QR codes: responsible business uses

If you’ve been to a restaurant, walked past posters or sat through an online ad in recent years, chances are you’ve seen a QR code. Short for “quick response code,” QR codes boomed in popularity during the COVID-19 pandemic. Businesses needed contactless ways to share information, and these little squares delivered exactly that.

Today, business QR codes are practically everywhere—and for good reason. With a simple scan from a smartphone, customers can be instantly directed to a website, video, form or special offer. And thanks to modern tools, it’s easier than ever to generate QR codes and connect with people on the go.

But as QR code use has grown, so have the risks. Scammers are taking advantage of the trust people place in these codes and manipulate them to steal data, plant malware and mislead users. That’s why it’s more important than ever for businesses to use QR codes responsibly.

In this post, we’ll break down how QR codes work, how they’re being misused and, most importantly, how your business can leverage them safely.

What are QR codes and how do they work?

QR codes are essentially advanced barcodes that store information and transmit that information instantly when scanned with a smart device. Unlike traditional barcodes, which can only hold limited data, QR codes can link to pretty much any digital resource, from websites and documents to videos, forms and more.

Businesses across industries are embracing QR codes because they provide a seamless way to connect offline audiences with online content. Whether you’re promoting your brand, sharing a digital menu or collecting customer feedback, a QR code can help eliminate the friction that can come with sharing digital content in person.

They’re also incredibly easy to generate and use. You can create the codes in just a few clicks with the help of free or paid generators. From there, you can share them online, print QR codes on flyers, signage and packaging or even add a QR code on your business card to make networking more dynamic and interactive.

Are QR codes safe?

While QR codes are convenient to use, they do come with risks. As more people rely on them for quick access to information, scammers have found ways to manipulate them, usually with the end goal of stealing money or personal data.

One common scam is replacing legitimate codes with fake QR codes. These fraudulent codes are often placed over real ones in public places, such as those found on street posters, flyers or even product packaging. When scanned, they redirect users to malicious websites designed to steal sensitive information or install harmful malware onto their device. For example, a scammer might swap a real QR code on a parking meter with one that leads to a fake payment page designed to steal credit card details.

Another approach involves impersonating a trusted business. Scammers might send emails or texts claiming to be from a familiar brand, complete with an official-looking QR code. Once scanned, the code could lead to phishing sites or prompt harmful downloads.

These QR code scams are often highly convincing. Since QR codes are meant to be scanned quickly, scammers count on users not verifying the destination before interacting with them. That’s why businesses and consumers alike need to be cautious and informed when using or interacting with QR codes.

QR code security: how to use them responsibly

Like any digital tool, QR codes can be exploited, especially when there’s a gap in awareness or oversight. Here’s how your business can use QR codes securely and ethically.

1. Secure the QR code’s destination

When you create a QR code for a URL, you’re asking people to trust where it leads. In other words, it’s your responsibility to make sure that the destination is secure. Always link to a page that uses HTTPS, which means it’s protected by SSL/TLS encryption. This security protocol keeps data safe as it moves between the user’s device and your website, preventing potential interception or tampering.

If the page doesn’t have an SSL certificate, users may see a browser warning or padlock error, which can damage trust and credibility. Before sharing your business QR code, double-check that the URL is encrypted, loads correctly on mobile and provides a safe experience from start to finish.

2. Use reputable QR code generators

Make sure to use a trusted, well-reviewed QR code generator or platform. Look for companies with high ratings on sites like G2.com. Consider using a QR code management platform for added security. These tools often offer features like link editing, password protection and the ability to disable codes, which can help protect your business and your customers from QR code scams, as well as make your codes easier to manage.

3. Build trust with custom QR codes

Many generators will let you customize your QR code by embedding logos, adjusting corner shapes or adding branded colors and patterns without sacrificing scan reliability. These custom QR codes help signal legitimacy to your audience, making customers feel more confident that they’re scanning something trustworthy. Scammers are also less likely to replicate a branded code.

4. Test before distribution

Before you print or share your business QR code, take it for a test drive. Scan it yourself with multiple devices and apps. Share it with trusted friends and family. Confirm that it always directs to the correct page, that the URL remains unchanged and that no intermediate redirects appear.

Be sure to test after printing, too. Sometimes, size, resolution or contrast issues can make QR codes unreadable. By checking your codes thoroughly, you’ll minimize customer frustrations and protect against unintended redirects to malicious sites.

5. Provide clear context and encourage previews

Help users feel confident before they scan by sharing your QR codes alongside a brief explanation, like “Scan to view our menu” or “Scan to visit our website.”

You can also encourage users to preview the link before clicking. Most smartphones will display the URL after scanning but before opening it, giving people a chance to spot anything suspicious. If not, using a dedicated QR code detector app can add another layer of protection. These small steps go a long way in helping users stay informed and avoid accidentally interacting with a fake QR code.

6. Be careful with placement

Avoid placing QR codes where someone can easily tamper with or cover them, such as on public bulletin boards, outside tables or external walls. Having your codes indoors or behind glass is safer. You can also add context or design elements around the code to make it obvious if someone tries to place a fake QR code over yours.

7. Monitor ongoing usage

QR code security doesn’t end once your code is distributed. Train your team to recognize emerging QR code scams and set up a process for regular audits and checks. Use analytics tools to monitor scan activity, such as frequency, location and error logs. Sudden spikes, drops or unusual patterns might signal tampering or misuse.

If the linked URL changes or a campaign ends, make sure to update or deactivate the code. These simple, proactive steps help you offer safe QR codes that protect your audience and your brand.

Generate QR codes safely

QR codes have earned their place in modern business, acting as a convenient bridge between the physical and digital worlds. But just because they’re easy to use doesn’t mean we can be careless with them. As scammers find new ways to exploit technology, it’s up to businesses to stay a step ahead.

The good news? Responsible use doesn’t have to be complicated. By following the best practices above, you can confidently create business QR codes that aren’t just easy to use but also smart, safe and trusted.