This post is based on an article that first appeared in the April 2025 Clermont Telegraph

Running a business today means dealing with a mountain of digital tools. From accounting software to online booking systems, we sign up, tick the terms and conditions box, and start using the service—often without a second thought about where our data is going, how it’s stored, or what it will be used for.

For many business owners, the digital tools we rely on every day seem like a convenience. They automate bookings, help manage invoices, and streamline customer communications. But have you ever stopped to think about who actually owns all the data you input into these systems?

As someone who has spent most of my life in tech, you’ll find me on the internet as developersteve. Over the years, I’ve helped businesses across different industries set up their digital infrastructure, and one common theme always comes up: businesses often don’t realise how much control they’re giving away over their data. Whether it’s customer records, transaction histories, staff information, or even something as simple as your inventory, data is the foundation of any business and its day-to-day operations. Without access to it, your business could face some serious problems.

Where Your Business Data Ends Up

Many online services operate under a model where they store, analyse, and sometimes even monetise your business data. This might not always be obvious, but the way these platforms are structured means that once your data is in their system, it may not be as private or secure as you think.

Here’s how that can happen:

Cloud-Based Software

If you’re using free or low-cost services for invoicing, bookings, or customer tracking, check whether they own your data or just store it for you. Some platforms claim rights to the data you enter, meaning they can analyse it, share it, or even use it to train AI models. While it may not seem like a big deal at first, this could mean that your business data is being used in ways you didn’t agree to—or worse, in ways that benefit your competitors.

Third-Party Integrations

Many businesses use tools that connect to multiple services, like a booking system that syncs with social media or a payment provider. While these integrations make life easier, they also increase the risk of exposure or misuse. Every time your data is shared between platforms, there’s a chance it’s being stored elsewhere, analysed, or even sold. The more integrations you use, the harder it becomes to track where your business data is going.

Freemium Models

Many “free” platforms offer great features at no cost but often come with strings attached. While they may seem budget-friendly, the real cost is often your business data. These platforms can use the information you provide for targeted advertising, sell it to third parties, or even use it to train AI models. The end result? You become the product.

The Risks of Losing Control Over Your Data

Data security isn’t just about privacy—it’s a core business risk. If you don’t control your data, you could face serious challenges down the road. Here are some of the biggest risks:

Data Lock-In

Some platforms make it incredibly difficult to export or transfer your data if you ever decide to switch providers. This can leave businesses trapped in expensive, restrictive services with no easy way out. If the platform suddenly shuts down, raises prices, or changes its policies, you could be left scrambling to rebuild your entire system.

Privacy Breaches

Cybersecurity is a growing concern for businesses of all sizes. If a service you use gets hacked, your customer data could be exposed, leading to serious reputational damage and potential legal consequences. Even large corporations struggle with data breaches, so it’s essential to be proactive about security.

AI and Data Mining

Some companies use customer data to train AI models, meaning that your business insights could be fuelling competitors’ growth. If a free platform is using your data to train AI, that same AI could be used by another business in your industry to get ahead—using insights that you unknowingly provided.

How to Protect Your Business Data

The good news is that there are practical steps you can take to regain control over your data without making things overly complicated. Here’s where to start:

1. Read the Terms (or at Least the Important Parts)

No one enjoys reading long terms and conditions, but certain phrases can reveal a lot about how your data is used. Keep an eye out for:

"Data Ownership" – Does the platform claim ownership of the data you enter?
"Data Sharing" – Is your data being shared with third parties?
"Third-Party Access" – Are integrations collecting and using your data?

If a service reserves the right to “store and use data for analytical purposes,” it’s worth questioning what that actually means for your business.

2. Choose Services That Prioritise Privacy

Whenever possible, choose platforms that offer self-hosted options or strong data control policies. While self-hosting might sound technical, it can be cost-effective, secure, and tailored to your needs with the right setup. Some open-source alternatives allow businesses to keep full control of their data without relying on third-party providers.

3. Always Have Backups

Even if your business relies on cloud-based platforms, keeping an offline or alternative backup ensures that you have access to your own records—even if a service shuts down, restricts access, or suffers a security breach. Storing backups on secure external drives or private servers can help protect your business from unexpected disruptions.

4. Limit Third-Party Access

If a tool asks for unnecessary permissions—like full access to your customer list, financial records, or private files—ask yourself whether it really needs that level of data. It’s also important to check how these services store your login credentials and whether they offer two-factor authentication (2FA) for added security.

5. Own Your Website and Emails

Many businesses rely on social media for customer engagement, but these platforms control your audience, data, and visibility. Owning your own website and business email ensures that you have direct access to your customers without relying on third-party services.

A well-planned marketing strategy can also help funnel customers to your website, allowing you to capture their details, engage directly, and build long-term relationships on your own terms.

Keep a watchful eye on your data

Not all digital services are built with your best interests in mind. While modern tools make life easier, it’s crucial to stay in control of your business data to protect both your company and your customers.

At Clermont Digital, we help businesses take ownership of their digital tools, whether that means setting up self-hosted software, automating workflows, or making sure your online systems work for you—not against you.

Next time you’re about to sign up for an online service, pause for a second and ask yourself: who really owns this data?

That question alone could save your business a lot of trouble in the long run.