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

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

Data Classification

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

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

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.

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

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

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

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

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

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

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 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)

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

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

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

Phishing Hyperlink Sample of phishing

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 Unoffical “From” address Urgent actions required Generic greeting Link to a fake website, sometimes with legitimate links ➢ What to do if you received phishing Delete these suspicious s Don’t reply or click any link on them Refer to HKU Spam report web site Phishing

Thank You