Sensitive Data, Public Consequences: What Group Chats Are Costing Your Company

Over the past decade, instant messaging platforms like WhatsApp have moved far beyond their social roots. What began as a tool for family and friends is now firmly embedded in workplaces, public services, and even government. For many organisations, WhatsApp has become the default channel for quick communication, faster than email, more informal than official platforms, and simple to use.

A recent incident has raised questions about the security of private messaging groups used by senior U.S. officials. According to reports, a journalist was accidentally added to a Signal group that included the vice president, the defence secretary, and the national security adviser. The group was reportedly being used to discuss military plans, including targets, timing, and weapons packages.

This incident highlights a broader issue relevant to many organisations, that messaging platforms and group chats, while convenient, can pose serious security risks when sensitive information is shared. Just as leaks in a company group chat could expose confidential strategies, financial data, or client information, the same principle applies at the highest levels of government, only with far greater stakes.

Data Protection Risks

Despite offering end-to-end encryption, WhatsApp is not immune to data protection challenges. Adding someone to a group chat can instantly share personal data such as phone numbers, profile photos, and status updates. If added by mistake, that individual could gain access to sensitive company or client information.

A notable example involved a hospital that was reprimanded by the UK’s Information Commissioner’s Office (ICO) after confidential medical data was shared in a WhatsApp group and exposed due to an accidental addition. For industries like healthcare, finance, or law, where strict compliance standards apply, this kind of error can be particularly damaging.

Conversations often take place on personal devices. If a phone is lost, stolen, or hacked, the company risks exposing confidential data without any organisational control over how it is protected.

Lack of Transparency and Record-Keeping

Another problem lies in traceability. WhatsApp messages can be deleted, edited, or sent privately, making it hard to maintain reliable records of communications. For regulated sectors, this creates compliance gaps, since organisations are expected to preserve a complete record of client interactions.

In fact, WhatsApp messages can be requested under data protection rules through Subject Access Requests (SARs) or even Freedom of Information (FOI) laws. Screenshots of messages have already been used in disciplinary hearings, tribunals, and high-profile public inquiries, showing that “off-the-record” chat is rarely as private as people assume.

Security Beyond Encryption

While WhatsApp’s encryption is robust, it isn’t a blanket solution. Regulatory frameworks like the UK’s GDPR require not only technical safeguards but also organisational measures, such as policies, training, and monitoring, to ensure responsible use of personal data.

Phishing risks also exist. Since anyone can contact you with just a phone number, the platform remains open to malicious messages or fraudulent links.

Practical Steps for Businesses

For organisations choosing to use WhatsApp, the key is not avoidance but governance. You could take the following steps:

• Reviewing where and how WhatsApp is used across the business.

• Setting clear policies on acceptable use, tone, and response times.

• Providing training to employees on data protection and communication risks.

• Ensuring alternative, secure platforms exist for highly confidential information.

• Keeping communication records aligned with compliance obligations.
  
  

Ultimately, WhatsApp is not inherently unsafe but its informality and popularity make it easy for businesses to overlook the risks. Without clear rules, sensitive data can slip through the cracks, exposing companies to reputational harm, regulatory scrutiny, and legal claims.

As group chats become embedded in organisational culture, leaders must balance speed and convenience with accountability and security. Otherwise, the cost of a “quick message” could be far higher than expected.

How Can Gerrish Legal Help?

Gerrish Legal is a dynamic digital law firm. We pride ourselves on giving high-quality and expert legal advice to our valued clients. We specialise in many aspects of digital law such as GDPR, data privacy, digital and technology law, commercial law, and intellectual property. 

We give companies the support they need to successfully and confidently run their businesses whilst complying with legal regulations without the burdens of keeping up with ever-changing digital requirements. 

We are here to help you, get in contact with us today for more information.