9 Critical HighLevel Settings Agencies MUST Check for Ironclad Contact Data Security

In today’s digital landscape, where data breaches are becoming alarmingly common and regulatory frameworks like GDPR and CCPA are increasingly stringent, the security of client and prospect data is not just a best practice—it’s a non-negotiable imperative. For agencies leveraging powerful platforms like HighLevel, the responsibility to safeguard sensitive contact information is paramount. HighLevel, with its vast array of features and integration capabilities, offers incredible power and flexibility. However, with great power comes the need for meticulous configuration. An oversight in even one critical setting can expose your agency, your clients, and their valuable data to significant risks, leading to reputational damage, hefty fines, and a complete erosion of trust. This isn’t merely a technical exercise; it’s a fundamental aspect of maintaining client relationships and ensuring business continuity. Understanding and regularly auditing your HighLevel data security settings is an essential pillar of your agency’s operational integrity and long-term success. It’s about proactive defense, not reactive damage control.

At 4Spot Consulting, we’ve witnessed firsthand how a robust security posture can differentiate an agency in a competitive market, fostering deeper client trust and significantly reducing operational risks. We understand that for busy agency owners and operators, diving deep into every platform setting can feel like a daunting task. That’s why we’ve compiled this essential guide to the nine critical HighLevel settings every agency needs to check to ensure their contact data security is not just adequate, but exemplary. Ignoring these points is not an option; embracing them is a strategic advantage that protects your assets and reinforces your commitment to excellence.

1. Implement Granular User Roles and Permissions

One of the most fundamental aspects of data security in any system, and especially within a robust platform like HighLevel, is the principle of least privilege. This means every user, from a new hire to a senior manager, should only have access to the specific data and functionalities absolutely necessary for them to perform their job. HighLevel offers extensive capabilities for defining custom user roles and permissions, yet many agencies either stick with default roles or grant overly broad access out of convenience. This is a significant vulnerability. For instance, a marketing assistant responsible only for sending out email campaigns does not need access to client billing information, sensitive lead notes from sales calls, or the ability to delete entire contact lists. Granting such access creates unnecessary exposure. Agencies should meticulously review and customize user roles, defining exactly what each role can view, edit, create, and delete across all modules—contacts, opportunities, campaigns, funnels, reports, and integrations. This isn’t a one-time setup; as your team evolves and new features are added to HighLevel, these permissions need to be re-evaluated and adjusted regularly. An annual audit, at minimum, should be performed to ensure that former employees’ access has been revoked and current employees’ permissions align precisely with their current responsibilities. A lack of specific, granular permissions can quickly lead to accidental data deletion, unauthorized data access, or even malicious insider threats, all of which compromise your agency’s and your clients’ data security.

2. Activate Two-Factor Authentication (2FA) for All Users

Password security, while important, is no longer sufficient on its own in the face of sophisticated phishing attacks and credential stuffing. Two-Factor Authentication (2FA) adds a critical, non-negotiable layer of security by requiring users to verify their identity using a second factor—typically a code sent to their mobile device or generated by an authenticator app—in addition to their password. HighLevel provides the capability to enable 2FA for all users, and it should be enforced across your entire agency. This simple step dramatically reduces the risk of unauthorized access even if a user’s password is compromised. Imagine a scenario where a team member falls victim to a phishing scam, and their HighLevel login credentials are stolen. Without 2FA, the attacker gains immediate access to all data and functionalities associated with that user’s account. With 2FA enabled, the attacker would still need access to the user’s secondary verification method, making a successful breach significantly harder. Implementing 2FA should be a mandatory requirement for every team member with HighLevel access, without exception. This includes administrators, sales reps, support staff, and even temporary contractors. Furthermore, agencies should regularly remind employees about the importance of 2FA and best practices for protecting their secondary authentication devices. This proactive stance on 2FA significantly strengthens your agency’s overall security posture against a wide range of cyber threats.

3. Configure and Monitor Audit Logs and Activity Tracking

Understanding who did what, when, and where within your HighLevel account is invaluable for both security and operational transparency. HighLevel’s audit logs and activity tracking features provide a detailed chronological record of actions performed by users, system processes, and integrations. This includes everything from contact creation and deletion to changes in campaign settings, user permission modifications, and data exports. Many agencies overlook the importance of regularly reviewing these logs, treating them as a back-burner item until a problem arises. This is a mistake. Proactive monitoring of audit logs allows you to detect suspicious activities early, such as unauthorized data access attempts, large-scale data exports that deviate from normal patterns, or unusual configuration changes. For instance, if you see a user attempting to access client accounts outside of their defined role, or a sudden deletion of contacts that wasn’t approved, the audit log is your first line of defense in identifying and investigating the issue. Beyond security, audit logs are crucial for accountability and troubleshooting. If a client asks why a particular email wasn’t sent, or if a contact record was inadvertently altered, the audit log provides the data needed to trace the action back to its source. Agencies should establish a routine for reviewing these logs, perhaps weekly or monthly, and set up alerts for critical actions like data exports or administrative changes. This ensures you have a complete forensic trail for incident response and can quickly pinpoint and address any security anomalies.

4. Restrict Access with IP Whitelisting

For agencies with remote teams, strict security protocols are even more critical. IP whitelisting is a powerful, yet often underutilized, security feature that allows you to specify a list of approved IP addresses from which users can log into your HighLevel account. This means that even if an unauthorized individual manages to obtain a user’s login credentials and bypass 2FA, they still won’t be able to access your HighLevel account unless they are attempting to log in from one of the whitelisted IP addresses. This significantly reduces the attack surface, making it much harder for external threats to gain access. For agencies operating from a fixed office location, whitelisting the office’s static IP address is a straightforward implementation. For agencies with remote teams, it might involve whitelisting the static IP addresses of home offices (if available) or requiring the use of a Virtual Private Network (VPN) with a static IP endpoint. While this can sometimes add a layer of complexity for remote employees, the security benefits far outweigh the minor inconvenience. It prevents access from public Wi-Fi networks, untrusted devices, or potentially compromised locations. Agencies should carefully consider their operational model and implement IP whitelisting where feasible, balancing security needs with employee flexibility. This setting acts as a digital bouncer, only allowing trusted connections through the door, thereby adding a robust perimeter defense against unauthorized access to your invaluable contact data.

5. Define and Enforce Data Retention and Deletion Policies

Data privacy regulations are increasingly focused not just on how data is collected and protected, but also on how long it is retained and how it is securely deleted when no longer needed. Agencies must establish clear data retention and deletion policies within HighLevel for contact data, aligning with both legal requirements (like GDPR’s “right to be forgotten” or CCPA’s data deletion rights) and internal business practices. Simply stockpiling data indefinitely is a security risk, as every piece of data you retain is another potential point of compromise. HighLevel provides tools to manage contacts, including the ability to tag, segment, and manually delete records. However, a robust strategy goes beyond manual clean-up. This involves automating the identification and archiving or deletion of contacts based on predefined criteria, such as inactivity, project completion, or explicit requests from individuals. For example, if a client project concludes and you’re no longer legally or contractually obligated to retain their customer data, it should be securely deleted from your HighLevel instance. Similarly, if a prospect has been unresponsive for a prolonged period and has opted out of all communications, their data might fall under your deletion policy. Agencies should map out the lifecycle of contact data within HighLevel, from initial capture to eventual secure deletion. This includes training staff on proper data handling, establishing workflows for data deletion requests, and regularly reviewing your data stores to ensure compliance with your own policies and external regulations. Proactive data lifecycle management reduces your risk exposure and demonstrates your commitment to privacy.

6. Scrutinize Third-Party Integration Permissions

HighLevel’s power often lies in its ability to integrate seamlessly with dozens, if not hundreds, of third-party applications, from accounting software to email marketing platforms, CRM extensions, and communication tools. While these integrations enhance functionality, each one represents a potential entry point for data breaches if not properly managed. When connecting an external application to HighLevel, it’s crucial to scrutinize the permissions that the application requests. Does an email marketing tool truly need access to delete all your contacts, or just to read and add contacts to specific lists? Does an analytics tool need access to sensitive client notes, or just anonymized interaction data? Agencies often grant blanket permissions without a second thought, giving third-party apps far more access than they actually require to function. This “over-permissioning” is a significant security vulnerability. If one of these integrated third-party applications were to suffer a breach, or if its own security protocols were lax, the broad permissions you granted could allow attackers to access, alter, or exfiltrate your HighLevel contact data. Regularly review all active integrations within HighLevel, verifying that each integration only has the minimum necessary permissions. Remove any integrations that are no longer in use. Just as you manage user roles internally, you must manage the “roles” and permissions of your integrated applications. This diligent oversight of your integration ecosystem is a critical component of preventing data leaks and maintaining a secure HighLevel environment.

7. Secure Custom Fields and Sensitive Data Storage

HighLevel allows for extensive customization through custom fields, enabling agencies to capture specific data points relevant to their clients and operations. This flexibility is powerful, but it also carries a significant security responsibility. Many agencies inadvertently store sensitive information—such as partial Social Security numbers, dates of birth, financial details, or highly personal notes—in custom fields without adequate protection or consideration for compliance regulations like GDPR or CCPA. Storing such data without a clear purpose, proper encryption, or restricted access is a recipe for disaster. The first step is to conduct an audit of all custom fields across your HighLevel account(s) to identify any instances where sensitive personally identifiable information (PII) or protected health information (PHI) might be stored. If such data is found, evaluate whether its storage is absolutely necessary. If it is, ensure that access to these specific custom fields is restricted to the fewest possible users through granular permissions (as discussed in point 1). Consider if the data could be stored in an encrypted format or if it would be better managed in a dedicated, more secure system designed for highly sensitive information. Furthermore, educate your team on what types of data are acceptable to store in HighLevel custom fields and what should be strictly avoided. Implementing clear guidelines and regular training can prevent accidental storage of sensitive data, significantly reducing your risk profile and helping to ensure that HighLevel remains a secure and compliant platform for your contact management needs.

8. Implement Robust Snapshot Management and Security

HighLevel’s snapshot feature is incredibly useful for agencies, allowing them to create reusable templates of entire accounts, including funnels, websites, campaigns, custom fields, and pipelines. This streamlines client onboarding and ensures consistency. However, snapshots also present a unique security challenge regarding contact data. When a snapshot is created, it captures the structure and settings of an account. If that account inadvertently contained sensitive contact data at the time of the snapshot (for example, if a “test” contact with real PII was created and not deleted), that data could potentially be embedded within the snapshot itself. If this snapshot is then shared or used as a base for other clients, it could lead to inadvertent data exposure or even cross-contamination of client data. Agencies must implement rigorous protocols for snapshot creation and management. Firstly, ensure that any account used to create a snapshot is completely devoid of live client or prospect data. Treat snapshot creation environments as sterile rooms for data. Secondly, regularly audit your existing snapshots to ensure no residual data is present. Thirdly, control who has the ability to create, share, and import snapshots, treating this permission with the same criticality as administrative access. Fourthly, when importing a snapshot into a new client account, always perform an immediate verification to confirm that no unintended data has been transferred. A casual approach to snapshots can undermine your entire data security strategy, turning a powerful efficiency tool into a significant liability. Proactive snapshot hygiene is paramount for data integrity across multiple client accounts.

9. Ensure Strict Client Account Segregation and Access Control

For agencies managing multiple client accounts within HighLevel, maintaining strict segregation of data between these accounts is not just good practice—it’s a critical security and ethical requirement. Each client’s data must be treated as entirely separate and confidential. The architecture of HighLevel facilitates this by design, but human error or misconfiguration can easily bridge these boundaries. The primary concern here is ensuring that team members only have access to the specific client accounts they are authorized to work on. This goes back to granular user roles and permissions, but with an added layer of multi-account context. An employee working on Client A’s campaigns should never be able to view, edit, or accidentally transfer data from Client B’s account. Agencies need to implement clear internal policies and technical configurations that enforce this segregation. This includes assigning users to specific sub-accounts and auditing these assignments regularly. Furthermore, prevent the use of generic login credentials across multiple client accounts. Each user should have their own login with permissions explicitly tied to their responsibilities within each specific client sub-account. In scenarios where data might need to be transferred between accounts (e.g., for reporting or shared resources), implement secure, documented processes that require multiple approvals and stringent data validation. Any breach of client data segregation can lead to severe trust issues, legal repercussions, and the loss of business. Maintaining pristine data walls between your clients’ information is a cornerstone of responsible agency operations and a testament to your professionalism.

The digital trust placed in agencies by their clients is a fragile commodity, built on a foundation of reliability, performance, and, crucially, security. Neglecting any of these nine critical HighLevel settings for contact data security isn’t just a technical oversight; it’s a direct threat to your agency’s reputation, legal standing, and client relationships. By proactively auditing and configuring these areas—from granular user roles and mandatory 2FA to vigilant audit log monitoring and secure snapshot management—you’re not merely checking boxes. You are strategically safeguarding your business assets, bolstering client confidence, and insulating your agency from potentially devastating data breaches. At 4Spot Consulting, we specialize in helping high-growth agencies like yours build robust, secure, and automated systems that protect your valuable data while freeing up your team to focus on what they do best. Don’t wait for a security incident to realize the importance of these settings. Take action today to fortify your HighLevel environment and ensure your contact data security is truly ironclad.

If you would like to read more, we recommend this article: HighLevel Multi-Account Data Protection for HR & Recruiting