1. Personal Data Protection and Security Measures Justin Law IT Services - Information Security Team 18, 20 & 25 March 2015

2. Agenda ➢ Data protection ➢ Data Classification ➢ IT Security Good practices

3. 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 paper. ➢ Risks to the data: 1. Theft 2. Loss 3. Leakage 4. Tamper

4. Data Classification

5. The importance of data classification Allow us to identify the data Manage the data better Employ appropriate level of security to the data

6. Three-level Data Classification In order to handle data properly, data should be classified into sensitivity levels, namely, PUBLIC, SENSITIVE and RESTRICTED information. Public Sensitive Restricted

7. Three-level Classification Public 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.

8. Three-level Classification Sensitive Data is “Official Use Only” Protected from unauthorized access due to proprietary, ethical or privacy considerations Example: Student Data; University partner or sponsor information where no NDA exists

9. Three-level Classification Restricted 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 University Example: Personal Information, Payment Records, Medical records

10. Data Handling ➢ Level of precautions and security controls are relevant to the data classification ➢ More protections for more sensitive data

11. Data Handling Security ControlPublic LevelSensitive LevelRestricted Level Access ControlNo restrictionAAA (Authentication, authorization, accounting) AAA, Confidentiality agreement Copying/PrintingNo restrictionLimitedLimited with label “Confidential” Network SecurityNo protectionFirewall, IPS, Allow remote Access Firewall, IPS, No remote Access System SecurityBest practicesHardeningHardening with specific security Physical SecurityLockedLocked, CCTVData Centre Data StorageMonthly BackupDaily BackupEncryption Data loss prevention Daily Backup AuditingNo LoggingLoginsLogins, access and changes

12. IT Security Good practices

13. 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

14. Storage Data 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

15. 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 http://www.its.hku.hk/about/policies/ Guidelines on storing and accessing personal data on portable storage devices and personally owned computersGuidelines on storing and accessing personal data on portable storage devices and personally owned computers (Newly updated on Mar 2015)

16. Cloud storage Before uploading data to Cloud, you should consider: ➢ Privacy and confidentiality ➢ Data Encryption ▪ being uploaded to, or downloaded from, and stored in the cloud ➢ Exposure of data ▪ to operator, local and foreign government or agency

17. Social Networks Online Social networking sites are useful 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

18. Mobile Security “New Technology, old Privacy and Security issue” ➢ Lost or stolen devices ▪Enable screen lock ▪Encrypt the data, such as email and documents ▪Use Remote Wipe and Anti-Virus ▪Be aware the automatically login of company email and file server ➢ Malware and virus ▪Steal bank details, Company Data, Personal identities, Email addresses ➢ Be aware apps sources and rights ▪Install from trusted sources only ▪Be aware the requested application permissions

19. Phishing email Hyperlink Http://evil.com/cheatu/login.htm Sample of phishing email

20. 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: Unoffical “From” address Urgent actions required Generic greeting Link to a fake website, sometimes with legitimate links ➢ 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

21. Thank You