Should Board Members Use a VPN? A Clear Guide for Smarter Digital Security

Board service used to mean reviewing paper binders, showing up at the clubhouse, and raising your hand for votes. Now it often means logging into financial dashboards, emailing sensitive documents, or attending meetings over Wi-Fi that also happens to be shared with three teenagers streaming Netflix in the next room. With that shift comes a question more boards are quietly asking: should board members be using a VPN?

The short answer: yes, most should. The longer answer: it depends on how your board communicates, what kind of data you access, and how much tolerance you have for risk. Let’s break it down.

What a VPN Actually Does (and Doesn’t Do)

First, some quick myth-busting. A Virtual Private Network (VPN) is essentially a secure tunnel for your internet connection. It hides your IP address and encrypts the data you send and receive, especially useful when you’re on public Wi-Fi. Think of it less like a fortress and more like drawing the blinds before you turn on the lights.

A VPN does not:

• Make you invincible online. Malware, phishing, and weak passwords will still get you.
• Prevent data leaks if someone sends sensitive documents to the wrong email.
• Replace common sense.

What it does:

• Encrypts traffic so snoops on the same network can’t eavesdrop.
• Masks your location and IP address.
• Adds a layer of protection when using hotel, airport, or coffee shop Wi-Fi (all board-member favorites).

Why It Matters for Boards

Board members routinely handle sensitive material: financial statements, resident rosters, insurance policies, vendor contracts, and emails that occasionally involve heated disputes. Leaking this information is not just embarrassing; it can create liability and undermine trust in leadership.

Here are a few scenarios where a VPN makes a difference:

1. Monthly meetings on Zoom from a café: Without a VPN, that financial report you’re screen-sharing could, in theory, be intercepted by someone savvy on the same Wi-Fi. With a VPN, the traffic is encrypted.
2. Board packet downloads at the airport: Free Wi-Fi at Gate B17 is not the place to open next year’s budget draft without protection. A VPN ensures the numbers don’t drift into the wrong hands.
3. Email discussions about vendor bids: While email should ideally be encrypted end-to-end, many aren’t. A VPN helps at least obscure your session from opportunistic snoopers.

Does this mean hackers are circling your HOA’s landscaping contract? Probably not. But risk isn’t always about being a prime target. It’s about reducing easy opportunities for compromise.

The Case Against Overkill

Not every board member needs to rush out and buy the most expensive VPN service. If your work is always done on a secure home network, you use updated devices, and your building’s management platform already encrypts its portal, the extra protection may feel like seatbelts on a stationary bike.

VPNs can also slow down connections, trigger login challenges, or interfere with streaming services (yes, some board members care about that). There’s also the problem of bad VPNs: not all providers are trustworthy. Using a shady free VPN may be worse than not using one at all.

Practical Middle Ground

The most sensible approach for most boards is to ask their property management company. Many treat a VPN as one tool in a broader digital hygiene toolkit. Think of it like locking the door; it doesn’t make the whole neighborhood safe, but it reduces your personal risk.

When a VPN is most useful:

• Working on public or semi-public Wi-Fi (airports, hotels, cafés, libraries).
• Traveling abroad, especially in regions where internet traffic is monitored.
• Handling files that contain resident data, financials, or legal correspondence outside of your home or office.

When it may be optional:

• Using a secured, private network at home.
• Accessing only non-sensitive communications.
• If your board uses a dedicated, secure portal that already encrypts all traffic.

What Boards Should Do Collectively

Rather than leaving security entirely to individual preference, boards can adopt a policy or at least set some norms. A few steps to consider:

1. Encourage, don’t enforce (at first): Mandating a VPN for every board member may feel heavy-handed. Instead, start by recommending one for travel or public Wi-Fi use.
2. Provide a shortlist of vetted providers: Not all VPNs are equal. Boards can suggest a few reputable paid services known for transparency and reliability. Avoid “free forever” VPNs, which often monetize your data.
3. Pair with other good practices: Strong unique passwords, two-factor authentication, updated devices, and avoiding personal email for board work may matter more than VPN use alone.
4. Set an example: If the treasurer uses a VPN when reviewing bank reconciliations from the road, others are likely to follow.

Picking A VPN Without Regret

If your board decides VPN use makes sense, here’s what to look for in a provider:

• No-log policy: The service should not store records of your activity.
• Transparent ownership: Know who runs it and where they’re based.
• Good speed: Encryption should not make your Zoom board meeting look like a slideshow.
• Cross-device support: Look for apps on desktop, tablet, and phone.
• Customer support: If something breaks during a trip, you want quick help.

Popular names in the space include ExpressVPN, NordVPN, and ProtonVPN. Each has pros and cons, but they’re all reputable.

Personal Reflection: Why I Recommend It

I started using a VPN while serving on my own co-op board after one too many budget sessions conducted over hotel Wi-Fi. It wasn’t paranoia; it was pragmatism. If I’m entrusted with my neighbors’ money and personal information, the least I can do is avoid broadcasting it across unsecured networks.

Over time, I found myself using the VPN less at home and more consistently when traveling. The habit stuck. It’s not perfect security, but it’s one layer that reduces my anxiety and keeps conversations about the building where they belong: among the people who actually live there.

Featured Image by Freepik.