Cyber security breaches can happen to any business and the impact can be serious because of the nature of the private and sensitive information that is held. This is especially true for healthcare and financial services, where trust and confidentiality is essential.
For sole traders and small businesses, the challenge is even greater. Many don’t have dedicated IT teams or large budgets yet they still handle sensitive data and rely on digital systems everyday.
This article offers a simple look at what usually happens during a breach, what steps are typically taken, and how support from a technology services and solutions provider (TSSP) can make a real difference.
What is a cyber breach?
A breach happens when someone gains access to your systems or data without permission. This could be through a fake email that tricks someone into clicking a link, malware that sneaks into your system, or a lost or stolen device.
Cyber breaches can be hard to spot at first. You might notice:
- Systems running slowly
- Files missing or changed
- Customers reporting strange activity
- Staff receiving suspicious emails
Common types of cyber attack
Understanding how breaches happen can help you stay alert.
Common attack types include:
- Phishing – fake emails or messages that trick users into giving away information
- Ransomware – malicious software that locks systems until a payment is made
- Insider threats – staff or contractors who misuse access
- Credential theft – stolen usernames and passwords used to access systems
What Happens when the breach is discovered?
Let’s imagine you’re going about your day, seeing patients, meeting clients, or managing your team and suddenly, something doesn’t seem right. A system is acting strangely. Files are missing. A staff member reports a suspicious email. This is often how a cyber security breach is first noticed.
When a breach is discovered, it’s important to act quickly and calmly. The goal is to limit the damage, understand what happened, and begin recovery.
The typical steps businesses take once a breach is detected aren’t about assigning blame they’re about taking control of the situation and protecting your business, your data, and your customers. Knowing what to expect can help you respond more effectively and reduce disruption.
Step by Step Response
1. Contain the Problem
Stop the breach from spreading by quickly isolating affected systems, accounts, or devices to limit further damage. This might mean:
- Disconnecting affected computers
- Turning off access to certain accounts
- Pausing online services
2. Check What Was Affected
Review which systems and data were accessed, changed, or stolen to understand the full impact. Business may look at:
- Which systems were involved
- What kind of data was accessed (e.g. patient records, financial info)
- How the breach happened
3. Inform the Right People
Clear communication is important to keep everyone informed and calm. This may include:
- Staff and management
- Customers or clients
- IT support teams
- In some cases, government agencies or regulators
4. Fix and Restore Systems
After containing the breach and checking what was affected. This can take time, depending on how serious the breach was, but the business works to:
- Remove any harmful software
- Fix weak points in the system
- Restore lost or damaged data from backups
5. Recovery and Business Continuity
After a breach, restoring systems is only part of the process. Businesses also need to continue operating while recovery is underway. A good plan helps minimise downtime and maintain customer trust.
Key elements include:
- Reliable data backups to restore critical information quickly
- Alternative communication methods if email or phone are affected
- Support from your TSSP to get systems running and staff back online
Planning for continuity ensures your business can respond to a breach without losing business.
Regulatory Requirements for Cyber Security Breaches in Australia
1. Healthcare Providers
Healthcare providers and business owners are subject to strict privacy and data protection rules due to the sensitive nature of patient information. These include:
- Notifiable Data Breaches (NDB) Scheme: If a breach involves personal health information and is likely to cause serious harm, healthcare providers must notify:
- The Office of the Australian Information Commissioner (OAIC)
- Affected individuals
- If the breach involves the My Health Record system, providers must also notify the My Health Record System Operator.
Healthcare organisations should be familiar with the OAIC’s four-step data breach response plan, which includes containment, assessment, notification, and review.
2. Financial Services
Financial services businesses are regulated by multiple agencies, including ASIC and APRA, and are expected to maintain strong cyber resilience.
- ASIC requires financial services providers to manage cyber risks as part of their general obligation to operate efficiently and fairly.
- APRA-regulated entities (such as banks, insurers, and superannuation funds) must comply with Prudential Standard CPS 234, which includes:
- Timely notification of material information security incidents to APRA
- Maintaining information security capabilities
Financial institutions may also be required to notify the OAIC under the NDB scheme if personal data is involved.
3. Small Businesses
Most small businesses with less than $3 million in annual turnover are exempt from the Privacy Act, but the NDB scheme still applies if they:
- Provide health services
- Trade in personal information
- Provide services to the Australian Government
- Handle tax file numbers or credit reporting
If a breach is likely to cause serious harm, these businesses must:
- Notify affected individuals
- Submit a statement to the OAIC
Even if not legally required, many small businesses choose to follow the NDB scheme voluntarily to maintain trust and meet partner expectations.
Business owners, including sole traders should be aware of their obligations under the Privacy Act, NDB Scheme, and any industry-specific codes of conduct. If unsure, you may choose to seek professional advice to understand responsibilities.
Incident Response Plans
An incident response plan is a simple tool that business owners use to be able to respond quickly and effectively when a cyber breach occurs. It doesn’t need to be long or technical, but it should be clear, practical, and easy to follow.
Having a simple plan in place helps reduce confusion, saves time, and limits the damage. The key is to make sure everyone knows their role and can act quickly.
Why it matters
- Breaches often happen suddenly and without warning
- Staff may not know what to do or who to contact
- A clear plan helps everyone stay calm and take the right steps
What to Include In Your Plan
1. Key Contacts
- Who should be notified first (e.g., business owner, IT support, TSSP)?
- Include contact details of your technology provider, legal advisor (if applicable), and any relevant authorities.
2. Immediate Actions
- Steps to contain the breach (e.g., disconnect devices, disable accounts)
- Instructions for staff on what to avoid (e.g., don't delete files, don't communicate externally until advised).
3. Assessment Checklist
- What systems were affected?
- What kind of data may be involved?
- Are backups available?
4. Communication Plan
- Who needs to be informed (staff, customers, regulators)?
- How will you communicate (email, phone, website notice)?
- Who is responsible for drafting and sending messages?
5. Recovery Steps
- How to restore systems and data
- Who will lead the recovery process?
- What support is needed from your TSSP?
Post-Incident Review
- What went well?
- What could be improved?
- What changes should be made to prevent future breaches?
Practicing Incident Response Plans
Having an incident response plan is essential but its true value comes from regular practice and testing. Running simulated breach scenarios helps your team understand their roles, identify gaps in the plan, and build confidence to act quickly under pressure. By rehearsing your response, you ensure everyone knows what to do if a real incident occurs. This approach not only reduces confusion and delays but also helps refine your plan over time, making your business more resilient again evolving cyber threats.
Third-Party Risks
If you use external platforms (e.g. booking systems, payment gateways), be prepared to:
- Contact the provider if a breach involves their system
- Understand their response process
- Communicate clearly with affected customers
Responding to a breach is only part of the picture. Preventing one and being ready if it happens, requires ongoing support. That’s where working with a Technology Services and Solutions Provider (TSSP) can make a real difference.
How Working with a Technology Services and Solutions Provider Can Help
Small to medium-sized businesses, including sole traders, often don’t have full-time IT staff. That’s where a Technology Services and Solutions Provider (TSSP) makes a difference. A TSSP manages your technology systems and cyber security, offering expert support before, during, and after a breach. With a TSSP, you gain access to proactive monitoring, rapid response, and ongoing strategies to help protect your business from evolving cyber threats.
Before a Breach: Monitoring systems, keeping software and security tools up to date, and training staff to recognise suspicious activity are key steps in stay ahead of potential cyber threats.
During a Breach: It is important to act quickly to contain the breach, investigate what happened, and communicate clearly with staff and customers to keep everyone informed and supported.
After a Breach: Cleaning up and restoring systems, recovering lost data and reviewing what went wrong are essential to preventing incidents and strengthening your overall cyber resilience.
Harvey Norman Technology for Business
Harvey Norman Technology for Business specialises in complete IT solutions designed to enhance cyber security, protect critical and sensitive data, and maximise the efficiency of IT systems, specifically for small to medium-sized businesses and sole traders.
We understand the challenges of staying ahead of evolving cyber threats, meeting compliance requirements, and maintaining reliable system performance. Our goal is to help business owners safeguard sensitive client and business data, minimise risk, and ensure smooth, secure operations.
With years of experience, a dedicated team, and valuable industry insights, we deliver advanced solutions that:
- Protect IT systems from emerging threats
- Keep businesses secure and compliant with Australian laws and regulations
- Reduce exposure to risk while improving system performance
- Monitor your systems remotely
- Help protect your data from threats
- Respond quickly if something goes wrong
Here’s how we support you:
- Advanced cyber security solutions to protect against emerging threats
- Insights on Australian laws and regulations
- Proven strategies to secure sensitive financial and customer information
- Best practices for security, compliance, and risk management
- Proactive management of your IT environment
- Help desk support for all IT-related issues
- 24/7 monitoring by an expert security team
Whether you're in healthcare, financial services, or any other sector, Harvey Norman Technology for Business provides affordable, secure, and practical solutions tailored to your business needs.
Final Checklist
Ask yourself
- Do I know who to call if a breach happens?
- Are my systems monitored?
- Do my staff know how to spot suspicious activity?
- Do I have backups in place?
- Am I aware of my reporting obligations?
Conclusion
Cyber security breaches are stressful, but they don’t have to be devastating.
Knowing what to expect, having a clear response plan, and working with trusted support can make all the difference. If you are a business owner or working as a sole trader, now is the time to think about how your systems are protected and who you can call if something goes wrong.
