Customer Responsibilities
Working Together to Protect Your Business Payments
Security is a shared responsibility. Harbix is committed to maintaining a secure payment environment through technology, operational controls, and responsible processes. However, businesses also play an important role in protecting their accounts, payment information, and financial operations.
Strong security is achieved when secure technology and responsible business practices work together.
Managing Account Access Responsibly
Businesses should ensure that access to Harbix accounts is provided only to authorised individuals who require it for their role. Recommended practices include:
- Regularly reviewing authorised users.
- Removing access when employees leave the organisation.
- Ensuring users only have appropriate permissions.
- Maintaining clear responsibility for account administration.
- Avoiding shared login credentials.
Good access management helps businesses maintain control over their financial operations.
Protecting Login Information
Account credentials are sensitive and should always be protected. Businesses should follow these safety practices:
- Use strong and unique passwords.
- Keep authentication information confidential.
- Never share passwords or verification codes.
- Avoid storing credentials in unsecured locations.
- Avoid using public or unsecured devices for sensitive account activity.
Harbix will never request passwords or security credentials through unofficial channels.
Verifying Payment Instructions
Before making payments, businesses should verify important payment information carefully. This is particularly important when:
- A supplier requests new bank details.
- Payment instructions change unexpectedly.
- A large or unusual payment is requested.
- A request comes from an unfamiliar contact.
Recommended verification steps:
- Confirm the request through a trusted communication method.
- Verify the identity of the requester.
- Follow internal approval procedures.
- Keep records of verification.
Taking time to verify payment information can help prevent costly mistakes.
Establishing Internal Payment Controls
Businesses should maintain appropriate internal processes for managing payments to avoid error or insider threat. Examples include:
- Separating payment preparation and approval responsibilities.
- Requiring additional approval for significant payments.
- Maintaining accurate supplier records.
- Reviewing payment activity regularly.
- Establishing clear procedures for account changes.
Strong internal controls help reduce operational and financial risks.
Keeping Business Information Updated
Accurate information helps Harbix provide secure and reliable services. Businesses should keep information updated, including:
- Company details.
- Authorised representatives.
- Contact information.
- Account access requirements.
Keeping information current helps ensure important communications reach the correct individuals.
Educating Employees
Employees are an important part of payment security. Businesses should provide regular awareness training covering:
- Suspicious communications.
- Payment fraud risks.
- Safe handling of sensitive information.
- Verification procedures.
- Reporting suspicious activity.
Security awareness helps employees make safer decisions.
Reporting Security Concerns Quickly
If a business identifies a possible security issue, early reporting is important. Customers should contact Harbix if they notice:
- Suspicious account activity.
- Unusual payment requests.
- Possible unauthorised access.
- Incorrect payment information.
- Security concerns affecting their account.
Prompt reporting helps support investigation and appropriate action.
Working With Harbix
Customers can help create a safer payment environment by:
- Providing accurate information.
- Responding to verification requests.
- Following recommended security practices.
- Maintaining strong internal controls.
- Reporting concerns promptly.
Together, Harbix and its customers can help protect international payment activity.
Frequently Asked Questions
Why is security a shared responsibility?▼
Payment security involves both the technology used to process transactions and the decisions made by businesses and their employees.
Should employees share account access?▼
Businesses should avoid shared credentials and provide access only to authorised individuals based on their responsibilities.
What should I do if a supplier changes payment details?▼
Always verify changes independently using trusted contact information before updating payment instructions.
How often should businesses review user access?▼
Businesses should review access regularly and whenever employees change roles or leave the organisation.
What happens if I report suspicious activity?▼
Harbix will review the information provided and take appropriate steps based on the circumstances.