FRAUD GUIDANCE. Helping you protect your business

Transcription

1 FRAUD GUIDANCE Helping you protect your business

2 This guide gives you the information to support you in protecting your business against financial fraud. We show you how and where fraud can take place throughout your organisation and highlight the tell-tale things to look out for. We ve also included key actions you should take to safeguard yourself and your business. Taking some very basic steps can make a real difference to fraudsters success rates.

3 Contents Online Fraud 2 Top tips to prevent Online Fraud 3 Social Engineering 4 Scams 6 Employee Fraud 7 Cheque and Card Fraud 9 Case Studies 10 Take five to stop Fraud 13 Find out more 14 1

4 Online fraud Cyber-enabled fraud Malware Your systems can be infected by malware (malicious software) through viruses and trojans which can then interrupt your online banking sessions and present you with a fake, but seemingly genuine screen prompting you to enter passwords and codes which can be captured. Fraudsters will use this information to access your online accounts and make fraudulent payments. Ransomware This is a type of malware that operates by either blocking access to key files or by encryption, which requires a private key to decrypt files and restore your access. An attack is followed with a ransom demand to restore your access to the files and documents. The ransom payment is usually requested by digital currency e.g. Bitcoin which is almost impossible for the authorities to trace. Malware code is often hidden in attachments and free downloads, but fraudsters are always looking for new ways of downloading malware and malvertising is one recent type that has been used. It uses online advertising to spread malware and involves injecting malicious or malware-laden advertisements into legitimate online advertising networks and web pages. REPORTING FRAUD AND ATTEMPTED FRAUD Make sure you report any type of fraud or attempted fraud to Action Fraud UK 2

5 Top tips to prevent Online fraud Protecting your business 1. Ensure all PCs are protected by high-quality antivirus software and run frequent scans. Always ensure updates are actioned promptly and keep your firewalls switched on. 2. Ensure that unique, strong and secure passwords are used. 3. Only download software to your PC from sources you trust and delete it when no longer needed. 4. Make sure staff are trained in online fraud awareness and understand the importance of not opening any files attached to an from an unknown, suspicious or untrustworthy source. Ensure that they know to look out for indications for secure sites such as a key or padlock symbol. Refresh this training and ensure it is revisited by your colleagues regularly. 5. If possible dedicate a PC to be used solely for processing financial transactions. Do not use this PC for web browsing, and other activities that could allow the device to be infected with malware. 6. Use dual authorisation for payments where possible. 7. If you use a card and card reader, remove the card as soon as you ve logged on and only re-insert to carry out a signing action. Always log out correctly when you ve finished online banking. 8. Check the detail for every payment you make thoroughly, in particular the beneficiary account number. If possible, set up your system to require more than one individual to set up, amend and send each payment. 9. Log out and call the bank immediately if you see unexpected screens or pop-ups during a banking session. Refer to your IT specialist if your PC runs unusually slowly. 10. Back up critical data regularly to an independent source such as a hard drive or cloud. 3

6 Social Engineering The use of deception and manipulation to obtain confidential information Your social media footprint When used appropriately, social media networking makes it easy to keep in touch with friends, families, your customers and your clients, but for fraudsters these sites are valuable tools. Think about the information that s routinely loaded onto sites such as Facebook, LinkedIn, Twitter and Snapchat. We draw attention to birthdays, holidays, family, friends and pets. We also convey information on what we re doing, where we work, and the clubs that we are members of. All this information helps the fraudster build up a profile of their victims which can then be used to convincingly carry out their scams using social engineering techniques. Take a look at some real-life case studies on page 10. Keeping your information safe & protecting your business from social engineering Remember that following best practice guidelines for social networking / social media in the workplace are very similar to those in your private life. Bear in mind that fraudsters will look for and use information about your business posted by your staff on their social media sites. Provide training and guidance for all staff on best practice on using social media, and set guidelines for keeping personal and business information safe. These should include: setting privacy settings so that only trusted people can access your posts being cautious on who you let join your network not publishing any identifying confidential information about your business, directors, employees or customers. 4

7 Types of Social Engineering Techniques used What does it look like? Vishing Telephone scams, usually to obtain online banking passwords, confidential details or persuade you to transfer money from your account. Fraudsters, often purporting to be from your bank s fraud department, may call you to report a problem with your account, and ask you to confirm payments are genuine. Often the fraudsters have your name, address, colleague names, bank details essentially the kind of information you would expect a genuine caller to have. They will create a state of urgency and you may be made to believe your money is in danger and have to act quickly creating fear that no action will lead to a financial loss. It pays to take time and think. Banks will never call you to ask you to move money to a safe account or to read out passwords or passcodes. Smishing Targets users of mobile phones using text messages to obtain private and confidential information from individuals or encouraging them to ring a number or click on a link for more information. The message will typically alert you to a problem with your account. Fraudsters may spoof the message onto a genuine message thread. Unsolicited text messages from unknown numbers should raise alarm bells, but if you think it is genuine you should call the sender using a number from a bank statement or a verified source, not from the text message. Phishing scams, when fraudsters masquerade as your bank or another trusted organisation to obtain confidential information such as personal information, bank details or passwords. The may link through to a fake website, which looks almost identical to the legitimate one. A message might suggest that you need to act urgently, for example to prevent your online access from being blocked. Phishing s can look very convincing, copying branding and 'spoofing' addresses to make them look genuine. If you are in doubt about an you have received try these tips: Hover the mouse over the link and the URL details will come up and show if it's genuine Open up a new web page in your browser, go to the website via that route Contact the sender directly. Do not use the contact details or links provided in the If in doubt, don't click on the link. Spoofing Describes a fraudster s use of technology to imitate genuine telephone numbers and addresses of financial institutions or other trusted people or organisations. This can allow them to alter the incoming number that appears on your phone s caller display, to one that you know is the genuine number for the Bank. Alternatively, they could send an that appears to come from a senior person within the business, instructing an urgent payment to be made, usually via online banking; however the senior person s account is either hacked or copied by fraudsters. Take a look at some real life case studies on page 10. 5

8 Scams Protect your business from scams CEO Fraud Fraudsters send an to a member of staff within a business and make it look like it s come from the genuine CEO of the company or another senior person. They do this by spoofing the address and setting up almost identical account name or they can sometimes hack the CEO s account. The asks for an urgent and strictly confidential payment to be made and because staff believe that the has come from the business owner, partner or senior executive of the company, they do not question it. If the payment is made the funds will go to an account controlled by the fraudster. Small and large organisations alike have been targeted and have fallen for the scam. Invoice Fraud Fraudsters contact a business posing as one of their suppliers or contractors and they ask for future payments to be sent to a different bank account. Usually they claim to be a regular supplier who has recently changed their bank account details. The fraudster sends the business new details (sometimes on headed note paper) advising of changes to the supplier s bank account. The details are amended by the business, who believes that any funds remitted will still be transferred to the original beneficiary. However, when the next payment is sent, the funds are actually sent to the fraudster s account. How to help protect your business from these scams Establish a single point of contact (SPOC) with companies to which you make regular payments. Always verify the source of any change of details request (including sort code & account numbers) using a recognised telephone number or with your usual contact or SPOC. Set clear procedures for payment management which is known by all staff and includes verification of payments requested internally and externally. Raise staff awareness of the current scams on a regular basis. 6

9 Employee Fraud A business risk How it works Employee fraud has escalated recently across the UK. The most common example is when corrupt employees present cheques drawn on your business account for personal gain, usually forging signatures. How to protect your business The costs of dealing with employee fraud are high and the chance of retrieving lost money is slim. So your priority should be a robust recruitment policy, aligned to your business type and risks, and a culture that minimises fraud opportunities. Steps to consider: 1. Implement a robust recruitment process, including criminal record and character checks for applicants. 2. Regularly review access to business bank accounts, telephony and Internet passwords and to your computer systems and files. Restrict access to only those who need it. 3. Check your bank statements thoroughly. 4. Treat cheque books and cards with the same level of security as cash. 5. Ensure employees dealing with business finances are adequately supervised by senior colleagues. Have open conversations with employees and publicise the steps taken against fraudsters to show that fraud is not tolerated. Have a Whistleblowing reporting facility to allow employees to report suspicious activity anonymously. Adopt a 'zero tolerance' policy to criminal activity and publicise enforcement. Help when you need it If you fall victim to employee fraud please tell us. Your account manager can provide practical support including: Help to contain the extent of losses and recover stolen funds. Help to secure and protect the bank account and records. Support for internal and Police investigations. Financial support, advice and guidance. WHERE TO FIND OUT MORE business 7

10 15 seconds Every 15 seconds there is an incident of financial fraud (Jan June 2016) Source: Financial Fraud Action UK (FFA UK) September 2016

11 Cheque and Card Fraud Understand the common risks Cheque Fraud What are the risks? Criminals can target your business by printing counterfeit cheques to take money from your account. They can steal genuine unused cheques or chequebooks, then forge your signature. Or they can fraudulently alter cheques you have written by changing the payee name or, if they are the payee, by increasing the amount that s payable to them. How to protect your business Follow these steps to issuing your cheques safely: Complete cheques fully before signing and cross through spaces on your cheques after the payee name and amounts. Write payee names in full e.g. "British Broadcasting Corporation" rather than "BBC". If you issue cheques using a laser printer, use one recommended for cheques. Keep cheque books secure and reconcile cheque payments to statements reporting inaccuracies immediately. If you are expecting a new cheque book, contact us as soon as possible if it does not arrive. For further guidance on cheque fraud, visit Card Fraud from the user s perspective How can you protect your business? Ensure you are the only person that knows your PIN banks or the police will never ask for it. Watch out for card expiry dates. If your replacement card doesn t arrive, call the bank. If you move your business correspondence address, tell your bank, card issuer and other organisations you deal with straightaway. Ask the Royal Mail to redirect your post for at least a year. Always shield the keypad to prevent anyone seeing you enter your PIN. If you spot anything unusual about the cash machine don t use it report it to the bank concerned immediately. On the Internet Protect your PC with the latest firewall browser and antivirus software. Look for the padlock symbol when buying online it shows the information you input will be encrypted. Card Fraud from a merchant s perspective Protecting your business if you need to accept payments made by card: Consider 3D secure for processing card payments it offers greater protection from fraudulent payments. Ensure your business has sufficient staff who know how to review high risk transactions referred by your merchant services supplier. This information will help you to investigate and take action where a high level of fraud activity is reported. Failure to identify this problem could result in card issuing providers taking action to restrict payments to your business. Chip & PIN terminals must be held securely at all times to avoid unauthorised tampering. Any cardholder information must be held securely and in accordance with the card payment industry requirements. Access to this information should be restricted only to those staff needing it. Comprehensive security information will be available from your merchant services provider. Ensure that all key staff are aware of the security guidance. 9

12 Case Studies Take a look at real life fraud scenarios The fraudulent invoice scam XYZ Building Plc* regularly purchases materials from ABC Merchants. A fraudster sent a letter to XYZ on what appeared to be ABC Merchant headed paper. It advised that ABC had changed their bank account, quoting a new sort code and account number for all future payments to be sent to. XYZ amended ABC account details in their payment records held with their bank. When ABC sent the next monthly invoice of 60,000 for materials supplied, XYZ instructed their bank to send the payment. The 60,000 was sent to the new account controlled by the fraudster. ABC contacted XYZ chasing non-payment, at which time the fraud was discovered and the funds long gone. The cheque overpayment scam Alpha Limited* receives an order for 2,000 worth of goods from a new client. The client promises to send an online payment so the goods can be dispatched. When Alpha check their bank account they find a payment for 62,000. They contact the client who says the overpayment is a processing error. The new client asks for Alpha to return the extra 60,000 to a specific bank account. Alpha returns the 60,000 using online banking and dispatches the goods for the original 2,000 order. A few days later Alpha realise that the 62,000 payment was actually a cheque paid in at a branch counter and has been returned unpaid. They ve lost 60,000 in cash and 2,000 in goods. They contact the bank immediately for help. Luckily the stolen funds are still in the fraudsters account at another bank and a full recovery is made. How to protect your business: Carry out a thorough review of existing processes for sending and receiving payments and ensure that there are strong authentication measures in place. Establish a single point of contact (SPOC) with each regular supplier or contractor. Confirm any requests to change payment details with your SPOC, calling them via their verified company switchboard number. How to protect your business: Be suspicious of any new clients who send a larger amount of funds than you were expecting. Ask the Bank to check the origin of any such overpayments. Check with the Bank if you need to know whether a cheque has definitely been paid. * The business names used in these case studies have been changed, to protect the identity of the genuine clients. 10

13 The phishing scam 999 Doctors Surgery*, receives an from the Bank advising them of upcoming improvements to their online banking service, and asking them to log-on, re-validate their security details and register new security questions. The 'helpfully' provides a link for 999 Doctors Surgery to use. A staff member follows the link which appears to take them to their online banking homepage. They enter their details including confidential information that the screen asks for. Unfortunately, although the sender s address had Lloyds Bank within the name, the full address was not genuine and was from a fraudster. By following the link to the fake site, 999 Doctors Surgery has now given the fraudster information that they may be able to use to access their online banking. The vishing scam Builders Limited* receive a phone call purporting to come from the Bank stating that their account has been targeted by fraudsters and they need to take immediate action. The phone number displaying on the incoming call shows a number known to match that of the Bank. They are given information that leads the building firm to believe that the call is genuine. They are advised to move all funds ( 250,000) to a secure account, which they do following instructions. The next day they contact the Bank and realise the call was not genuine. They had been tricked into sending 250,000 to an account at another bank under the fraudster s control. When contact was made with the bank who received the funds they advised that all funds had been moved on into bank accounts at multiple banks. Only 27,000 was recovered for the building firm. How to protect your business: Genuine Bank s will contain your name be wary of anything that begins with Dear valued customer or similar. We ll never send an asking you to enter login, account details, or an with a link to a page that requires this information. Hover over any links within s, to see what the true web address is. How to protect your business: If you are not certain that it is the Bank calling, call the Bank back using a number known to be correct, preferably using a different phone line. Or wait at least 5 minutes before calling back, or call a friend or family member first to test the line. Do not rely on the phone number appearing on your handset as confirmation of the source of the call. These numbers are easy to spoof making life easy for criminals to copy a bank's number. The Bank will never ask for your online login details on the phone and will never ask you to move money to a 'safe' or 'secure' account. Be wary of calls received seemingly from the Bank, at night or at weekends. Fraudsters know that businesses may not report their suspicions to the Bank at these times. The Bank will never call and ask you for card and reader details. These are only needed to set up and authorise a payment when banking online. 11

14 The CEO Fraud Sarah, who works in the finance department at Computing PLC, receives an from her Chief Executive Officer. The asks Sarah to make an urgent payment of 112,000 to a bank account in Germany in order to secure a new contract. It also states that she must not mention this deal to anyone else, until it s finalised. Sarah sends the payment using online banking, but soon afterwards it is evident that the CEO s account had been hacked and the payment instruction had actually been ed to Sarah by fraudsters. Ransomware Jayne s PC at ABC School* displayed a message which stated that all data on the computer had been encrypted and demanded a ransom of 2 Bitcoins for an encryption key. The message stated the time that the encryption key will be destroyed so Jayne and the business had a short timescale to act. The school decided not to pay the ransom but as data had not been backed up for 2 weeks the school lost that data and had to spend time reconstructing it. How to protect your business: Carry out a thorough review of existing processes for sending payments, to ensure that all payment requests are fully authenticated. Document all payment processes to ensure that staff are fully aware of what they need to check before making payments and what to do if they are in doubt. How to protect your business: Do not reply or click onto links contained in s from companies or individuals you don t recognise. Ensure you have effective and up-to-date antivirus and firewalls installed. Regularly back up data onto a totally separate independent source. 12

15 Take five to stop fraud Guidance from Financial Fraud Action UK Ltd Financial Fraud Action UK Ltd (FFA UK) Take Five Campaign urges you to stop and consider whether a situation is genuine to stop and think if what you re being told really makes sense. Its key points are: 1. Never disclose security details, such as your pin or full banking password Banks and other trusted organisations will never ask you for these in an , on the phone, by text or in writing. Before you share anything with anyone, pause to consider what you re being asked for and question why they need it. Unless you re 100% sure who you re talking to, don t disclose any personal or financial details. 2. Don t assume an or phone call is authentic Just because someone knows your basic details (name and address, even your mother s maiden name), it doesn t mean they are genuine. Fraudsters may try to trick you and gain your confidence by telling you that you ve been a victim of fraud. Fraudsters can also make any telephone number appear on your handset, so even if you recognise the number or it seems authentic, do not assume it is genuine. 3. Don t be pressured into a decision Under no circumstances would a bank or organisation force you to make a financial transaction on the spot; they would never ask you to transfer money into another account for fraud reasons. 4. Listen to your instincts If something feels wrong, it is usually right to question it. Fraudsters may lull you into a false sense of security when you are out and about or rely on your defences being down when you re in the comfort of your own home. They may appear trustworthy, but they may not be who they claim to be. 5. Stay in control Have the confidence to refuse unusual requests for personal or financial information. It s easy to feel embarrassed when faced with complex conversations, but it s OK to stop the discussion if you do not feel in control of it. 13

16 Find out more Go to lloydsbank.com/business Visit to view our short videos, to view our fraud slides or download more copies of this brochure For external support Contact your relationship management team Please contact us if you would like this information in an alternative format such as Braille, large print or audio. If you have a hearing or speech impairment you can use the Next Generation Text (NGT) Service (previously Text Relay/ Typetalk) or if you would prefer to use a Textphone, please feel free to call us on (lines open 7am-8pm, Monday-Friday and 9am-2pm Saturday). Calls may be monitored or recorded in case we need to check we have carried out your instructions correctly and to help improve our quality of service. Important information Lloyds Bank plc Registered Office: 25 Gresham Street, London EC2V 7HN. Registered in England and Wales no Telephone: Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Our service promise If you experience a problem, we will always try to resolve it as quickly as possible. Please bring it to the attention of any member of staff. Our complaints procedures are published at lloydsbank.com/business/contactus M60416 (01/17)