Identification Program (CIP), which require businesses to verify identities before providing services.
The process often includes document verification, database matching, and risk scoring. Because financial fraud carries high stakes, these checks tend to be more detailed and continuous.
<h3>Identity checks for online accounts and logins</h3>
For online platforms, identity checks help ensure that the person creating or accessing an account is authorized to do so. This can include email verification, <a href="https://teampassword.com/blog/2fa-vs-mfa" target="_blank" rel="noopener">multi-factor authentication</a>, and device recognition.
These checks are designed to balance security with user experience. Too much friction can block legitimate users, while too little can expose accounts to unauthorized access.
<h3>Identity checks in government services</h3>
Government identity checks are designed to meet strict assurance standards. Agencies often require multiple forms of evidence, including documents and <a href="https://teampassword.com/blog/disadvantages-of-biometrics" target="_blank" rel="noopener">biometric data</a>, to confirm identity before granting access to services.
These checks prioritize accuracy and long-term identity validation. They are often more rigorous than private sector processes due to the sensitivity of public data and services.
<h2>Types of identity checks used today</h2>
Identity checks are rarely a single step. Most systems combine several methods to build confidence that a person is legitimate. The mix depends on risk level, industry, and how sensitive the access or transaction is.
Here are some of the most common types of identity checks:
<ul>
<li>Online identity checks require users to input their <a href="https://teampassword.com/blog/best-types-of-usernames-username-ideas-to-make-your-logins-more-secure" target="_blank" rel="noopener">username</a> and password.</li>
<li>Document-based identity checks verify passports, driver&rsquo;s licenses, or other official identification documents.</li>
<li>Database identity checks compare personal information against credit bureaus, public records, or proprietary datasets.</li>
<li><a href="https://teampassword.com/blog/what-is-biometric-identification" target="_blank" rel="noopener">Biometric identity checks</a> use physical traits such as facial recognition or fingerprints to confirm identity.</li>
<li>Knowledge-based identity checks ask questions based on personal history that only the real person is expected to answer.</li>
<li>Electronic identity checks validate identity using digital signals and aggregated data sources.</li>
<li>In-person identity checks require physical presence and manual inspection of identification documents.</li>
<li><a href="https://teampassword.com/blog/maximize-security-with-2fa" target="_blank" rel="noopener">Two-factor identity checks</a> combine a password with a second verification method such as a code or device approval.</li>
<li>Behavioral identity checks analyze patterns like typing speed or login habits to detect anomalies.</li>
<li>Device-based identity checks evaluate whether a login attempt comes from a recognized or trusted device.</li>
<li>Risk-based identity checks adjust verification requirements based on the context and perceived risk level.</li>
<li>Continuous identity checks monitor user activity after login to ensure ongoing legitimacy.</li>
<li>Federated identity checks rely on trusted third-party providers to authenticate users across platforms.</li>
</ul>
<h2>How identity checks work: The verification process</h2>
Identity checks follow a structured process rather than a single action. While the exact flow varies by industry, most systems use a layered approach that builds confidence step by step. Each stage adds another signal that helps determine whether an identity can be trusted.
Here is the complete step-by-step identity verification process:&nbsp;
<ol>
<li>The process begins by collecting basic identity information such as a full name, date of birth, and address.</li>
<li>The system gathers supporting evidence such as government-issued documents or account history.</li>
<li>The information is validated against trusted data sources such as credit bureaus or official records.</li>
<li>The system checks for inconsistencies, duplicate identities, or known fraud signals.</li>
<li>Additional verification steps such as biometric matching or <a href="https://teampassword.com/blog/totp-benefits-and-use-cases" target="_blank" rel="noopener">one-time passcodes</a> may be required.</li>
<li>A risk assessment evaluates the overall confidence level of the identity based on available data.</li>
<li>Access is granted, limited, or denied depending on the outcome of the verification process.</li>
</ol>
<h2>Traditional vs digital identity checks</h2>
Identity checks have shifted from manual, in-person processes to fast, data-driven systems. Both approaches aim to confirm identity, but they differ in speed, scale, and user experience. Understanding these differences helps explain why many organizations are moving toward digital-first verification.
<h3>Traditional identity checks</h3>
Traditional identity checks rely on physical documents and human review. This often includes inspecting passports or driver&rsquo;s licenses in person and comparing them to the individual presenting them.
These checks can be reliable but tend to be slower and harder to scale. They also depend heavily on staff training and consistency, which can introduce variability.
<h3>Digital identity checks</h3>
Digital identity checks use software to verify identity remotely. They combine document scanning, database validation, and biometric matching to confirm that a person is legitimate.
These systems are faster and easier to scale across large user bases. They also enable <a href="https://teampassword.com/blog/remote-team-management-tips" target="_blank" rel="noopener">remote onboarding</a>, which is now common in financial services and online platforms.
<h3>Key differences and tradeoffs</h3>
The main difference comes down to efficiency and coverage. Traditional methods offer direct human oversight, while digital systems provide speed and broader data analysis.
Most organizations now use a hybrid approach. They combine automated checks with targeted manual review to balance accuracy, cost, and user experience.
<h2>Why identity checks matter for modern businesses</h2>
Identity checks play a direct role in how businesses manage risk, protect data, and enable day-to-day operations. What once sat mainly in compliance workflows now affects everything from onboarding new users to controlling access across teams. As systems become more connected, weak identity checks create gaps that are easy to exploit.
At a basic level, identity checks help prevent fraud and unauthorized access. They ensure that only verified individuals can interact with systems, whether that means opening an account, joining a company, or logging into a shared tool.
They also support compliance in regulated industries. Requirements tied to frameworks like KYC and CIP make identity verification a legal necessity, not just a best practice.
Beyond risk and compliance, identity checks improve operational clarity. When businesses know exactly who is accessing systems and why, they can manage permissions more effectively and reduce confusion around shared access.
<h2>Identity checks and secure access management</h2>
Identity checks confirm a user&rsquo;s identity, but they do not control access after verification. <a href="https://teampassword.com/blog/best-password-managers-for-teams" target="_blank" rel="noopener">Teams</a> still need a way to manage credentials, permissions, and shared accounts to prevent misuse.
Secure access management ensures that only the right people can use shared accounts and that access can be updated or removed as roles change. This reduces risk and gives teams better visibility over who can access sensitive tools and information.
<h2>Building stronger workflows with identity checks and password management</h2>
Identity checks establish trust, but teams need systems to maintain it through proper credential management. Password management lets teams store and share credentials securely, keeping access structured and intentional.
It also supports consistent workflows as teams grow, allowing new members to gain access quickly and former members to lose access without friction. Identity checks verify who someone is, and password management ensures that access aligns with that identity over time.
<h2>Turning identity checks into better team security with TeamPassword</h2>
Identity checks are essential for establishing trust, but maintaining that trust requires ongoing control over access and credentials. Teams need systems that make sharing accounts secure, track who has access, and allow permissions to change as roles evolve.
TeamPassword provides a simple, cost-effective way to extend identity verification into daily workflows. By combining secure password storage, team-based sharing, and permission management, it helps businesses protect sensitive information without adding unnecessary complexity.
When identity checks are paired with organized password management, teams gain both security and efficiency. This ensures that verified users can work collaboratively while reducing the risk of unauthorized access, making identity checks the foundation for smarter, safer business operations.&nbsp;
TeamPassword is the best password manager to secure your business. Don&rsquo;t believe us? <a href="https://app.teampassword.com/signup" target="_blank" rel="noopener">Sign up for a 14-day free trial</a> today and try for yourself.

Explore identity checks, their types, verification steps, and regulatory requirements, plus how teams can stay secure. Here’s what you need to know.

Explore identity checks, their types, verification steps, and regulatory requirements, plus how teams can stay secure. Here’s what ...

Identity checks: What they are, how they work, and why they matter for modern businesses

2022 has been a year of tech giants getting breached. Human fallibility continues to be, for the most part, the weakest link in company security. More on that later.&nbsp;
The latest victim is the ubiquitous ride-sharing company, Uber.&nbsp;
<h1>The 2022 Uber Breach - What, How, and Lessons Learned</h1>
This isn&rsquo;t the first time Uber has been breached. In 2016 they allegedly paid hackers $100,000 to delete the data they stole and keep the breach a secret. A year and CEO change later, the hack was publicized, revealing that personal information from over 50 million Uber riders and the driver&rsquo;s license numbers of 600,000 US drivers had been leaked.
Every publicized breach is a chance to learn and prepare. In this article, we will briefly cover what happened with the Uber breach of 2022 and then discuss what companies should do to shore up their defenses.&nbsp;
For more details about the breach itself, Uber <a href="https://www.uber.com/newsroom/security-update/" rel="follow noopener" target="_blank">maintains their own newsroom</a> covering the situation.&nbsp;
<h2>How did the Uber breach happen?</h2>
The 2022 Uber breach was a &ldquo;<a href="https://teampassword.com/blog/your-passwords-are-only-as-secure-as-your-teams" rel="follow noopener" target="_blank">social engineering</a>&rdquo; attack. In social engineering attacks, cybercriminals use psychology to manipulate users into disclosing secret information or taking an action that allows the criminal to access private data.&nbsp;
In this case, one Uber contractor unknowingly allowed the hackers the access they needed. Uber states that &ldquo;It is likely that the attacker purchased the contractor&rsquo;s Uber corporate password on the dark web, after the contractor&rsquo;s personal device had been infected with malware, exposing those credentials.&rdquo;&nbsp;
The attacker then employed an increasingly common attack called MFA (multi-factor authentication) Fatigue. They repeatedly attempted to log in with the stolen password, which caused the contractor to be spammed with authentication requests. Eventually, either by accident or to make it stop, the contractor accepted one such request.
With access to one account, the hacker was able to get into other employees&rsquo; accounts and further elevate their permissions. They took the opportunity to boast of their feat internally.&nbsp;&nbsp;
<img src="https://cdn.buttercms.com/EoRmRO0rRBSwr8DQBQQw" alt="undefined" width="665" height="393" />
Uber has taken cautionary steps, including mandatory password resets and locking down its codebase.&nbsp;
<h2>Who was responsible for the Uber breach?</h2>
They believe LAPSUS$, a hacking group that has taken credit for breaches of Nvidia, Samsung, and Microsoft, to name a few, is responsible.&nbsp;
LAPSUS$ itself is an interesting rabbit hole. They first made headlines by hacking Brazil&rsquo;s Ministry of Health and deleting the health records of millions of people (thankfully the government had backups). LAPSUS$ later breached Nvidia - a technology company famous for its GPUs -&nbsp; and demanded that they make their drivers open-source if they did not wish their data leaked. In March of this year, the London police arrested seven teenagers related to the group. All have since been released, and LAPSUS$ continues its prolific run.&nbsp;
LAPSUS$&rsquo;s goal is unknown, nor do authorities know whether they have backing from a larger organization. Recent activity suggests that members operate from the UK and US, though some suspect ties to South America given their propensity for targeting that region.&nbsp;
For more information about LAPSUS$, Krebs has done great work <a href="https://krebsonsecurity.com/?s=%22lapsus%24%22" rel="follow noopener" target="_blank">documenting their activity</a>.
<h2>What can we learn from the Uber breach?</h2>
The breaches at Microsoft, Cisco, Uber, etc. all have a common pattern. There were no incredible feats of &ldquo;hacking,&rdquo; where a genius criminal breaks through security systems with sweat dripping down their brow as shown on TV. Instead, the attacks were intentional, methodical, and exploited human fallibility.&nbsp;&nbsp;
Humans are the easiest and often the weakest target. Many people see through and avoid becoming victims of social engineering tactics. But among companies like Uber, which employs over 29,000 people and has 122 million users each month, or T-Mobile (<a href="https://teampassword.com/blog/t-mobile-data-breach-2021-what-happened" rel="follow noopener" target="_blank">victim of a major breach in 2021</a>), which employs 75,000 people and outsources much of its customer support, there are more than a few prime targets for cybercriminals.
We may sound like a broken record exhorting you to educate your employees and demand security best practices. But seriously - educate your employees and demand security best practices!
If we&rsquo;ve learned anything from recent breaches, it&rsquo;s that they would not have been possible without successful social engineering.&nbsp;
<h2>How could the Uber breach have been prevented?</h2>
The Uber hackers followed two relatively simple steps:&nbsp;
<ol>
<li style="text-align: left;">Buy compromised passwords</li>
<li style="text-align: left;">Social Engineer an employee&nbsp;</li>
</ol>
<h3>Improve Password Hygiene</h3>
Individuals and companies can reduce the risk of compromised passwords by regularly scheduling password changes. Setting a reminder to appear every 90 days on your phone to change vital passwords and run manual security checks makes it less likely for your passwords to be available for purchase. There are also programs that will monitor personal devices in real-time. These precautions alone aren't enough, as even relatively new passwords can be compromised.&nbsp;&nbsp;
For added security and convenience, <a href="https://teampassword.com/" rel="follow noopener" target="_blank">use a password manager like TeamPassword</a>. Password managers encrypt and store all of your passwords in one secure location. Many even include built-in password generators and mandatory 2FA.&nbsp;
<h3>Use 2FA</h3>
To counter the second step - social engineer an employee - you should use the best 2FA available and stay calm in the face of urgent requests to bypass the security measures you have in place.&nbsp;
Not all 2FA methods are equally effective. Authenticator Apps that generate One-Time-Passwords (OTP) directly on your device and refresh them regularly are more secure than SMS sent via a cellular carrier to your phone. The danger of SMS is mostly due to the possibility of SIM-swapping, where a criminal convinces a carrier to transfer a customer&rsquo;s number to the criminal&rsquo;s own device, thus gaining control of any OTPs. The <a href="https://krebsonsecurity.com/2021/10/fcc-proposal-targets-sim-swapping-port-out-fraud/" rel="follow noopener" target="_blank">FCC is making attempts to stop this</a>, but SMS is still widely used and remains vulnerable.&nbsp;
Using 2FA can be annoying. It requires you to use a second device, and the time it takes adds up. But the security it provides is worth the cost. So use it if you can.
<h3>Don&rsquo;t Act - Ask</h3>
Finally, common sense and a healthy dose of skepticism are essential components of a strong defense. If a request for information seems urgent, doesn&rsquo;t seem familiar, or make sense, then it&rsquo;s best to pause, consider, and confirm. Call the sender or ask a colleague to take a look. No one wants to &ldquo;cry wolf,&rdquo; but cybersecurity is a complex subject, and caution will be appreciated more often than not.
It&rsquo;s always better to get a second pair of eyes on the situation.&nbsp;
<h3>Consider Using Hard Tokens</h3>
The Uber breach has also raised questions about hard vs. soft tokens. Soft tokens are software-based like MFA that uses a passcode or pin. Hard tokens are physical objects that grant access, like a USB or fob.&nbsp;
Hardware tokens are generally much more secure, as proven by the <a href="https://blog.cloudflare.com/2022-07-sms-phishing-attacks/" rel="follow noopener" target="_blank">failed phishing attack on Cloudflare</a> and <a href="https://krebsonsecurity.com/2018/07/google-security-keys-neutralized-employee-phishing/" rel="follow noopener" target="_blank">Google&rsquo;s success in thwarting phishing</a>. Someone has to physically steal the hard key to gain access. However, hard keys are more expensive to purchase and maintain, which has historically precluded them from all but the most high-security applications.&nbsp;
<h2>Final Thoughts</h2>
Cybersecurity is an incredibly dynamic field. Researching the Uber breach and LAPSUS$ motivated me to take inventory of my current 2FA settings and improve security where possible. Hopefully, this overview of the Uber breach has helped you identify an area of improvement for yourself and your company.

The Uber breach shows that human fallibility continues to be weakest link in company security. What can we do about it?

2022 has been a year of tech giants getting breached. Human culpability continues to be, for the most ...

What the Uber Breach Taught Us About MFA Fatigue (and How to Prevent It)

2022 has been a year of tech giants getting breached. Human culpability continues to be, for the most part, the weakest link in company security. More on that later. The latest victim is the ubiquitous ride sharing company, Uber. This isn’t the first time Uber has been breached. In 2016 ...

Passphrases are the newest way to create passwords. They are often considered more secure and easier to remember than traditional passwords, but what exactly is a passphrase? Simply put, passphrases are passwords created by putting multiple common words together instead of a randomly generated set of letters, numbers, and characters.
As our digital lives grow more complex and the number of online accounts we manage skyrockets, the need for robust security has never been higher. Yet, human memory hasn't received a matching upgrade. Here&rsquo;s everything you need to know about passphrases to decide if you should use them to bridge the gap between human convenience and robust cybersecurity.
<div style="background-color: #f9f9f9; padding: 15px; border-left: 5px solid #0056b3; margin-bottom: 20px;">Key Takeaways:&nbsp;
<ul>
<li>Passphrases rely on sheer length rather than confusing complexity, making them harder for AI to crack but easier for humans to remember.</li>
<li>A strong passphrase uses unrelated words separated by spaces or hyphens, often generated using methods like Diceware.</li>
<li>You should never use the same passphrase for multiple accounts&mdash;use a password manager to handle the rest.</li>
</ul>
</div>
TeamPassword is the best way to store passphrases online. Don&rsquo;t believe us? <a href="https://app.teampassword.com/signup" rel="noopener" target="_blank">Sign up for a 14-day free trial</a> today and try for yourself.
<h2 id="what" is="" a="" passphrase="">What is a passphrase?</h2>
It seems like everyday we hear about a new &ldquo;<a href="https://teampassword.com/blog/what-is-the-future-of-passwords" rel="noopener" target="_blank">future of passwords</a>&rdquo; concept, from single sign on (SSO) to <a href="https://teampassword.com/blog/types-of-biometrics" rel="noopener" target="_blank">biometrics</a> or passkeys. If you are wondering about how these newer passwordless technologies function, you can read our deep dive on <a href="https://teampassword.com/blog/passkey-technology" rel="noopener" target="_blank">Passkey technology</a>.
However, unlike all of these other solutions, passphrases are really a low-tech way to make passwords more secure and easier to remember. While passkeys are excellent and highly recommended for individual site logins on your personal devices, passphrases remain the absolute best choice for a master password&mdash;the single, highly secure key used to unlock your secure credential vault.
Simply put, passphrases are a set of three or more words put together to create a very long and therefore secure password. Here&rsquo;s an example:
Passphrase example: Monkey-Plains-Milk-Europe
At 25 characters long, it&rsquo;s already extremely secure. What&rsquo;s really valuable is how much easier it is to remember. In fact, you&rsquo;ll probably remember &ldquo;monkey plains milk Europe&rdquo; a week from now. While you can use spaces as valid characters, using hyphens (-) is a very common way to add character complexity while keeping the passphrase incredibly easy to type on a mobile device or a standard keyboard.
You could make it even more secure by substituting a few numbers and characters:
Passphrase example: Monkey-Pl4ins-Milk-Eur0pe!
<img alt="password_entropy.webp" width="530" height="318" src="https://cdn.buttercms.com/2HiJREcRg6yN10QaKAr6">
<h3 id="passphrase-vs-password">Passphrase vs. Password: Why Length Matters</h3>
Passphrases are a set of words put together and used as a password. Conversely, when looking at a traditional password, it&rsquo;s a random jumble of letters, numbers, and characters.&nbsp;
Here&rsquo;s an example from our <a href="https://teampassword.com/password-generator" rel="noopener" target="_blank">free password generator</a>: ac=oei$EdrN5`2k
There&rsquo;s no question that is a hard password to guess, but is it really that secure? At 15 characters long and no discernable pattern for a dictionary attack, it would force computers to run a <a href="https://teampassword.com/blog/what-is-a-brute-force-attack-and-are-you-at-risk" rel="noopener" target="_blank">brute force attack</a>.&nbsp;
However, with the rise of AI and modern GPU hardware, computers can brute-force short, complex passwords faster than ever. This perfectly highlights why the sheer length of a passphrase is its greatest defense. A computer brute-forcing a password guesses character by character. When you use random dictionary words, the computer isn't just guessing letters; it has to guess the exact combination of words out of a dictionary of tens of thousands of words. That requires exponentially more computing power.
Our example above, Monkey-Pl4ins-Milk-Eur0pe!, is changed enough to make a dictionary attack impossible, is far longer (26 characters), and is easy to remember.&nbsp;In fact, you might never forget &ldquo;monkey plains milk Europe&rdquo; again!&nbsp;
<a href="https://xkcd.com/936/" rel="noopener" target="_blank">XKCD</a> summarized this problem brilliantly in one of their most famous comics. Essentially, traditional passwords are usually not long enough to trick computers running brute force attacks, but they are still too complicated for humans to remember. That&rsquo;s completely backwards.
Ideally, we want easy for humans, hard for computers passwords and not the other way around. That&rsquo;s where passphrases come in. &ldquo;Monkey-Pl4ins-Milk-Eur0pe!&rdquo; is very, very hard for a computer to crack, while you&rsquo;ve probably memorized it for life at this point.
<h2 id="how" secure="" are="" passphrases="">How secure are passphrases?</h2>
<a href="https://teampassword.com/blog/ultimate-guide-to-password-security-teampassword" rel="follow noopener" target="_blank">Passwords are only as secure as the way they are stored.</a> That&rsquo;s the same for passphrases. If you have a super complicated password on a sticky note in the corner of your monitor, then you do not have a secure password. Since passphrases are easier to remember, they are often stored in the brain, making them more secure than equally long random passwords.
Furthermore, boosting your security posture with passphrases aligns perfectly with the latest National Institute of Standards and Technology (NIST) guidelines. For years, IT departments forced users to create passwords with uppercase letters, numbers, and symbols, and change them every 90 days. The result? People experienced password fatigue and simply changed "Password1!" to "Password2!". NIST now explicitly recommends prioritizing longer passphrases over traditional complex passwords, removing arbitrary symbol requirements and frequent expiration policies in favor of sheer length.
That being said, most people require hundreds of passwords, and even though passphrases are easier to remember, that doesn&rsquo;t make 200 of them easy to remember.&nbsp;
<h2 id="pros" and="" cons="" of="" passphrases="">The pros and cons of passphrases</h2>
Passphrases can certainly be considered better in a lot of ways than passwords. However, they still have some of the same big vulnerabilities if used incorrectly. Here is a breakdown of how they compare:
<table border="1" cellpadding="10" cellspacing="0" style="width: 100%; border-collapse: collapse; margin-bottom: 20px;">
<thead style="background-color: #f4f4f4;">
<tr>
<th>Feature</th>
<th>Traditional Password</th>
<th>Passphrase</th>
</tr>
</thead>
<tbody>
<tr>
<td>Example</td>
<td>ac=oei$EdrN5`2k</td>
<td>Monkey-Plains-Milk-Europe</td>
</tr>
<tr>
<td>Memorability</td>
<td>Very Low (Often requires writing down)</td>
<td>High (Easy to visualize and remember)</td>
</tr>
<tr>
<td>Length &amp; Entropy</td>
<td>Usually 8-15 characters</td>
<td>Usually 20+ characters (exponentially stronger)</td>
</tr>
<tr>
<td>Typing Ease</td>
<td>Difficult, especially on mobile devices</td>
<td>Easy, uses standard dictionary words and hyphens/spaces</td>
</tr>
<tr>
<td>Vulnerabilities</td>
<td>AI and GPUs can brute-force short lengths quickly</td>
<td>Vulnerable to dictionary attacks if using common phrases</td>
</tr>
</tbody>
</table>
<h3>A passphrase is not necessarily more secure</h3>
Remember that dictionary attacks exist. If you pick words that are commonly used in passwords to make your passphrase, then you are at risk of a dictionary attack. For example, &ldquo;PasswordPasswordPassword&rdquo; is still going to be cracked in seconds. If your words are short, for example &ldquo;DogIceUp&rdquo;, then you still have an easy-to-crack password.
<h3>Passphrases are still vulnerable to the same storage mistakes</h3>
If you store passphrases in unsafe locations, for example a sticky note on your monitor or an unprotected Google Sheets document, then it is still at risk of being stolen. In the modern workspace, this also includes feeding credentials into unsecured generative AI prompts. If someone&mdash;or something&mdash;can find your passphrase, then it doesn&rsquo;t matter if it&rsquo;s long and complex.
<h3>A passphrase is easy to remember, but hundreds are not</h3>
You are probably getting tired of &ldquo;monkey plains milk Europe&rdquo; at this point because it is stuck in your head. However, if you need 200 accounts, then it might not be the easiest task to remember 800 words.&nbsp;
If you cheat and use the same passphrase across your accounts, then <a href="https://teampassword.com/blog/have-i-been-hacked-how-to-know-for-sure" rel="noopener" target="_blank">getting pwned</a> once means hackers have all of your information.&nbsp;
<div style="background-color: #eaf3ff; padding: 20px; text-align: center; border-radius: 8px; margin: 30px 0;">
<h3 style="margin-top: 0;">You only need to remember ONE passphrase. Let TeamPassword remember the other 200.</h3>
<a href="https://app.teampassword.com/signup" target="_blank" rel="noopener" style="display: inline-block; background-color: #0056b3; color: #fff; padding: 10px 20px; text-decoration: none; border-radius: 5px; font-weight: bold;">Start Your 14-Day Free Trial</a></div>
<h2 id="should" i="" use="" a="" passphrase="">When to Use a Passphrase vs. a Password Manager</h2>
Yes, passphrases are great. If you are looking for a super strong password for your email account or password manager, then a passphrase is a great option. Use a super complex passphrase to keep these key accounts safe.&nbsp;
However, it&rsquo;s not recommended to use passphrases for every single account you need to access. Trying to remember hundreds of passphrases is impossible, and human nature will inevitably lead you to start reusing them. It&rsquo;s best to use a handful of highly secure passphrases to protect key accounts (like your device login and your password vault) and then let a password manager remember the rest of them for you.
<h2 id="8" steps="" to="" creating="" and="" remembering="">6 steps to creating and remembering a strong passphrase</h2>
<a href="https://teampassword.com/blog/how-to-build-a-passphrase" rel="noopener" target="_blank">Building a passphrase</a> is easy. Actually, it can even be fun!
Here are 6 steps to follow to create and remember a strong passphrase:
&nbsp;&nbsp; &nbsp;
<ol>
<li>Avoid common phrases (Try Diceware instead): Using four random words can create a strong passphrase. Using a common phrase like &ldquo;TomBradyIsTheGOAT&rdquo; will leave you vulnerable to dictionary attacks because the words naturally follow one another in human speech. Instead, try the Diceware method&mdash;rolling physical dice to select truly random words from a master list. This guarantees an unpredictable, highly secure phrase that makes no logical sense to a computer.</li>
<li>Jokes are easier to remember: If you think something is funny, then you&rsquo;ll remember it. However, it won&rsquo;t necessarily be an easy to predict phrase for a computer or someone making a social engineering attempt. For example, &ldquo;NoisyGiraffeInfestation&rdquo; is funny but not exactly what you&rsquo;d think would naturally go together in a sentence.&nbsp;</li>
<li>Add an unusual word or two: This is the point where you pull out your thesaurus and pick one of the alternative words. For example, I&rsquo;ve always liked &ldquo;parsimonious&rdquo; instead of &ldquo;cheap&rdquo; to describe someone unwilling to spend money. The more obscure the word, the harder it is for basic cracking algorithms to guess.</li>
<li>Avoid common password words: We all know &ldquo;password&rdquo; should be avoided, but did you know <a href="https://cybernews.com/best-password-managers/most-common-passwords/" rel="noopener" target="_blank">ice, rice, tea, and pie</a> are the most common food items in passwords? It&rsquo;s best to avoid anything in the top 100 most common passwords at a minimum.</li>
<li>Substitute in numbers and symbols: Just like normal passwords, passphrases should also have upper- and lowercase letters, numbers, and symbols. Using hyphens (-) is an excellent way to break up words, as they naturally separate characters while adding entropy. Where possible, consider unusual substitutions to prevent advanced dictionary attacks. While &ldquo;4&rdquo; is often used for &ldquo;A&rdquo;, consider &ldquo;7&rdquo; for an upside-down &ldquo;L&rdquo;.</li>
<li>Practice typing your passphrase: Type out your passphrase 20 or 30 times to make sure you don&rsquo;t forget. Even if you&rsquo;ve memorized &ldquo;monkey plains milk Europe&rdquo; for life, &ldquo;Monkey-Pl4ins-Milk-Eur0pe!&rdquo; isn&rsquo;t quite as easy because of the specific character placements. Since passphrases should be used to protect your most important accounts, you don&rsquo;t want to forget yours!</li>
</ol>
<h2 id="TeamPassword" best="" way="" to="" store="" and="" share="">TeamPassword is the best way to store and share passphrases and passwords</h2>
Passphrases are a great new way to create complex passwords that are still easy to remember. If you&rsquo;ve read this far, you&rsquo;ll never forget &ldquo;monkey plains milk Europe&rdquo; and that&rsquo;s the whole point. They are long and easy to remember.
However, it is still not easy to remember hundreds of passphrases, so use them for your core accounts and then let a password manager create, store, and update your other complex passwords for you.&nbsp;
For example, we strongly recommend creating a passphrase to use as your master password for your TeamPassword account. This password unlocks your entire vault, and is not stored by us, so we cannot reset it if you lose it!
Your master password must be strong and memorable.&nbsp;
 <a href="https://app.teampassword.com/signup" rel="noopener" target="_blank">Sign up for a 14-day free trial</a> today to see why TeamPassword is the easiest way to store passwords online and share them with your team.
<hr style="margin: 40px 0;">
<h2>Frequently Asked Questions (FAQs)</h2>
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<h3 itemprop="name">Is a 4-word passphrase enough?</h3>
<div itemscope="" itemprop="acceptedAnswer" itemtype="https://schema.org/Answer">
Yes, generally a 4-word passphrase that is randomly generated (such as using the Diceware method) provides enough length and entropy to defend against modern brute-force attacks, especially if combined with hyphens or spaces.
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</div>
<div itemscope="" itemprop="mainEntity" itemtype="https://schema.org/Question">
<h3 itemprop="name">Can a passphrase have spaces?</h3>
<div itemscope="" itemprop="acceptedAnswer" itemtype="https://schema.org/Answer">
Absolutely! Most modern systems accept spaces as valid characters. Using spaces or hyphens (-) makes a passphrase much easier to read and type on mobile devices while actually adding necessary complexity to trick hacking algorithms.
</div>
</div>
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<h3 itemprop="name">How long should a passphrase be?</h3>
<div itemscope="" itemprop="acceptedAnswer" itemtype="https://schema.org/Answer">
A strong passphrase should ideally be at least 15 to 20 characters long. By combining four or more common words with spaces or hyphens, you easily hit lengths of 20+ characters, giving you excellent defense against AI-driven password cracking.
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Passphrases use multiple common words to create passwords instead of random letters and characters, making them secure and easy to remember.

Passphrases use multiple common words to create passwords instead of random letters and characters, making them secure and ...

What is a passphrase and should you use one?

Single sign-on (SSO) is a way for a user to have a single set of login credentials for multiple applications. This is different from reusing the same login credentials, i.e., name and password, for multiple sites, which is incredibly&nbsp;<a href="https://teampassword.com/blog/colonial-pipeline-ransomware-attack-dont-reuse-passwords" target="_blank" rel="noopener">dangerous</a>.
When modern IT professionals discuss SSO in the context of computers, they are talking about a centralized authentication framework. With SSO, you are using a single login system, which then allows you to access multiple other sites. Because of this centralized approach, you are introducing vulnerability by sharing the same credentials across many platforms&mdash;but you are doing so within a highly encrypted, heavily monitored, and mathematically proven framework, rather than trusting a dozen different website databases with your password.
Opposite to SSO, there is SLO (single log-out, which is sometimes called single sign-off), which is a single action leading to the termination of access to many different systems. This is just as critical for IT administrators; when an employee leaves a company, an administrator can trigger an SLO event to instantly revoke access to all company tools.
<a href="https://app.teampassword.com/signup" target="_blank" rel="noopener">TeamPassword</a> is an accredited secure provider utilizing state-of-the-art encryption technology for its <a href="https://teampassword.com/blog/whats-the-best-small-business-password-manager" target="_blank" rel="noopener">password manager</a>. Whatever other security measures you have in place, make TeamPassword a part of your security protocols to facilitate secure and easy collaboration across your organization. Even if you use a major SSO provider, there will always be shared team accounts, social media profiles, and legacy applications that do not support SSO integration.
When you save new passwords, the data is hashed, salted, and encrypted locally on your computer before being uploaded to TeamPassword via an encrypted connection. This level of encryption makes it impossible for nefarious actors to intercept your passwords.
Sign up today for a <a href="https://app.teampassword.com/signup" target="_blank" rel="noopener">free 14-day TeamPassword trial</a> and protect your company's digital assets from cybercriminals.
<h2>How single sign-on works</h2>
To fully grasp the SSO system meaning, you have to look at the underlying architecture. SSO is a type of federated identity management (FIM) arrangement. FIM refers to the establishment of trusted relationships between an organization and third parties, e.g., application vendors or partners, which allows them to share identities and authenticate users across domains. <a href="https://teampassword.com/blog/what-is-oauth-20-and-how-can-teampassword-help-you" target="_blank" rel="noopener">OAuth</a> (Open Authorization) is the framework that enables the user's account information to be used by third-party services, such as Facebook, without exposing the user's password.
The basic web SSO service works as follows:&nbsp;
<ol>
<li>The agent module on the application server retrieves the authentication credentials for a user from a dedicated SSO policy server (often called the Identity Provider or IdP).</li>
<li>Then, the agent module authenticates the user against the user repository, e.g., a lightweight directory access protocol (LDAP) directory.&nbsp;</li>
<li>The service then authenticates the user for all applications for which the user has been given rights, thus eliminating the need for further password prompts during the session. This is done using SSO tokens.</li>
</ol>
<h2>Types of SSO configurations</h2>
Many terms are used when discussing SSO, including Federated Identity Management (FIM), OAuth (nowadays OAuth 2.1), OpenID Connect (OIDC), Security Access Markup Language (SAML), and Same Sign-On (SSO). Understanding these terms is the key to mastering the SSO meaning computer experts reference daily.
SSO systems can be configured using different protocols. Two of them are Kerberos and SAML. They work as follows:
<ul>
<li>SAML:&nbsp;<a href="https://teampassword.com/blog/customer-spotlight-robert-lowry-vts" target="_blank" rel="noopener">SAML</a> is an extensible markup language&nbsp;(XML) standard that facilitates the exchange of user authentication and authorization data across secure domains. SAML-based SSO services require communications among the user, the identity provider that maintains the user directory, and the service provider. It remains the gold standard for enterprise web applications.</li>
<li>Kerberos: In a Kerberos-based setup, a ticket-granting ticket (<a href="https://www.techtarget.com/searchsecurity/definition/authentication-ticket" target="_blank" rel="noopener">TGT</a>) is issued when the user credentials are provided. The TGT then retrieves service tickets for any other applications the user tries to access so that the user does not need to personally provide further credentials. This is highly common in internal corporate networks.</li>
</ul>
Differently, a <a href="https://teampassword.com/blog/one-time-passwords-vs-two-factor-authentication" target="_blank" rel="noopener">smartcard</a>-based SSO requires the user to use a physical card holding the sign-in credentials for the first login. After using the information provided by the smartcard, the user will not have to enter any other usernames or passwords. Different SSO smartcards store either certificates or passwords.
<h2>What are the most popular SSO solutions?</h2>
The enterprise identity market has evolved rapidly, with several platforms rebranding to reflect modern cloud architectures. The following are some of the most popular SSO solutions available today:
<ul>
<li><a href="https://duo.com/" target="_blank" rel="noopener">Duo Single Sign-On (SSO)</a>: Owned by Cisco, Duo is famous for its frictionless multi-factor authentication push notifications and has expanded into a highly respected, lightweight SSO provider.</li>
<li><a href="https://www.pingidentity.com/" target="_blank" rel="noopener">Ping Identity</a>: A powerhouse in the enterprise space, Ping excels at handling complex, large-scale deployments that require integration with both modern cloud apps and legacy on-premises software.</li>
<li><a href="https://www.cyberark.com/" target="_blank" rel="noopener">CyberArk Workforce Identity</a>: Traditionally known for Privileged Access Management (PAM), CyberArk offers a robust SSO solution heavily focused on Zero Trust security frameworks.</li>
<li><a href="https://www.lastpass.com/" target="_blank" rel="noopener">LastPass Enterprise</a>: While primarily known as a password manager, LastPass offers integrated SSO capabilities tailored for small to medium-sized businesses looking for an all-in-one solution.</li>
<li><a href="https://www.microsoft.com/en-us/security/business/identity-access/microsoft-entra-id" target="_blank" rel="noopener">Microsoft Entra ID (Formerly Azure Active Directory)</a>: Microsoft recently rebranded Azure AD to Entra ID. Deeply integrated into the Microsoft 365 ecosystem, this is arguably the most widely used enterprise identity provider in the world.</li>
<li><a href="https://www.okta.com/" target="_blank" rel="noopener">Okta Single Sign-On</a>: Okta is a vendor-neutral giant in the identity space, boasting thousands of pre-built integrations to get companies up and running quickly.</li>
<li><a href="https://www.onelogin.com/" target="_blank" rel="noopener">OneLogin Secure Single Sign-On</a>: Acquired by Identity Automation, OneLogin provides a unified access management platform that is highly customizable and developer-friendly.</li>
<li><a href="https://www.rsa.com/" target="_blank" rel="noopener">RSA SecurID Access</a>: A legacy name in security, RSA continues to provide military-grade identity and access management for organizations with the highest security requirements.</li>
<li><a href="https://www.secureauth.com/" target="_blank" rel="noopener">SecureAuth Identity Platform</a>: SecureAuth specializes in passwordless authentication and adaptive risk-based access control.</li>
<li><a href="https://www.broadcom.com/products/cybersecurity/identity" target="_blank" rel="noopener">Symantec VIP Access Manager SSO</a>: Now part of Broadcom, Symantec VIP integrates advanced threat protection directly into the authentication process.</li>
</ul>
<h2>What makes a true SSO system?</h2>
A true SSO system means you do not need to reenter credentials moving from site to site. Once you log in to the system, it submits all the credentials behind the scenes using SSO tokens for you as you move from one site to another.&nbsp;
This is the key point of SSO as in single sign-on. It requires the trust relationship among the sites to be performed as a true SSO solution.&nbsp;
So what is SSO (as in same sign-on), besides the frustrating reuse of the same abbreviation? Same sign-on is very similar to SSO, with the big difference being that you need to keep logging in as you move from site to site even though you use the same credentials.&nbsp;
If you use your browser to save your passwords (and <a href="https://teampassword.com/blog/are-chrome-passwords-safe" target="_blank" rel="noopener">you shouldn&rsquo;t if you currently are</a>), then it likely types in the username and password fields for you as you enter a site, and then you need to click login all the same. Thus, you still need to log in to each website individually, even if it is accomplished with the same credentials as your browser.
If you are using a dedicated password manager,&nbsp;then things are similar. As you navigate from page to page, you are prompted to log in with the same credentials&mdash;those of your password manager&mdash;which then fills in the specific username and password for the website you are trying to access. This hybrid approach is excellent for the dozens of websites that do not natively support SAML or OIDC enterprise connections.
With SSO, meaning single sign-on as used throughout, you can log in to all applications for which you are approved once and with only one set of credentials, including cloud applications, on-premises applications, and web applications.
<h2>What are some types of SSO?</h2>
<h3>Social SSO</h3>
Facebook, Google, LinkedIn, and Twitter all offer popular SSO services. While these services are convenient and simple to begin using, they can present security risks as they create a single point of failure that can be exploited by attackers. If an employee uses their personal Facebook account to log into a business application, a compromise of their personal social media immediately puts your corporate data at risk.
More recently, Apple unveiled its own SSO service as part of its repositioning as a more privacy-conscious company. Sign-in with Apple offers enhanced security as it requires users to use two-factor authentication (<a href="https://teampassword.com/blog/password-manager-with-2fa" target="_blank" rel="noopener">2FA</a>) on all Apple ID accounts to support integration with Face ID and Touch ID on iOS devices. It also allows users to hide their real email addresses from third parties.
<h3>Enterprise SSO</h3>
Enterprise single sign-on (eSSO) software products and services are based on a client-server structure and are used to log in the user to target applications by replaying user credentials. One benefit is that target applications do not need to be modified to work with the eSSO system. eSSO platforms are explicitly designed to handle complex corporate hierarchies, allowing IT teams to instantly provision or revoke access based on a user's role within the company directory.
<h2>Advantages of SSO</h2>
The advantages of SSO include the following:
<ul>
<li>Fewer Passwords to Remember: It allows users to remember and manage fewer passwords and usernames. This drastically cuts down on password fatigue, meaning employees are more likely to create one highly complex, uncrackable passphrase rather than a dozen weak ones.</li>
<li>Increased Productivity: The process of signing on and using applications is streamlined by no longer needing to reenter passwords. Employees can move fluidly between their email, CRM, and project management tools without breaking their workflow.</li>
<li>Better Security Posture: It reduces the chance of a successful phishing attack. Because users aren't accustomed to constantly typing their passwords into web forms, they are less likely to accidentally type them into a malicious, spoofed website.</li>
<li>Mitigated Third-Party Risk: The risks from third-party sites are mitigated by the federated system. You are no longer trusting smaller SaaS vendors to properly salt and hash your employees' passwords in their own databases.</li>
<li>Cost Savings: IT costs are reduced due to the decrease in the number of IT help desk calls about passwords. Password resets frequently make up the majority of daily IT support tickets, draining valuable time and resources.</li>
</ul>
<h2>Disadvantages of SSO</h2>
Some disadvantages of SSO are the following:
<ul>
<li>Lack of Granularity: Different sites may require different levels of security, but SSO offers a uniform level of security. If a user is logged in, they are logged in. (Though modern adaptive access tools are beginning to solve this by requesting re-authentication for highly sensitive apps).</li>
<li>Downtime Vulnerability: If the SSO system becomes unavailable, then users are locked out of all their services. This heavy reliance on a single provider means uptime and redundancy are absolutely critical.</li>
<li>The Domino Effect: If unauthorized users gain access, then they could gain access to more than one application. A single compromised credential provides the keys to the entire corporate kingdom.</li>
<li>Strict Initial Requirements: Since the risk of stolen or abused SSO credentials is higher, it necessitates a much higher level of security during the initial credentialing process, requiring strict enforcement of hardware tokens or biometric authenticators.</li>
</ul>
<h2>What is an SSO token?</h2>
The SSO token is a collection of data passed between systems during the SSO process. It contains the information required to log in to the system and proof of its veracity. The information could include an email address and must be digitally signed to be accepted. A common modern format is the JSON Web Token (JWT), which securely transmits information between parties as a JSON object. Because the token is digitally signed&mdash;often using a public/private key pair&mdash;the receiving application can perfectly verify that the token genuinely came from the trusted Identity Provider.
<h2>Is SSO secure?</h2>
As always, the answer to this question is &ldquo;sometimes.&rdquo;&nbsp;
While SSO can improve security in many ways, like all security systems, it is not infallible. With a single username and password, the user is more likely to pick a long and secure password, as well as change it regularly. This reduced &ldquo;password fatigue&rdquo; also prevents users from recycling credentials across external sites, vastly reducing the attack surface.
<h2>Security risks and the limits of SSO</h2>
While an SSO system offers fantastic security benefits for the applications it covers, relying exclusively on SSO introduces its own set of risks and logistical challenges. The biggest hurdle for many growing businesses is that SSO is not universally supported. Countless niche software products, legacy databases, and shared social media accounts (like a company's LinkedIn or X profile) simply do not offer SAML or OIDC integrations.
Furthermore, even when a software vendor does support SSO, they frequently hide the feature behind their most expensive "Enterprise" pricing tiers. This industry practice, widely known as the "SSO Tax," forces organizations to pay drastically higher licensing fees just to secure their logins. For many small to medium-sized businesses, upgrading every single SaaS application to an enterprise tier is financially impossible, leaving a massive gap in their security coverage.
Because of these coverage gaps and exorbitant costs, dedicated <a href="https://teampassword.com/blog/whats-the-best-small-business-password-manager" target="_blank" rel="noopener">password managers</a> remain a vital tool in any cybersecurity arsenal. A password manager acts as the ultimate safety net, securing all the vital shared accounts and web services that your central SSO system cannot reach or that are too expensive to upgrade.
The best security strategy doesn't force you to choose between the two. TeamPassword seamlessly bridges this gap by offering robust SSO integrations. You can use your existing identity provider (like Google Workspace or Microsoft) to authenticate your team's access to TeamPassword. This means your employees get the frictionless login experience of an SSO system, while your company gets the comprehensive, encrypted coverage of a dedicated password vault for every single app they use.
Don't let your company fall victim to extortion emails, credential stuffing, and other password vulnerabilities. Let <a href="https://teampassword.com" target="_blank" rel="follow noopener">TeamPassword</a> take care of security while you focus on growing a successful business!
<a href="https://app.teampassword.com/signup" target="_blank" rel="noopener">Sign up for a 14-day free trial</a> to test TeamPassword with your team members today.

This article explains what is SSO (single sign-on), how it can be used, and what makes it secure to keep all of your information safe.

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Scaling a marketing agency requires far more than just sending PDF invoices and tracking basic expenses. The modern agency landscape has evolved drastically. Today, agency owners are managing distributed global teams, handling complex multi-currency retainers, executing high-volume media buys, and integrating AI into their daily workflows. A basic bookkeeping setup is no longer sufficient to keep up with the velocity of a growing firm.
If you are still using outdated accounting methods, you are likely suffering from blind spots in your cash flow forecasting, losing money to foreign transaction fees, or exposing your firm to compliance risks when hiring international freelancers. Furthermore, as your financial technology stack grows, so does your cybersecurity risk. Managing who has access to your bank feeds, payroll systems, and corporate cards is just as critical as the software itself.
In this comprehensive guide, we are moving beyond traditional "bookkeeping." We will break down the essential components of a modern Financial Operations (FinOps) stack for marketing agencies. We will explore the best accounting tools, global payroll platforms, spend management systems, and AI integrations, while highlighting exactly how to secure these mission-critical platforms using an encrypted password manager.
<h2>Why the Modern Agency Needs a FinOps Stack</h2>
In the past, accounting tools for marketing agencies were largely reactive. You would log your expenses, send your invoices, and hand everything over to a CPA at the end of the year to prepare your taxes. Today, accounting is proactive. Financial Operations, or FinOps, is the practice of bringing together accounting, payroll, spend management, and forecasting into a unified, real-time ecosystem.
Why is this shift so important for marketing agencies? Because agencies operate on fluid margins. A sudden change in client retainer scope, a massive spike in ad spend for a campaign, or the onboarding of three new international contractors can drastically alter your cash flow overnight. You need software that talks to each other, automates the tedious data entry, and gives you a real-time dashboard of your financial health.
However, this interconnected web of financial data creates a massive security challenge. Your FinOps stack holds your agency's most sensitive data: bank routing numbers, client billing details, employee salaries, and personally identifiable information (PII). Sharing these logins via email or Slack is one of the <a href="https://teampassword.com/blog/top-5-dangerous-ways-to-store-your-passwords" target="_blank" rel="noopener">most dangerous ways to store passwords</a>. As you build your accounting stack, implementing strict access control is non-negotiable.
<h2>Category 1: The Core General Ledgers (The Foundations)</h2>
At the center of your FinOps stack is your general ledger. This is your source of truth for all incoming revenue and outgoing expenses. While there are dozens of options on the market, three platforms consistently dominate the agency space due to their robust integrations and modern feature sets.
<h3>1. QuickBooks Online: The Industry Heavyweight</h3>
<a href="https://quickbooks.intuit.com/" target="_blank" rel="noopener">QuickBooks Online (QBO)</a> remains the undisputed heavyweight champion of small to mid-sized business accounting. For marketing agencies, its primary advantage is its massive app ecosystem. Almost every other tool you use&mdash;from your CRM to your time-tracking software&mdash;will have a native integration with QBO.
In recent years, QBO has leaned heavily into automated AI transaction categorization, drastically reducing the time it takes to reconcile your books at the end of the month. It handles complex chart of accounts setups easily, allowing you to track profitability across different agency departments (e.g., SEO vs. Paid Social vs. Creative).
The Security Layer: Because your general ledger holds the keys to your financial kingdom, you must control exactly who can view it. You will likely need to grant access to an external CPA or a fractional CFO. Instead of creating weak, easily guessable passwords or sharing credentials over insecure channels, use <a href="https://app.teampassword.com/signup" target="_blank" rel="noopener">TeamPassword</a>. By vaulting your QBO credentials, you can securely share access with external financial partners and instantly revoke that access the moment your contract with them ends.
<h3>2. Xero: The Cloud-Native Favorite for Global Agencies</h3>
<a href="https://www.xero.com/" target="_blank" rel="noopener">Xero</a> is widely considered the sleek, cloud-native alternative to QuickBooks. It is exceptionally popular among digital marketing agencies, particularly those operating internationally. If your agency bills clients in Euros but pays contractors in USD and GBP, Xero's multi-currency reconciliation features are best-in-class.
Xero provides a beautiful, intuitive dashboard that gives agency owners an immediate snapshot of cash flow, outstanding invoices, and upcoming bills. It also features a fantastic open API, making it a favorite for agencies that want to build custom dashboards using tools like Looker or Tableau.
The Security Layer: Xero allows for unlimited users, which is great for collaboration but can quickly lead to permission bloat. It is crucial to enforce the <a href="https://teampassword.com/blog/what-is-the-principle-of-least-privilege" target="_blank" rel="noopener">principle of least privilege</a>. Ensure that junior account managers cannot view the global payroll feeds. For shared integration keys or API tokens connecting Xero to your custom agency dashboards, store those sensitive developer secrets securely inside your team's password manager.
<h3>3. FreshBooks: Best for Creative-Heavy Retainers</h3>
If you run a smaller, highly specialized creative agency&mdash;perhaps focused on branding, design, or copywriting&mdash;a massive enterprise ledger might feel like overkill. <a href="https://www.freshbooks.com/" target="_blank" rel="noopener">FreshBooks</a> is tailored specifically for service-based businesses that rely heavily on time-tracking and retainer billing.
FreshBooks excels at the client experience. It allows you to create stunning, professional proposals that seamlessly convert into active projects and automated recurring invoices. Its built-in time-tracking ensures that your team is accurately logging hours against specific client retainers, preventing scope creep and ensuring you are billing for all your creative output.
<h2>Category 2: Global Payroll &amp; Compliance</h2>
Five years ago, an agency might have used a generic payment processor or freelance marketplace to pay a developer in another country. Today, tax laws surrounding contractor misclassification are incredibly strict. If your agency is leveraging global talent, you need specialized Employer of Record (EOR) software.
<h3>Deel &amp; Remote.com: The EOR Revolution</h3>
Platforms like <a href="https://www.deel.com/" target="_blank" rel="noopener">Deel</a> and <a href="https://remote.com/" target="_blank" rel="noopener">Remote.com</a> have fundamentally changed how marketing agencies scale. These platforms act as the legal Employer of Record in over 150 countries. This means you can hire a top-tier UX designer in Brazil or an SEO specialist in the Philippines without having to set up a foreign business entity or navigate complex local labor laws.
These tools automate international compliance, handle localized tax withholdings, and allow you to pay your entire global workforce with a single click in their local currencies (or even in cryptocurrency, depending on the region). This eliminates the headache of wire transfers, foreign transaction fees, and end-of-year tax document scrambling.
The Security Layer: HR and payroll platforms hold some of the most highly regulated PII in your organization, including employee bank accounts, government ID numbers, and home addresses. A breach here is catastrophic. Use TeamPassword to enforce strict <a href="https://teampassword.com/blog/role-based-access-control-rbac-guide" target="_blank" rel="noopener">Role-Based Access Control (RBAC)</a>. Only your HR director and lead finance officer should ever have access to these platforms. Vaulting these credentials behind TeamPassword's robust encryption ensures this sensitive data remains locked down.
<h2>Category 3: Spend Management &amp; Embedded Finance</h2>
Marketing agencies spend a massive amount of money on behalf of their clients. Whether it is $50,000 a month in Google Ads spend, software subscriptions for marketing automation tools, or travel expenses for a client shoot, managing corporate spending is a massive logistical hurdle.
<h3>Ramp &amp; Brex: Killing the Expense Report</h3>
Traditional corporate credit cards and manual expense reports are obsolete. Modern agencies rely on spend management platforms like <a href="https://ramp.com/" target="_blank" rel="noopener">Ramp</a> and <a href="https://www.brex.com/" target="_blank" rel="noopener">Brex</a>. These platforms combine corporate cards with intelligent software that actively looks for ways to save your agency money.
With tools like Ramp, you can instantly issue virtual credit cards to your media buyers. You can set specific, hard-coded limits on these cards (e.g., "$10,000 per month locked specifically to the Facebook Ads merchant ID"). If a campaign goes rogue, the card physically cannot overspend. Furthermore, employees simply text a photo of their receipt, and the software's AI automatically matches it to the transaction and syncs it directly to QuickBooks or Xero. The manual expense report is officially dead.
The Security Layer: Media buyers and account managers are constantly logging into various advertising platforms (Meta Ads, Google Ads, TikTok Business) to plug in these virtual corporate cards. These ad accounts are prime targets for hackers. By utilizing a <a href="https://teampassword.com/blog/whats-the-best-small-business-password-manager" target="_blank" rel="noopener">business password manager</a>, you can securely share client ad account logins with your team without ever exposing the actual password, ensuring that your clients' ad budgets and your virtual cards are protected from unauthorized access.
<h2>Category 4: AI &amp; Financial Forecasting</h2>
No 2026 software stack is complete without acknowledging the massive impact of Generative AI. While your core ledger handles the historical data, AI is increasingly being used to predict the future and parse complex financial documentation.
<h3>LLMs (ChatGPT Enterprise &amp; Claude): The AI Analyst</h3>
Forward-thinking marketing agencies are utilizing Large Language Models (LLMs) like <a href="https://openai.com/chatgpt/enterprise" target="_blank" rel="noopener">ChatGPT Enterprise</a> and <a href="https://www.anthropic.com/claude" target="_blank" rel="noopener">Claude</a> as fractional financial analysts. Agency owners are exporting anonymized cash flow reports from Xero and asking AI to identify inefficient spending patterns, forecast Q4 runway based on current pipeline data, or instantly summarize complex 50-page vendor contracts.
These enterprise-grade AI tools offer strict data privacy guarantees, ensuring that your financial data is not used to train public models. They are becoming an indispensable part of the CFO tech stack, allowing agencies to make faster, data-driven decisions regarding hiring and client acquisitions.
The Security Layer: Enterprise AI licenses can be incredibly expensive per seat. Often, a finance or operations team will share a dedicated departmental account to access these advanced models. Sharing a single login across a team opens the door to security risks if not handled properly. TeamPassword allows you to securely share access to premium AI tools, ensuring that your team can leverage the power of LLMs without compromising your agency's cybersecurity posture.
<h2>Securing Your Agency's Financial Stack</h2>
As you upgrade your agency's accounting tools from basic bookkeeping to a modern FinOps stack, the complexity of your digital footprint increases exponentially. You are no longer just managing one login for a desktop software program; you are managing interconnected cloud access for ledgers, global payroll providers, virtual credit cards, and AI analysts.
The hard truth is that your financial operations are only as secure as the weakest password protecting them. A single compromised credential for an EOR platform or a spend management dashboard can cost an agency tens of thousands of dollars and permanently destroy client trust.
This is why a secure, encrypted password manager is not just an IT tool; it is a fundamental piece of your accounting infrastructure. TeamPassword integrates directly into your daily workflow, providing seamless access to the tools your team needs while keeping unauthorized users completely locked out.
Modernize your agency's financial operations, but do not sacrifice your security in the process. Take control of your digital perimeter and protect your bottom line.
<a href="https://app.teampassword.com/signup" target="_blank" rel="noopener">Sign up for a 14-day free trial of TeamPassword today</a> and ensure your FinOps stack is locked down and secure.

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So you think hackers have stolen your password? You're not the only one. 
Perhaps you've noticed strange activity on your email account or frequent pop-ups on your computer. Perhaps it's just a hunch. 
But how can you know&nbsp;for sure?
There are many warning signs that you've been the victim of a data hack:
<ul>
<li>Your device is slower than normal.</li>
<li>You use more data than normal.</li>
<li>Videos take longer to load.</li>
<li>You received an email notification about a password change you didn't make.</li>
<li>An online account no longer accepts your password.</li>
</ul>
However, hackers can steal your passwords and identity&nbsp;without you ever knowing. That's why it's so difficult to tell if you're the victim of a hack.
This guide will help you work out if hackers have stolen your information and tell you how to stop it from happening again.&nbsp;
Prevent hackers from stealing your data by incorporating TeamPassword into your tech stack. This password manager for teams comes with a range of security features like two-step verification and password encryption.&nbsp;<a href="https://app.teampassword.com/dashboard#signup/testimonial" target="_blank" rel="noopener">Sign up for a free trial</a>&nbsp;today.&nbsp;

<h2>Have I Been Hacked? How Do I Know?</h2>
There are various ways to tell whether hackers have access to your information:
<ul>
<li>Look for unusual activity on your account. This activity includes logins to your social media accounts from unfamiliar locations or mass messages sent from your email account.&nbsp;</li>
<li>Look for security emails from account providers that warn about failed login attempts or password changes you didn't make.&nbsp;&nbsp;</li>
<li>Look for changes in performance on the devices, apps, and websites you use. For example, see if videos take longer to buffer than normal.&nbsp;</li>
<li>Look at your browser's password manager (if you use one) and check that nobody has changed these credentials.&nbsp;</li>
</ul>
All the above can be a guessing game. You might have a feeling that you're the victim of a hack but don't know for sure. 
Checking a stolen password list like "Have I Been Pwned" clears up some of the confusion. This tool searches across multiple data breaches &mdash; when hackers take stolen passwords and usernames and post them online &mdash; to see if cybercriminals have compromised your personal information. 
Here's how to use this stolen password list:
<ol>
<li>Enter your email address on the main page.&nbsp;</li>
<li>Click "pwned."</li>
<li>The website will search thousands of databases to see if hackers have stolen your personal information.</li>
<li>If you receive the "Oh no &ndash; Pwned!" message, it means hackers have posted sensitive information associated with your email address (passwords, addresses, phone numbers, etc.) somewhere online.</li>
<li>If you receive the "Good news &ndash; no pwnage found!" message, it means the website could not find your information on the internet.&nbsp;</li>
</ol>
Note: Just because the website can't find your data on the internet, it doesn't mean hackers haven't compromised your personal information.
Read more:&nbsp;<a href="https://teampassword.com/blog/password-manager-for-small-businesses" target="_blank" rel="noopener">Password Manager for Small Businesses</a>

<h2>Which Passwords Did Hackers Steal?</h2>
Establish which passwords hackers stole in a data breach so you can take quick action. Websites like "Have I Been Pwned"&nbsp;won't&nbsp;tell you which passwords are at risk. You'll only learn whether hackers have compromised the data associated with a particular email address. 
Note: Sometimes, hackers might have access to your email address and other personal information but not your password. It's hard to know for sure.&nbsp;
If hackers have access to your data, it's a good idea to change&nbsp;all passwords&nbsp;associated with the compromised email address. If you use your email address for several online accounts, change the passwords for these services. Updating these passwords might take you a while, and remembering the new passwords leads to additional problems. (Keep reading to find a solution.)
Here are some other tips:
<ul>
<li>When choosing new passwords, use combinations of lowercase letters, uppercase letters, numbers, and symbols. Passwords that use all these elements are stronger than those that don't.</li>
<li>Don't write your passwords down because this increases the risk of identity theft.&nbsp;&nbsp;</li>
<li>Don't tell anyone your new passwords.</li>
</ul>
Read more:&nbsp;<a href="https://teampassword.com/blog/the-most-secure-way-to-share-passwords" target="_blank" rel="noopener">The Most Secure Way to Share Passwords</a>.

<h2>How Common Is a Data Hack?</h2>
More common than you think. Hackers were responsible for more than 4,000 attacks every day in 2020, and the total number of compromised records exceeded 37 billion. That's a 141% increase from 2019. Much of this compromised data appears on the dark web, where cybercriminals use it to facilitate illegal activities such as identity theft and money laundering.&nbsp;
If you have been the subject of a data hack, you are not alone. However, it's important to act quickly to prevent hackers from accessing your personal or financial accounts.&nbsp;
There are other types of cybercrime to consider. Cybercriminals use techniques like phishing, where they impersonate people online and trick victims into handing over their personal information. Phishing now accounts for more than 80% of all cybersecurity incidents, and criminals steal $17,700 every minute in these attacks.&nbsp;

<h2>What Kind of Information Do Hackers Steal?</h2>
Hackers steal all kinds of personal and financial information:
<ul>
<li>Names</li>
<li>Email addresses</li>
<li>Usernames</li>
<li>Passwords</li>
<li>Addresses</li>
<li>Phone numbers</li>
<li>Bank account details</li>
<li>Credit card numbers</li>
<li>Social Security numbers</li>
<li>Insurance information&nbsp;</li>
<li>IRS information</li>
<li>Photos</li>
<li>Private message</li>
<li>SMS messages</li>
</ul>
Nothing is off-limits for hackers, and these criminals go to great lengths to steal your data. Once they have access to the information above, hackers can transfer money from your bank accounts, use your identity to apply for financing, and damage your credit file.&nbsp;
Read more:&nbsp;<a href="https://teampassword.com/blog/the-scariest-data-breaches-of-all-time" target="_blank" rel="noopener">The Scariest Data Breaches of All Time</a>.
TeamPassword is the best password manager for teams. Features include two-step verification, password encryption, easy password sharing, and more.&nbsp;<a href="https://app.teampassword.com/dashboard#signup/testimonial" target="_blank" rel="noopener">Get a free trial now</a>&nbsp;and learn how TeamPassword keeps you safe online.&nbsp;

<h2>Have I Been Hacked? How to Stay Safe.</h2>
There are several ways to improve online security and prevent hackers from accessing your personal information:
<ul>
<li>Use the latest security software and apps when using devices and browsing the internet.</li>
<li>Carry out regular risk assessments where you evaluate your security software.</li>
<li>Back up personal data to a reputable cloud service instead of keeping it on your device.&nbsp;</li>
<li>Don't share personal information with other people.</li>
<li>Create a security management strategy for your organization and share it with all team members.&nbsp;</li>
</ul>
Using a password manager is another way to stay safe online. The best ones encrypt your online passwords so hackers can't access these credentials, and you can keep passwords in a secure cloud-based vault and not have to remember them. There are various password managers online, including free ones available through most internet browsers, but not all tools are the same.&nbsp;
If you work alongside a team, consider TeamPassword. It's the&nbsp;<a href="https://www.teampassword.com/" target="_blank" rel="noopener">password manager for teams</a>&nbsp;that require world-class security and performance. This all-in-one password solution helps teams like yours store, manage, and share passwords in the safest way possible.&nbsp;

<h2>How Can TeamPassword Help?</h2>
TeamPassword prevents hackers from stealing your organization's most sensitive data with an incredible range of password management features. Enterprises of all sizes use TeamPassword to manage passwords, including tech startups, digital marketing agencies, creative agencies, and software and development teams.
Here are some&nbsp;<a href="https://teampassword.com/features" target="_blank" rel="noopener">TeamPassword features</a>&nbsp;that prevent situations involving a stolen password:
<ul>
<li>Random password generation that creates unique passwords for websites.</li>
<li>Two-step password verification.</li>
<li>Activity and logging tools so you can discover who has access to password management features.</li>
<li>Secure encryption technology.</li>
<li>Email notifications about password management actions.</li>
<li>Passwords stored securely in one place. </li>
</ul>
<h2>Final Word</h2>
If you're looking for the answer to the question, "Have I been hacked?" it's difficult to know for sure. Preventing hackers from compromising your data in the first place provides a better resolution. TeamPassword lets you store and manage passwords in a secure environment and minimize the effects of a stolen password so you can avoid hackers stealing your data and continue to collaborate on team projects.&nbsp;
With features like password encryption, two-step authentication, and random password generation, TeamPassword is the best password management solution for teams that want to improve online security.&nbsp;<a href="https://app.teampassword.com/dashboard#signup/testimonial" target="_blank" rel="noopener">Sign up for a free trial</a>&nbsp;now.

Have I been hacked? Here's how to check if you have and learn how to stop hackers from stealing your data. | TeamPassword Blog

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Have I Been Hacked? How to Know for Sure.

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