This article is written by a Japanese local.
For the first few days or weeks after foreign employees arrive in Japan—before they activate a domestic mobile network (SIM card) on their own smartphones—they rely heavily on “Free Public Wi-Fi” provided by airports, hotels, and cafes.
However, public Wi-Fi environments that anyone can connect to without a password are extremely vulnerable from a security standpoint. If newly arrived employees use these unprotected communication lines to log into corporate systems or enter credit card information, it directly leads to fatal troubles such as the leakage of corporate data and the theft of personal financial assets. This article explains the procedures for implementing a “VPN” to physically cover communication vulnerabilities and secure a safe remote work environment.
1. The Defenseless Security Risks Hidden in Japan’s “Free Wi-Fi”
[Summary] Unencrypted free Wi-Fi allows malicious third parties to easily intercept communications. Vigilance against fake access points is also strictly required.
In urban areas of Japan, there are countless free Wi-Fi networks provided by cafe chains and public transport, including “Japan. Free Wi-Fi.” However, to prioritize convenience, many of these are left “unencrypted” (indicated by the lack of a padlock icon next to the network name).
On an unencrypted network, malicious third parties connected to the same Wi-Fi can easily use specialized tools to snoop on “who is viewing which sites” and “what passwords are being entered.” Furthermore, if an employee mistakenly connects to a “fake access point (Evil Twin)” disguised with the exact same network name (SSID) as a legitimate Wi-Fi, all entered information is sent directly to the hacker.
2. The “VPN” Prerequisite for Protecting Corporate Data and Personal Assets
[Summary] Utilizing a VPN creates an encrypted tunnel for communications, establishing safe data transfer even under vulnerable public Wi-Fi environments.
The only logical defense to offset the dangers of public Wi-Fi is the use of a “VPN (Virtual Private Network).”
When a VPN app is installed on a smartphone or PC and the connection is turned on, all data transmitted from the device is heavily encrypted and routed to the internet through a “dedicated, invisible tunnel.” Because of this, even if someone accidentally connects to an unencrypted cafe Wi-Fi or a fake access point, the risk of communication content being deciphered and intercepted is completely eliminated.
3. “Communication Security” Front-Loading by HR Managers
[Summary] Complete corporate VPN setup before departure or mandate the installation of a trusted commercial VPN as an essential task.
Merely giving a verbal warning like “Be careful, Wi-Fi is dangerous” is meaningless. HR managers must physically complete one of the following approaches before the employee departs for Japan.
- Mandating Company-Provided VPNs: If the company contracts a corporate VPN, mandate that the VPN profile is installed not only on the work PC but also on the employee’s personal smartphone, enforcing a rule to “always turn on the VPN when connecting to public Wi-Fi.”
- Designating a Trusted Commercial VPN: If there is no corporate VPN, require employees to subscribe to a highly secure, paid commercial VPN service (such as NordVPN or ExpressVPN) at the company’s expense, completing the setup prior to relocation.
4. Practical Q&A (Common Misconceptions About VPN Usage)
[Summary] Answers practical questions regarding the dangers of free VPN apps and potential internet speed reductions while using a VPN.
Q. Is it okay to let employees use “completely free VPN apps” found in the app store?
A. This should be absolutely avoided. Many free VPN apps generate profit by collecting users’ communication logs and personal information and selling them to advertisers or third-party organizations. This leads to an absurd situation where “the app meant to protect communications is actually extracting data.” Please designate a paid VPN service that maintains a strict “no-log policy” (a policy of never storing any communication records).
Q. I heard that turning on a VPN slows down the connection speed. Should it be kept on at all times?
A. Due to the encryption processing and routing through overseas servers, it is a fact that speeds may drop by a few percent to over ten percent compared to a normal connection. However, modern paid VPNs employ protocols that minimize this speed reduction. “Ensuring security” takes priority over a “slight drop in speed.” Establishing a rule of constant connection whenever outside (using any public Wi-Fi) is the most reliable defense measure.
Conclusion: Systematically Block Connections to “Naked Networks”
When onboarding foreign employees, securing a communication environment is important, but simultaneously guaranteeing the “safety of those communications” is directly linked to maintaining corporate compliance. Precisely because the period immediately after entry is unstable with incomplete communication infrastructure, HR must make employees aware of the risks of unprotected access to “naked networks” like public Wi-Fi, and incorporate VPN implementation as a mandatory item in the relocation procedure.