You’re halfway through the drive to St. George to spend the holidays with your family when your teenager says, “Hey, can I use your laptop to stream something?” It’s your work laptop—the one with client financials, tax files, and access to your firm’s cloud portal. You’re tired, you just want some peace and quiet, and honestly? It’d be easier to just hand it over.
But here’s the truth: For CPA firms in Salt Lake City, holiday travel introduces security vulnerabilities most firm owners aren’t prepared for. You’re switching environments, juggling family and firm obligations, and likely connecting to hotel Wi-Fi that hasn’t seen a security patch in years. Let’s walk through how to stay secure while traveling—without ruining your vacation or risking client trust.
Pre-Trip IT Security Checklist (15 Minutes Well Spent)
Before leaving for the holidays, every CPA should take a few minutes to secure their devices:
- Install all software and security updates
- Back up tax files and sensitive documents to the cloud
- Enable auto-lock (2 minutes or less)
- Turn on “Find My Device” on all work devices
- Charge your power bank
- Bring your own cords and charging blocks (hotel lobbies steal them, trust me)
Quick family talk:
- Lay out which devices are work-only and which are fair game
- Set up a family iPad or travel-only device for entertainment
- Create a guest user profile on your laptop (no admin access)
Pro tip: A $150 tablet is cheaper than a $25,000 data breach and a whole lot less stressful than dealing with an emergency call to your IT provider in Salt Lake City.
Hotel Wi-Fi Is Not Your Friend
Every accountant knows better than to file taxes over public Wi-Fi, but it still happens. Especially when deadlines don’t stop for the holidays.
Scenario: You log into what looks like the hotel Wi-Fi, only to find out later it was a fake network set up by someone in the parking lot.
To stay safe:
- Always verify the Wi-Fi name with the front desk
- Use a VPN for any work-related access
- Use your phone’s hotspot to access cloud portals or accounting software
- Keep family streaming and work access separate
If you’re reviewing 1099s or client payrolls, don’t do it on shared hotel networks. Your firm’s data compliance depends on it.
Your Laptop Isn’t A Toy (Even If Your Kids Think It Is)
Let’s be honest. Kids will click on anything—and that’s a liability. Pop-ups, downloads, accidental permissions, or saved passwords can create major vulnerabilities. And if that laptop ties into your QuickBooks Desktop, cloud file server, or email system? That’s a CPA firm owner’s worst-case scenario.
Do this instead:
- Just say no to work devices
- Bring a designated family device
- If you must share:
- Create a restricted guest account
- Disable downloads and app installs
- Clear browser data when done
This isn’t about being paranoid. It’s about protecting your firm’s cybersecurity integrity during your busiest planning season.
Hotel Smart TVs: The Forgotten Log-Out
Logging into your Netflix account on a hotel TV seems harmless—until the next guest has access to it. Worse? If your password is reused (please tell me it’s not), that person might try it on your email or client portals.
Best move:
- Use your laptop or phone to stream
- Or cast from your device to the hotel TV
If you must log in:
- Set a calendar reminder to log out before checkout
Never log into work-related accounts on hotel smart TVs. Not Outlook. Not accounting portals. Not even Slack.
What To Do If You Lose a Device
It happens. A laptop gets left in the Uber. Your phone falls out in the hotel lounge. Your kid forgets the tablet at the restaurant.
Within the first hour:
- Use Find My Device
- Lock it remotely
- Change passwords from another device
- Notify your IT provider (or MSP) immediately to lock company access
Before you leave town, make sure all devices have:
- Strong passwords
- Encryption enabled
- Remote wipe capability
Don’t just protect yourself. Protect your clients’ tax data. It’s not optional.
Rental Cars: The Hidden Data Leak
Connect your phone to a rental car, and it often stores more than you think: recent calls, text previews, contact names.
Before you turn it in:
- Delete your device from the car’s Bluetooth
- Clear recent GPS destinations
- Better yet? Skip Bluetooth altogether and use an aux cord
Your client’s CFO doesn’t want their number showing up on someone else’s rental log.
The “Working Vacation” Trap
You told your family this was downtime. But you’ve already answered 14 client emails and jumped on two surprise Zoom calls.
Problem is: You’re distracted. Your guard is down. You’re more likely to click the wrong link or approve an MFA notification you didn’t initiate.
Here’s the fix:
- Limit work check-ins to two scheduled times per day
- Use your hotspot for all firm-related access
- Take calls in private (not in hotel lobbies or while wrangling kids)
You’ll come back more refreshed. Your security posture will stay tighter. Your family might even enjoy the trip.
Final Word: Secure Travel Is Smart Travel
You don’t need a forensic IT audit to enjoy your vacation. But if your Salt Lake City CPA firm handles sensitive financial data (and it does), then secure travel protocols aren’t optional.
A few proactive steps now can prevent a catastrophe later. So yes, prep the gifts, pack the bags, and load the holiday playlist—but don’t forget to secure your tech.
Click here to book your free network assessment
Because the only thing your clients should be unwrapping this December is their year-end reports—not a data breach notification.
For more cybersecurity and IT support tips tailored to CPA firms in Salt Lake City, follow the Qual IT blog year-round.
