Creating Separate Work and Personal User Profiles

By - jeff

07.04.25 05:57 PM

At Buffalo Sentinel, we take cybersecurity seriously—especially when it comes to protecting sensitive data and meeting regulatory requirements like the New York Department of Financial Services (NY DFS) 23 NYCRR 500. One simple but powerful practice we encourage all clients and internal users to adopt is creating separate user profiles for work and personal use on their computers.

Here’s why it matters and how to do it right.

Why Separate User Profiles Matter

Most cybersecurity incidents stem from human error: clicking on a phishing link, downloading an unsafe file, or mixing personal and business data. Having distinct work and personal user profiles helps mitigate these risks by:

Isolating business-critical apps and data
Reducing the attack surface of sensitive systems
Maintaining a clear audit trail for compliance and monitoring
Supporting role-based access control (RBAC) with more precision

This approach aligns directly with NY DFS’s mandates for access controls, audit trails, and data protection.

"But We're Small" Doesn't Exempt You

It’s a common misconception that small businesses or solo practitioners are exempt from cybersecurity regulations. That’s simply not the case.

NY DFS Cybersecurity Regulation (23 NYCRR 500) applies to all covered entities, regardless of size. Whether you’re a solo financial advisor, a boutique insurance agency, or a startup fintech firm—you are still expected to implement robust cybersecurity controls.

The regulation recognizes that threats can come from anywhere, and even one compromised account can lead to a breach that triggers reporting obligations, fines, and reputational damage.

Pro tip: Creating distinct user profiles is a low-cost, high-impact way to begin aligning with compliance—no expensive software required.

Step-by-Step: Creating Two User Profiles

Whether you're on Windows, macOS, or a Linux-based system, the steps are similar:

1. Create a Work Profile

This account will:

Have elevated privileges only as needed (e.g., admin tools for MSP techs)
Be governed by cybersecurity policies (enforced through Group Policy or MDM)
Include business apps only: RMM agents, ticketing systems, finance apps, etc.
Enforce strong authentication: password + MFA (multi-factor authentication)

2. Create a Personal Profile

This account should:

Be non-admin
Have restricted access to any work folders or software
Be used only for personal browsing, media, or email
Be sandboxed with browser isolation or application control if possible

Implementing Policies & Controls

Once the two profiles are created, apply the following policies and controls:

Access Controls

Use least privilege principles on both profiles.
Prevent the personal profile from accessing mapped business drives or software.

Application Whitelisting

On the work profile, only allow business-critical software.
Block installers and unknown executables via software restriction or AppLocker.

Audit & Monitoring

Log login events and application usage on the work profile.
Use your RMM or SIEM to set alerts for anomalies (logins at odd hours, failed MFA attempts).

Data Protection

Enable BitLocker or FileVault for full-disk encryption.
Block USB drives or encrypt them by policy.
Prevent clipboard sharing between user profiles (especially in virtualized environments).

Personal Device Use (BYOD)

If a personal device is being used for business, Buffalo Sentinel recommends:

Using a VDI (Virtual Desktop Infrastructure) or secure browser session instead of local apps.
Separating business and personal spaces with MDM tools like Microsoft Intune or Zoho Endpoint Central.

Staying NY DFS Compliant

These user profile strategies help directly with several NY DFS Cybersecurity requirements, including:

NY DFS Section	Compliance Area	How This Helps
500.3	Cybersecurity Policy	Supports access control and device security
500.7	Access Privileges	Enforces least privilege for each profile
500.12	Multi-Factor Authentication	Enables profile-specific MFA
500.13	Limitations on Data Retention	Keeps business data out of personal use areas
500.14	Training and Monitoring	Enables better tracking and user awareness

Final Thoughts

At Buffalo Sentinel, we don’t just secure systems—we empower users to build strong digital habits. By simply separating work and personal activity, you create a security buffer that protects your business and helps you stay in full compliance with NY DFS regulations.

Need help setting this up for your team or clients? Our cybersecurity experts can help audit your current environment, roll out policies, and configure profiles for maximum protection.

Get Started Now