Personal Data Protection and Security Measures

Justin LawIT Services - Information Security Team

25 & 27 November 2013

Agenda

Data protection Data Classification IT Security Good practices

Data protection

Data is one of the most valuable assets of the University

Data could be any factual information that is stored on computer, USB drive, Cloud and of course, on paper.

Risks of Data: 1. Theft2. Loss3. Leakage4. Tamper

Data Classification

The importance of data classification

• Allow us to identify the data• Manage the data better• Employ appropriate level of security for the data

Three-level Data ClassificationIn order to handle data properly, data should be classified into categories- classification level.

Three-level Classification:

Public Sensitive Restricted

Three-level ClassificationPublic• Data is generally open to the public. • No existing local, national or international legal restrictions on

access. Example: Events and Activities, communications notices and publications.

Public Sensitive Restricted

Three-level ClassificationSensitive• Data is “Official Use Only”• Protected from unauthorized access due to proprietary, ethical

or privacy considerationsExample: Student Data; University partner or sponsor information where no NDA exists

Public Sensitive Restricted

Three-level ClassificationRestricted• Data is protected by regulations, University policies or

contractual agreement• Unauthorized access may result in significant financial risk or

negative impacts on the reputation of the UniversityExample: Personal Information, Payment Records, Medical records

Public Sensitive Restricted

Data Handling Level of precautions and security controls are relevant to

the data classification

More protections for more sensitive data

Data HandlingSecurity Control Public Level Sensitive Level Restricted LevelAccess Control No restriction AAA (Authentication,

authorization, accounting)

AAA,Confidentiality agreement

Copying/Printing No restriction Limited Limited with label “Confidential”

Network Security No protection Firewall, IPS,Allow remote Access

Firewall, IPS,No remote Access

System Security Best practices Hardening Hardening with specific security

Physical Security Locked Locked, CCTV Data CentreData Storage Monthly Backup Daily Backup Encryption

Data loss preventionDaily Backup

Auditing No Logging Logins Logins, access and changes

IT Security Good practices

Workstation Use complex password, more than 8 characters Enable login password and screen saver password Logout when unattended Do not install P2P software on computer that handles

confidential data Physically secure the notebook PC, tablet PC Avoid using public computer to access confidential files Using VPN or other secure channel for remotely access from

the outside of the university

StorageData could be stored on personal PC, file server, mobile phone, NAS, Cloud, etc… Access control

• Need ID and password• Read, write, deny access• Logging

Use encryption Backup

Removable Storage Only store sensitive data on portable devices or media when

absolutely necessary Use Encryption Erase the data after use Don’t leave USB drive unattended Keep it safe Don’t use USB drive from unknown source. Report to supervisor if lost USB drive that contains sensitive

data

Cloud storageBefore putting data to Cloud, you should consider: Privacy and confidentiality Data retention

Impossible to eliminate Data ownership Data Encryption

being uploaded to, or downloaded from, and stored in the cloud

Exposure of data to operator, local and foreign government

and government agency

Social NetworksSocial networks are a great way to stay connected with others, but you should be wary about how much personal information you post.

• Privacy and security settings• Once posted, always posted• Keep personal info personal• Know and manage your friends

Mobile Security“New Technology, old Privacy and Security issue” Lost or stolen devices

Enable screen lock Encrypt the data, such as email and documents Alert the automatically login of company email and

file server Malware and virus

Steal bank details, Company Data, Personal identities, Email addresses

Install mobile security apps Use Remote Wipe, Encryption and Anti-Virus

Phishing email

Hyperlink Http://evil.com/cheatu/login.htm

Sample of phishing email

Phishing is the act of attempting to acquire information such as usernames and password by pretending from a trusted entity, e.g. ITS or other department of the university

Signs of a phishing email:• Not addressed to you by name• Asks for your username and password• “Business letters” but comes from suspicious email accounts

What to do if you received phishing email Delete these suspicious emails Don’t reply or click any link on them. Refer to HKU Spam report web site http://www.its.hku.hk/spam-report

Phishing

Thank You