Guarding Your Personal Identity Online
Securing your ‘Personal Identifiable Information (PII)’ is super important in online security.
It's information that can single out or recognise a specific person, like their name, address, or ID number.
Organisations need to understand how to handle this kind of data properly to keep it safe. In this article, the TCD Team has created a helpful guide, explaining the intricacies of PII and its effective management of your sensitive data. Navigating the complexities of handling such sensitive data, shedding light on the responsibilities, heightened security requirements, and potential legal or compliance obligations that come with it. It's all about making sure your personal info doesn't end up in the wrong hands.
What is PII?
PII refers to information that, either independently or when combined with other data, can be used to identify, contact, locate, or identify a specific individual.
For organisations, grasping the complete concept of PII and how to manage it is crucial and this article serves as a guide in handling that data. This understanding may bring additional responsibilities, heightened security requirements, and, in specific cases, legal or compliance obligations.
What Information counts as ‘PII’?
certain items that qualify as PII all have to do with identifying you or an individual. These include full name, biometrics, home address, email, ID numbers, passport number, vehicle plate number, driver’s license or handwriting, credit card number, digital identity, date of birth, birthplace, genetic information, phone number, login name, or screen name.
The Australian law regarding PII?
PII is not just a concept; it holds legal significance in various countries and territories. For instance, the Privacy Act of 1988 in Australia defines "personal information" broadly, covering information or opinions about an individual whose identity is apparent or can reasonably be ascertained.
Protecting your identity online is commonly a priority for users when surfing through the net. The internet, laden with potential threats, makes PII susceptible to falling into the wrong hands, leading to potential misuse by hackers and identity thieves.
Check out our related article on Australia’s Privacy Act for more information on your organisation and what it can do for you.
The TCD team has identified and compiled the information you need to protect your PII. Below are our 12 proactive measures to protect your PII
Safeguarding Your PII: 12 Essential Steps for Enhanced Cybersecurity
1. Utilise a Comprehensive Security Platform: Safeguard your devices with robust online protection software that defends against viruses, malware, spyware, and ransomware. Additionally, employ features like strong password protection and firewalls for an added layer of security.
2. Compliance Regulations: Consider your industry to identify potential legal compliance obligations. These regulations dictate the proper procedures for collecting, handling, storing, and transmitting specific types of sensitive information. Compliance requirements may be influenced by your customer's location or identity rather than your business's industry or location.
3. Guard Your Social Security Number: Given its significance, securely store your Social Security Number, providing it only when necessary, and inquire about alternative information options.
4. Encrypt Your Files: Employ encryption tools to protect your files, rendering them inaccessible without the appropriate digital key. Utilise your file encryption features and secure deletion applications to enhance data security.
5. Conduct a Risk Assessment for your stored PII: Executing a risk assessment is crucial for pinpointing potential vulnerabilities or weak links in your security approach before they are exploited by malicious entities. This process involves identifying:
Regulated PII and the measures taken to ensure compliance. Unregulated PII may pose risks to reputation, competition, security, etc.
Potential sources of threats ranked from most to least likely.
Risk management strategies, encompassing control procedures and safeguards that can be implemented.
6. Being aware of Phishing Attacks: Be vigilant against phishing emails, texts, or calls attempting to extract crucial information by posing as trusted entities.
7. Limit Personal Information on Social Media: Exercise discretion when sharing personal details on social media, considering the potential risks associated with oversharing.
8. Check for HTTPS in Browsing: Prioritise secure connections by looking for "https" in web addresses, particularly when engaging in online activities involving PII.
9. Lock Your Devices: Implement password protection, PINs, facial recognition, or thumbprint ID on your devices to prevent unauthorised access, especially if the device is lost or stolen.
10. Monitor Your Credit Usage: Regularly check your credit reports for any unauthorised activities, and consider identity theft protection services that offer cyber monitoring and financial coverage in case of identity theft incidents.
11. Establish Clear Documentation Outlining Your Protocols and processes for managing sensitive data: Your policy should precisely describe the categories of data stored, distinguish between sensitive and non-sensitive Personally Identifiable Information (PII), and specify the requisite methods for storing and safeguarding various data types. It is crucial to educate your users thoroughly on these policies and procedures to ensure adherence and understanding.
12. Avoid retaining unnecessary PII: Develop a policy for securely disposing of records once they become obsolete. This process should be carefully controlled to prevent the inadvertent removal of vital data or the inadvertent presence of sensitive information in unprotected areas.
This article has provided a comprehensive guide, courtesy of the TCD Team, to spread awareness of the intricacies of PII and the essential measures for effective management and protection of sensitive data. Understanding the responsibilities, elevated security needs, and potential legal obligations associated with PII is crucial for individuals and organisations alike.
Together, we can navigate the digital landscape securely and protect what matters most, your personal information.
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This is Part of our Cyber Security awareness educational campaign. Through this training, you will learn awareness and key principles, and best practices to protect yourself, your organisation, and the public from cyber attackers. You will also be equipped with the knowledge to identify potential threats and take action before any damage can occur.