Ransomware is one of the fastest-growing cyber threats facing UK small businesses today. These attacks can encrypt your company’s data, disrupt operations, and demand a hefty ransom for restoration, often with no guarantee you’ll get your files back. Worse still, paying the ransom only encourages more attacks.
Recent findings from the UK Government’s Cyber Security Breaches Survey 2024 reveal that 32% of small businesses suffered a cyberattack in the past year, with ransomware becoming increasingly common due to the rise of Ransomware-as-a-Service (RaaS) and phishing kits readily available on the dark web.
But here’s the good news: ransomware is largely preventable.
In this guide, we’ll walk you through 10 essential, practical, and affordable tips to help UK SMEs secure their systems, protect customer data, and stay compliant with GDPR and Cyber Essentials standards. Whether you’re a one-person consultancy or a growing team, these steps will significantly reduce your risk of falling victim to a ransomware attack.
1. Train Your Team: Cybersecurity Starts with People
Human error is the single biggest cybersecurity weakness. A well-meaning employee clicking on a malicious link is all it takes to compromise your systems.
Key Actions:
- Mandatory staff training: Use free training from the National Cyber Security Centre (NCSC). Courses include spotting phishing emails, password best practices, and how to report suspicious activity.
- Regular phishing simulations: Tools like KnowBe4 or PhishTool can simulate real-world attacks to measure your team’s response and improve over time.
- Cyber hygiene awareness campaigns: Run quarterly awareness drives focusing on real case studies, emerging scams, and recent UK-specific threats.
- Secure social media use: Educate employees about the dangers of sharing sensitive work details on public platforms that could be used for spear-phishing.
- Use policy reminders: Posters, checklists, and pop-ups to remind users about secure behaviour.
- Reward good behaviour: Recognition programs for security-conscious staff reinforce training.
Many ransomware attacks in the UK begin with phishing emails pretending to be from trusted British services, such as HMRC, Royal Mail, or local councils. Training helps staff recognise these common lures.
2. Create and Test Secure Backups (Keep Them Offline!)
Backups are your ultimate fallback. Without secure and tested backups, recovering from ransomware can become nearly impossible.
Best Practices:
- Follow the 3-2-1 rule: Three copies of your data, on two different types of media, with one stored offsite.
- Use automated cloud backups: UK-based services like Acronis UK, Carbonite UK, and BackupVault offer encrypted, GDPR-compliant solutions.
- Keep an offline backup: Air-gapped backups are not accessible via the internet, which means they can’t be targeted by ransomware.
- Test restores quarterly: Regularly simulate an incident to ensure you can restore data within your Recovery Time Objective (RTO).
- Encrypt your backups: Ensure backups are stored using strong encryption (e.g., AES-256) and are protected by multi-factor authentication.
- Label backups clearly: Ensure they’re dated and catalogued so they can be located quickly.
Ensure backups comply with GDPR data storage rules and that your cloud provider stores data in the UK or within compliant jurisdictions.
3. Patch and Update All Systems Promptly
Most ransomware attacks exploit known vulnerabilities in outdated software. A single unpatched system can be a hacker’s golden ticket.
Steps to Take:
- Enable automatic updates for all operating systems and critical software.
- Centralise patch management: Tools like Heimdal Security, Microsoft WSUS, and ManageEngine help automate this process.
- Update non-obvious targets: This includes printers, smart devices, CCTV systems, routers, and IoT devices.
- Set patching policies: Define service-level agreements (SLAs) internally to update critical systems within 24–48 hours of a patch release.
- Eliminate end-of-life software: Remove legacy systems such as Windows 7 or outdated CMS platforms.
- Maintain an inventory: Keep a list of all hardware and software to track patch status.
The 2017 WannaCry ransomware attack, which crippled parts of the NHS, was successful because of unpatched Windows machines. Many UK SMEs still run vulnerable systems.
4. Use Smart Antivirus and Endpoint Protection
Traditional antivirus is not enough. You need advanced endpoint protection that uses behavioural analysis and AI.
Features to Look For:
- Threat detection via behaviour: Stops ransomware before it encrypts files.
- Rollback technology: Products like Sophos Intercept X can revert files to their pre-attack state.
- Cloud-managed dashboards: Lets IT managers monitor and control devices remotely.
- Firewall and web control: To block unsafe downloads and malicious sites.
- Mobile device management (MDM): Protects smartphones and tablets used in business.
- Zero Trust principles: Some advanced endpoint protection platforms include micro-segmentation and application whitelisting.
Recommended Vendors:
- Sophos Intercept X (UK-based company)
- ESET UK
- Bitdefender GravityZone
5. Strengthen Email Security Filters
Since over 90% of attacks begin with phishing, your email system is a major battleground.
Secure Email Measures:
- Spam and malware filters: Use advanced email gateways like Mimecast, Proofpoint, or Microsoft Defender for Office 365.
- Set up SPF, DKIM, and DMARC: These protect against spoofing. Your domain provider or IT support can configure them.
- Quarantine suspicious attachments: Block file types like .exe, .vbs, or Office macros.
- Flag external emails: Many UK businesses now tag outside emails with [EXTERNAL] to warn staff.
- Use AI-based threat detection: These systems analyse email metadata and user behaviour to detect anomalies.
- Email continuity planning: Use services that keep email flowing even if servers are compromised.
The NCSC has identified increases in email spoofing targeting UK firms during tax season or end-of-year filings.
6. Limit User Access and Apply Least Privilege
Every user should only have access to the data they need. This limits damage if a ransomware infection occurs.
How to Implement:
- Use standard accounts for daily tasks: Only admins should have elevated privileges.
- Apply role-based access control (RBAC): Group employees by department or function.
- Remove stale accounts: Immediately disable logins for ex-employees.
- Conduct access reviews quarterly: Check for unnecessary permissions.
- Monitor privilege escalation attempts: Use tools to flag unauthorised admin access.
- Implement Just-In-Time (JIT) access: Grant privileged access for a limited time.
Tools:
- Microsoft Intune
- Azure Active Directory
- JumpCloud for SMEs
7. Secure Remote Access and Remote Workers
Remote work has opened new attack surfaces. Exposed Remote Desktop Protocol (RDP) and poor VPN setups are high-risk.
Key Steps:
- Disable unused RDP services: Or restrict access via firewall.
- Use a secure VPN: Providers like NordLayer or Perimeter 81 are business-friendly and GDPR-compliant.
- Implement conditional access policies: Allow logins only from known IP addresses or geographies.
- Always use MFA for remote access.
- Harden remote endpoints: Ensure remote devices have antivirus, firewalls, and disk encryption enabled.
- Educate remote users: Make sure remote workers understand risks from public Wi-Fi and unsecured devices.
UK Compliance Tip:
Ensure remote access to data aligns with GDPR Article 32 (security of processing). Failure to secure remote access can be seen as negligence.
8. Segment Your Network
Network segmentation keeps ransomware from spreading laterally through your systems.
How to Segment:
- Separate networks by role: E.g., HR, Finance, Guest Wi-Fi.
- Use VLANs: Available in most business routers like DrayTek, Cisco Meraki, and Ubiquiti.
- Apply firewall rules: Block unnecessary communication between departments.
- Deploy monitoring tools: Track data moving across segments.
- Isolate critical assets: Keep servers and databases on separate, well-secured segments.
- Enable internal logging and SIEM tools: Helps trace attacks across segments quickly.
Real-World Benefit:
If a ransomware infection hits a reception computer, segmentation can prevent it from accessing your customer database or finance systems.
9. Create an Incident Response Plan
Being prepared can mean the difference between a brief outage and a devastating loss.
What Your Plan Should Include:
- Immediate response steps: Who unplugs what, and when?
- Contact list: Internal and external, including Action Fraud, IT support, and your insurers.
- Backup restoration instructions
- Communications templates: For staff, regulators, and clients.
- Post-incident review process: Learn from the event and update defences.
- Legal and regulatory obligations: Know when to notify the ICO or clients under GDPR.
- Tabletop exercises: Simulate attacks to stress-test your plan in realistic scenarios.
Templates and Resources:
10. Partner with a Cybersecurity Expert or MSSP
Most UK SMEs can’t afford a full-time security team. Outsourcing to a Managed Security Services Provider (MSSP) gives you access to expertise and 24/7 protection.
What to Expect:
- Threat detection and response
- Managed firewalls and intrusion prevention
- Security awareness training for staff
- Support with Cyber Essentials and GDPR compliance
- Ongoing vulnerability assessments
- Help writing policies and handling incidents
- Monthly reporting and compliance dashboards