Building a Smart Data Retention Policy: What Your Small Business Needs to Keep (and Delete)

The phone rings, and it’s your boss. The voice is unmistakable; with the same flow and tone you’ve come to expect. They’re asking for a favour: an urgent bank transfer to lock in a new vendor contract, or sensitive client information that’s strictly confidential. Everything about the call feels normal, and your trust kicks in immediately. It’s hard to say no to your boss, and so you begin to act. What if this isn’t really your boss on the other end? What if every inflection, every word you think you recognise has been perfectly mimicked by a cybercriminal? In seconds, a routine call could turn into a costly mistake; money gone, data compromised, and consequences that ripple far beyond the office. What was once the stuff of science fiction is now a real threat for businesses. Cybercriminals have moved beyond poorly written phishing emails to sophisticated AI voice cloning scams, signalling a new and alarming evolution in corporate fraud. How AI Voice Cloning Scams Are Changing the Threat Landscape We have spent years learning how to spot suspicious emails by looking for misspelled domains, odd grammar, and unsolicited attachments. Yet we haven’t trained our ears to question the voices of people we know, and that’s exactly what AI voice cloning scams exploit. Attackers only need a few seconds of audio to replicate a person’s voice, and they can easily acquire this from press releases, news interviews, presentations, and social media posts. Once they obtain the voice samples, attackers use widely available AI tools to create models capable of saying anything they type. The barrier to entry for these attacks is surprisingly low. AI tools have proliferated in recent years, covering applications from text and audio, to video creation and coding. A scammer doesn’t need to be a programming expert to impersonate your CEO, they only need a recording and a script. The Evolution of Business Email Compromise Traditionally, business email compromise (BEC) involved compromising a legitimate email account through techniques like phishing and spoofing a domain to trick employees into sending money or confidential information. BEC scams relied heavily on text-based deception, which could be easily countered using email and spam filters. While these attacks are still prevalent, they are becoming harder to pull off as email filters improve. Voice cloning, however, lowers your guard by adding a touch of urgency and trust that emails cannot match. While you can sit back and check email headers and a sender’s IP address before responding, when your boss is on the phone sounding stressed, your immediate instinct is to help. “Vishing” (voice phishing) uses AI voice cloning to bypass the various technical safeguards built around email and even voice-based verification systems. Attackers target the human element directly by creating high-pressure situations where the victim feels they must act fast to save the day. Why Does It Work? Voice cloning scams succeed because they manipulate organisational hierarchies and social norms. Most employees are conditioned to say “yes” to leadership, and few feel they can challenge a direct request from a senior executive. Attackers take advantage of this, often making calls right before weekends or holidays to increase pressure and reduce the victim’s ability to verify the request. More importantly, the technology can convincingly replicate emotional cues such as anger, desperation, or fatigue. It is this emotional manipulation that disrupts logical thinking. Challenges in Audio Deepfake Detection Detecting a fake voice is far more difficult than spotting a fraudulent email. Few tools currently exist for real-time audio deepfake detection, and human ears are unreliable, as the brain often fills in gaps to make sense of what we hear. That said, there are some common tell-tale signs, such as the voice sounding slightly robotic or having digital artifacts when saying complex words. Other subtle signs you can listen for include unnatural breathing patterns, weird background noise, or personal cues such as how a particular person greets you. Depending on human detection is an unreliable approach, as technological improvements will eventually eliminate these detectable flaws. Instead, procedural checks should be implemented to verify authenticity. Why Cybersecurity Awareness Training Must Evolve Many corporate training programs remain outdated, focusing primarily on password hygiene and link checking. Modern cybersecurity awareness must also address emerging threats like AI. Employees need to understand how easily caller IDs can be spoofed and that a familiar voice is no longer a guarantee of identity. Modern IT security training should include policies and simulations for vishing attacks to test how staff respond under pressure. These trainings should be mandatory for all employees with access to sensitive data, including finance teams, IT administrators, HR professionals, and executive assistants. Establishing Verification Protocols The best defence against voice cloning is a strict verification protocol. Establish a “zero trust” policy for voice-based requests involving money or data. If a request comes in by phone, it must be verified through a secondary channel. For example, if the CEO calls requesting a bank transfer, the employee should hang up and call the CEO back on their internal line or send a message via an encrypted messaging app like Teams or Slack to confirm. Some companies are also implementing challenge-response phrases and “safe words” known only by specific personnel. If the caller cannot provide or respond to the phrase, the request is immediately declined. The Future of Identity Verification We are entering an era where digital identity is fluid. As AI voice cloning scams evolve, we may see a renewed emphasis on in-person verification for high-value transactions and the adoption of cryptographic signatures for voice communications. Until technology catches up, a strong verification process is your best defence. Slow down transaction approvals, as scammers rely on speed and panic. Introducing deliberate pauses and verification steps disrupts their workflow. Securing Your Organisation Against Synthetic Threats The threat of deepfakes extends beyond financial loss. It can lead to reputational damage, stock price volatility, and legal liability. A recording of a CEO making offensive comments could go viral before the company can prove it is a fake. Organisations need a crisis communication plan that specifically addresses deepfakes since voice phishing is just the beginning. As AI tools become multimodal, we will likely see real-time video deepfakes joining these voice scams, and you will need to know how to prove that a recording is false to the press and public. Waiting until an incident occurs means you will already be too late. Does your organisation have the right protocols to stop a deepfake attack? We help businesses assess their vulnerabilities and build resilient verification processes that protect their assets without slowing down operations. Contact us today to secure your communications against the next generation of fraud.