Key points

• Notion is popular for business use but has specific, but limited security features
• Common vulnerabilities and mistakes can put Notion data at risk
• Organisations must be proactive in managing Notion’s security features
• Metomic provides tools to enhance data security within Notion effectively

Notion is a popular productivity tool that helps businesses streamline workflows and collaborate effectively. However, securing your data within Notion is crucial.

This guide aims to educate IT and security teams on common cybersecurity risks in Notion and how to mitigate them. We’ll discuss Notion’s security features, potential vulnerabilities, and practical steps to enhance data protection.

Notion offers data encryption, Two-Factor Authentication (2FA), and robust access controls. While these are strong foundations, additional measures are necessary to ensure full protection.

By understanding these vulnerabilities and implementing best practices, you can keep your company’s data secure. Let's explore how to make Notion an even safer tool for your business.

Is Notion safe for businesses?

Notion is widely praised for its functionality and user-friendly interface, making it a go-to tool for many businesses. However, its security features are a crucial aspect to consider. Let's delve into what Notion offers and where it may fall short.

Security Features Overview

1. Data Encryption

Notion uses data encryption to protect your information both in transit and at rest. This means that your data is encoded, making it difficult for unauthorised users to access it.

2. Two-Factor Authentication (2FA)

Two-Factor Authentication adds an extra layer of security by requiring not just a password and username but also an additional form of verification such as an authenticator app, or having a code sent to your phone.

Notion supports 2FA, significantly reducing the risk of unauthorised access. To illustrate its effectiveness, when Google mandated 2FA for 150 million users in 2021, it resulted in a 50% decrease in compromised accounts.

3. Access Controls and Permissions

Notion provides robust access controls and permissions, allowing you to specify who can view, edit, or share content within your workspace. This ensures that sensitive information is only accessible to authorised personnel, helping to prevent internal data breaches.

Limitations of Notion’s Security

While Notion offers several strong security features, it is not without its limitations. Understanding these can help you better protect your data.

Areas Where Notion’s Security Measures Fall Short

One area of concern is the potential for misconfigured permissions. If access controls are not set up correctly, there is a risk of sensitive data being exposed to unintended users. Additionally, Notion’s current security framework may not meet the stringent requirements of highly regulated industries, such as finance or healthcare.

Potential Notion Vulnerabilities

Phishing attacks pose a significant threat, as users may be tricked into providing their login credentials through deceptive emails or links. Another vulnerability is the risk associated with third-party integrations. While these can enhance functionality, they can also introduce security risks if not properly vetted.

While Notion provides solid security features like data encryption, 2FA, and detailed access controls, it’s essential to be aware of its limitations and potential vulnerabilities.

Common security risks, concerns, and vulnerabilities

When using Notion, it's essential to be aware of common security risks and vulnerabilities. Here’s a breakdown of key risks with real-world statistics.

Unauthorised access

• Weak or compromised passwords: Weak passwords are a significant security risk, with 86% of data breaches involving the use of stolen credentials. Always use strong, unique passwords.
• Robust authentication methods: 2FA or MFA adds an extra layer of security, reducing the risk of unauthorised access. Microsoft reports that over 99% of account compromise attacks can be blocked with 2FA and MFA protection . To enable 2FA, navigate to ‘Settings & Members,’ then ‘My Account,’ and activate the 2-step verification. Use an authenticator app such as Authy or Google Authenticator for enhanced security.

Data breaches

• Misconfigured permissions: Misconfigured permissions can expose sensitive information. Notably, 67% of cloud breaches were due to misconfiguration . Clearly, proper permissions management is crucial.
• Storing sensitive information without encryption: Storing sensitive information without encryption leaves data vulnerable. Ensure all sensitive data is encrypted to protect it from unauthorised access.

Phishing attacks

• Compromising Notion accounts: Phishing attacks, which last an average of 261 days, deceive users into providing login credentials. Always verify the legitimacy of emails or links before clicking.

Third-party integrations

• Risks of connecting external apps and services: Connecting external apps can introduce security risks. A report reveals that 98% of organisations have a relationship with a third party that has been breached. Carefully vet third-party tools before integrating them with Notion.

Understanding and addressing these risks is essential for a secure Notion workspace. Implementing strong passwords, enabling 2FA, managing permissions correctly, and vetting third-party integrations can significantly reduce the risk of data breaches and unauthorised access.

💻Watch: Rich Vibert, CEO of Metomic explains the sharing features & security risks in Notion

Common mistakes leading to hacks

Even with strong security features, Notion users can inadvertently create vulnerabilities through common mistakes. Let’s explore some key errors and how to avoid them.

1. Storing sensitive information in Notion

Keeping passwords and confidential data in Notion can be dangerous if your account is compromised. Instead, use a dedicated password manager like 1Password or Bitwarden for secure storage and easy access to your passwords.

2. Improper sharing practices

Mismanaging access to your Notion databases can lead to data exposure, e.g. to external parties, or to company members without proper security clearance or seniority.

Granting full access to databases might result in unintended changes or deletions. Follow best practices by setting access levels to 'Can Edit Content' rather than full access. This ensures team members can update entries without altering the database structure.

While it’s easy to collaborate with others in Notion, it’s also easy to give them more access than intended, due to Notion’s two-step process for sharing pages with guests.

💻Watch: Our short video from Metomic CEO, Rich Vibert, helps you avoid this exact problem.

Potential consequences of not keeping Notion secure

Neglecting Notion security can have far-reaching consequences for both organisations and their customers. Here’s a look at the potential impacts of insufficient security measures:

1. Impact on organisations

Failing to secure your Notion workspace can lead to severe financial and operational repercussions. The global financial cost of a data breach has surged by 10%, now reaching an average of $4.88 million.

Operational disruptions are also a significant concern, as compromised data can disrupt business processes and lead to costly recovery efforts.

2. Impact on customers

A breach not only risks exposure of sensitive personal information but also undermines trust. Research indicates that 66% of consumers would lose trust in a company following a data breach.

Furthermore, if other companies get their hands on your data, it can lead to competitive disadvantages and potential exploitation of confidential information.

Additionally, organisations may face legal ramifications and fines, further compounding the damage and potentially leading to long-term consequences for customer relationships and brand reputation.

How to make Notion more secure

Securing your Notion workspace involves a combination of best practices and effective use of its built-in features. By implementing these strategies, you can significantly enhance the security of your data and workflows.

1. Regular security audits

Conducting regular security audits helps identify and address potential vulnerabilities. This proactive approach ensures that your Notion environment remains secure and compliant with evolving standards.

2. Employee cybersecurity training

Investing in cybersecurity training for your team can prevent human errors that often lead to breaches.

3. Setting up granular permissions and access controls

Fine-tuning permissions and access controls prevents unauthorised access to sensitive information. By assigning specific roles and permissions, you minimise the risk of accidental or malicious data exposure.

4. Utilising Notion’s security features effectively

To make the most of Notion’s security settings, follow this detailed guide on setting up Two-Factor Authentication (2FA), managing permissions, and locking pages. These measures help safeguard your data against unauthorised access.

5. Recommendations for additional tools and practices

In addition to Notion’s built-in features, consider integrating third-party tools for enhanced security. While Notion offers a strong foundation, leveraging additional security solutions can provide an extra layer of protection.

By applying these best practices and using Notion’s security features effectively, you can build a more secure workspace and better protect your data.

How Metomic can help

To effectively enhance your Notion workspace's data protection, Metomic provides specialised tools designed to address privacy and compliance needs.

• Data discovery and classification: Metomic helps discover and categorise sensitive information within your Notion workspace, ensuring that you understand what data you hold and how to manage it securely.
• Compliance with data protection regulations: Metomic supports your compliance efforts with major data protection laws by offering tools and guidance to meet regulatory requirements.
• Empowering employees with the Human Firewall: Metomic’s Human Firewall empowers employees to actively participate in data protection through real time education, automated policy enforcement, and interactive risk clarification, creating a scalable security approach for Notion.

These features help you maintain a compliant and privacy-focused Notion environment, addressing your data protection needs effectively.

Getting started with Metomic

Ready to enhance your Notion security? Getting started with Metomic is simple and can significantly bolster your data protection. Here’s how you can begin:

Notion is one of Metomic’s core integrations, meaning our tools are designed to seamlessly enhance your Notion security.

By integrating with Notion, Metomic provides advanced monitoring, risk assessments, and tailored security features specifically for your Notion environment.

Book a personalised demo

For a more customised approach, book a personalised demo with our security experts. During the demo, we'll tailor the discussion to your specific Notion setup, demonstrate how Metomic’s solutions can enhance your security, and answer any questions you may have.