Why Pub Operators Should Think About Cyber Risk, Payments and Booking Systems

A practical guide for leased and tenanted pub operators who rely on card payments, Wi-Fi, booking tools, supplier portals and digital accounts.

A pub may feel like a traditional business, but the way it trades is increasingly digital.

Card machines, tills, EPOS systems, booking tools, Wi-Fi, supplier portals, online banking, payroll, email, social media and review platforms can all sit behind the day-to-day operation of a leased pub.

That means cyber risk is not only a “big business” issue. For a pub tenant, the practical question is simpler:

“What happens if the systems I rely on to trade stop working?”

Cyber Risk is Now a Small Business Issue

The UK Government’s Cyber Security Breaches Survey 2025 found that 43% of businesses reported experiencing some kind of cyber security breach or attack in the previous 12 months. It also estimated this equated to around 612,000 UK businesses identifying a cyber breach or attack over the year. (GOV.UK)

For a leased pub operator, that does not mean the business needs to become a technology expert. It means cyber should be treated like any other operational risk: understand the basics, reduce obvious weaknesses, know who to call, and consider whether the insurance programme reflects the way the pub actually trades.

The National Cyber Security Centre’s small organisations guide says there are 5.5 million small organisations in the UK and warns that small businesses are as likely to experience online crime as larger ones. It also says one in two small businesses suffer a cyber incident every year. (National Cyber Security Centre)

Where Cyber Risk Shows up in a Pub

Cyber risk in a pub is rarely described as “cyber” by the operator. It usually shows up as a practical trading problem.

For example:

• A card machine or payment system stops working;
• An email account is compromised;
• A supplier invoice is changed fraudulently;
• A booking system goes down;
• Staff click a suspicious link;
• Wi-Fi or connected devices are poorly secured;
• Social media or review accounts are taken over;
• Payroll or employee data is exposed;
• Customer data is lost or accessed;
• A device used for the business is infected with malware.

The UK Government survey found that phishing remains the most prevalent and disruptive type of breach or attack among organisations that experienced one, affecting 85% of businesses that had a breach or attack. (GOV.UK) For pub operators, that makes staff awareness and email security highly practical issues.

Payment Systems Deserve Special Attention

Many pubs are now highly dependent on card transactions. That makes payment security a business continuity issue as well as a data issue.

The PCI Security Standards Council says a strong data security foundation starts with people, process and technology, and its merchant resources are designed to help businesses protect customer payment data and prevent data breaches. (PCI Security Standards Council)

It also states that PCI DSS is intended for all entities involved in payment processing, including merchants, regardless of size or transaction volume. (PCI Security Standards Council)

For a pub tenant, the key questions are:

• Who provides and supports the payment terminal?
• Who has remote access to payment systems?
• Are vendor passwords changed from defaults?
• Who is responsible for software updates?
• What happens if card payments stop working during a busy period?
• Is there a manual fallback process?
• Are staff trained to spot suspicious payment or invoice activity?

The PCI Security Standards Council also highlights payment threats such as weak remote access, weak passwords, outdated software and skimming devices. (PCI Security Standards Council)

Cyber is Also a People Risk

Cyber incidents often start with people, not technology. A staff member receives a fake invoice. A manager reuses a password. A device is not updated. A suspicious email looks legitimate during a busy shift.

The NCSC small organisations guide recommends practical steps including backing up data, protecting devices, securing email, securing important online accounts and spotting cyber attacks. (National Cyber Security Centre)

For a pub, those actions can become simple operating habits:

• Back up key business information;
• Use strong passwords and multi-factor authentication where available;
• Keep devices and software updated;
• Restrict who can access business accounts;
• Train staff to spot suspicious emails and messages;
• Check payment devices regularly;
• Know how to report and respond to an incident.

The goal is not perfect cyber security. The goal is reducing preventable disruption.

What to Review Before Renewal

Cyber and payment dependency should be part of the renewal conversation if the pub relies on digital systems to trade.

Before renewal, a leased pub operator should ask:

• Do we take most payments by card?
• Do we use EPOS, booking, payroll or supplier systems?
• Do we hold customer or employee data?
• Are staff using shared logins?
• Do we have multi-factor authentication on key accounts?
• Are payment devices checked and updated?
• Is there a response plan if systems go down?
• Does our current insurance include any cyber or technology-related support?
• Would a cyber incident also create a business interruption problem?

These questions help move the conversation from “Do I need cyber insurance?” to “How dependent is my pub on digital systems?”

Final Thought

Cyber risk does not need to sound technical to matter.

For a leased pub operator, it can look like a payment outage, a hacked email account, a fake supplier invoice, a lost booking system, a compromised social account or staff data exposure.

The practical starting point is simple: identify the systems the pub depends on, reduce obvious weaknesses, train staff on common scams, and check whether the insurance programme reflects that dependency.

Need Help Reviewing Cyber, Payment or Digital Dependency Risk?

Smei can help leased and tenanted pub operators understand what questions to ask before renewal or business change.