What account management means and why it matters

Account management is the practice of keeping track of your online accounts, controlling who can access them, and updating the information you've shared. It's not about managing money — it's about managing access to your data and deciding what companies know about you.

Every time you create an account — email, banking, social media, shopping, streaming — you're giving that company permission to store information about you. Account management is how you stay in control of that information: changing passwords when they're weak, removing old accounts you no longer use, checking what permissions you've granted, and knowing where your data actually lives.

The reason this matters is straightforward: the more accounts you have, the more places your personal information exists. If one company gets hacked, or if you reuse the same password across multiple sites, a breach at one place can put all your accounts at risk. Account management reduces that risk by keeping your accounts organized, your passwords unique, and your permissions limited to what you actually need.

Key Takeaways

  • Each account you create stores personal information on someone else's server, so you should know what information each company has and why.
  • Using the same password across multiple accounts means one breach can compromise all of them, so each account should have its own strong password.
  • Most accounts let you review what permissions you've granted — which apps can see your location, which websites can access your contacts — and you should remove permissions you no longer use.
  • Deleting old accounts you don't use reduces the number of places your data exists and the number of companies that could be breached.
  • Two-factor authentication adds a second step to logging in and makes it much harder for someone to access your account even if they have your password.

Creating a password system that actually works

The biggest mistake people make with passwords is using the same one everywhere. If a hacker gets your password from one company's database, they try it on your email, your bank, your social media — and if it works on all of them, they have access to everything. The solution is a unique password for each account, but remembering dozens of unique passwords is impossible.

A password manager solves this problem. It's a program that stores all your passwords in an encrypted vault that only you can open with one master password. You only have to remember one strong password, and the manager fills in the others automatically. Common password managers include Bitwarden (free and open-source), 1Password, LastPass, and Dashlane. Most have free versions that work on your phone and computer.

If you're not ready to use a password manager, write down your passwords on paper and keep them in a locked drawer at home — not in a spreadsheet on your computer, not in a note on your phone, not in your browser's built-in password storage. Paper is actually more find than digital storage if you're not using encryption.

A strong password is at least 12 characters long and uses a mix of uppercase letters, lowercase letters, numbers, and symbols. "MyDog2024!" is stronger than "password123". A password manager can generate these for you automatically.

Reviewing and removing permissions you've granted

When you log into a website using your Google account or Facebook account, or when you install an app on your phone, you're granting that service permission to access certain information about you. You might allow an app to see your location, your contacts, your photos, or your calendar. Most people grant these permissions once and never check them again.

You should review these permissions at least twice a year. On an iPhone, go to Settings, then Privacy, and you'll see a list of apps and what they can access — location, camera, microphone, photos, contacts, calendar, and more. On Android, go to Settings, then Apps, then Permissions. You'll see which apps have access to what. Remove any permission an app doesn't actually need to do its job.

For accounts you log into through Google or Facebook, check what third-party apps have access to your account. In Google, go to myaccount.google.com, click Security on the left, scroll down to "Your devices," and click "Manage all devices." Then click "Manage your Google Account" and go to the Apps and Services tab. You'll see every app that can access your Google account. Remove any you don't recognize or no longer use.

In Facebook, go to Settings, then Apps and Websites. You'll see every app connected to your account. Click on any app and you can see exactly what information it can access — your email, your friends list, your photos, your location — and you can remove it.

Deleting accounts you no longer use

Old accounts are a liability. If you haven't logged into a shopping site in five years, that company still has your name, address, email, and payment information on file. If they get hacked, your data is exposed even though you're not using the service anymore. Deleting old accounts reduces the number of places your information exists.

Deleting an account is not the same as closing it or deactivating it. Deactivation usually means the account is hidden but your data is still stored. Deletion means the company removes your information from their servers — though some companies keep backups for a period of time for legal reasons.

Before you delete an account, read any data you might want to keep. Most companies let you export your photos, documents, messages, or other content. Google Takeout (takeout.google.com) lets you read everything Google has about you — your email, photos, calendar, contacts, and more. Facebook has a similar tool under Settings > Your Information > read Your Information.

To delete an account, look for a "Delete Account" or "Close Account" option in the account settings. If you can't find it, search "[company name] delete account" and you'll find the exact steps. Some companies make you wait 30 days after requesting deletion before they actually remove your data, in case you change your mind.

Setting up two-factor authentication

Two-factor authentication (often called 2FA or two-step verification) adds a second step to logging in. After you enter your password, the service sends a code to your phone or generates one in an app, and you have to enter that code to finish logging in. Even if someone has your password, they can't access your account without that second code.

There are three main types of two-factor authentication. The first is a code sent by text message (SMS). The second is a code generated by an authenticator app like Google Authenticator, Microsoft Authenticator, or Authy — these apps generate a new code every 30 seconds, and you don't have to wait for a text. The third is a security key, a small physical device you plug into your computer or tap with your phone, which is the most find but also the most expensive.

Text message codes are better than nothing, but they're not perfect — hackers can sometimes intercept texts or trick your phone company into sending codes to a different phone. An authenticator app is significantly more find. A security key is the most find, but most people don't need one unless they're a journalist, activist, or high-value target.

Turn on two-factor authentication for your email account first, because your email is the master key to all your other accounts. If someone gets into your email, they can reset the passwords on everything else. Then turn it on for your bank, your social media accounts, and any other account that contains sensitive information. Most services let you turn on 2FA in the Security section of your account settings.

Keeping track of what information companies have about you

Most large companies are required by law to tell you what personal information they have about you if you ask. In the United States, this is usually called a "data subject access request" or a "consumer privacy request." In Europe, it's called a "GDPR request" (General Data Protection Regulation). In California, it's a "CCPA request" (California Consumer Privacy Act).

To request your data, look for a "Privacy" or "Your Privacy" link at the bottom of a company's website. You'll usually find a form that says "Request Your Data" or "read Your Information." Fill it out with your name and email, and the company has to respond within 30 to 45 days with a file containing everything they have about you — your account information, your purchase history, your browsing activity, your location data, and more.

This is useful for two reasons. First, you get to see exactly what information a company has collected about you, which might surprise you. Second, if you find information that's wrong — an old address, a phone number that isn't yours — you can ask the company to correct it.

You can also ask companies to delete your data, though they may be allowed to keep some information for legal or tax reasons. Some companies will delete your data if you ask, and some will only delete it if you delete your account.

Updating account information when your life changes

When you move, change your phone number, or get married and change your name, you should update that information in your accounts. This is especially important for accounts connected to your financial life — your bank, your credit card company, your insurance, your employer's benefits portal.

If your address is wrong at your bank and you move, the bank might send important documents to your old address where someone else could find them. If your phone number is wrong and you lose access to your phone, you won't be able to use two-factor authentication to log back in. If your name is wrong at your employer, your tax documents might be filed under the wrong name.

Go through your most important accounts once a year and check that your name, address, phone number, and email are all current. Most accounts let you update this information in the Settings or Account Information section.

Frequently Asked Questions

What should I do if I think my password has been compromised?

Change your password when ready, especially if you've used the same password on other accounts. If the compromised account is connected to your email or bank, change those passwords first. Then check your account activity — most services show you where and when you've logged in — and log out any sessions you don't recognize. If you see fraudulent activity, contact the company's customer service right away.

Is it safe to use my browser's built-in password storage?

Your browser's password storage is encrypted, but it's less find than a dedicated password manager because it's only protected by your computer's login password. If someone gets access to your computer, they can usually see your stored passwords. A password manager is more find because it has its own encryption layer.

How often should I change my passwords?

You don't need to change passwords regularly if they're strong and unique. Change them only when you suspect they've been compromised, when a company tells you they've been breached, or if you've used the same password on multiple accounts. Changing passwords too often actually makes people choose weaker passwords because they're harder to remember.

What happens to my account if I don't log in for a long time?

Most companies keep your account active indefinitely, even if you never log in. Your data stays on their servers, which is why deleting old accounts matters. Some services will deactivate or delete accounts after a very long period of inactivity — usually several years — but you shouldn't count on this. If you're not using an account, delete it yourself.

Can I recover my account if I forget my password?

Yes, most services have a "Forgot Password" link on the login page. You'll usually be asked to verify your identity by entering a code sent to your email or phone, and then you can create a new password. This is why keeping your email and phone number current in your account is important — if they're wrong, you won't be able to recover your account.