Personal Data Protection and Security Measures Kelvin Lai IT Services - Information Security Team 12 & 13 April 2016

Agenda ➢ Data Protection ➢ Data Classification ➢ Good Practices for IT Security

Data Protection ➢ Data is one of the most valuable assets of the University ➢ Data could be any factual information that is stored in computer, USB drive, Cloud storage 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. Public Sensitive Restricted

Three-level Classification Public Data is generally open to the public. No existing local, national or international legal restrictions on access. Examples: 1.events and activities information 2.communication notices 3.publications

Three-level Classification Sensitive Data is “for Official Use Only” Protected from unauthorized access due to proprietary, ethical or privacy considerations Examples: 1.Student data; 2.University partner or sponsor information where no confidentiality agreement 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 Examples: 1.Personal Information 2.Payment Records 3.Medical Records

Data Handling ➢ Different level of precautions and security controls are applied based on the data classification. ➢ Data with higher sensitivity level requires higher level of protection. Public Sensitive Restricted

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 Backup Encryption Data loss prevention AuditingNo LoggingLoginsLogins, access and changes

Good practices for IT Security

Workstation ➢ Use complex password, at least 10 characters with combinations of alphanumeric and special characters ➢ Enable login password and screen saver password ➢ Screen lock or logout your computer when unattended ➢ Do not install Peer-to-Peer(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, Network Attached Storage(NAS), Cloud storage, … etc. ➢ Apply access control Require user ID and password Read, write, deny access Logging ➢ Use encryption ➢ Backup regularly

Removable Storage ➢ Use encryption with password protected ➢ Erase the data after use ➢ Don’t leave USB drive unattended ➢ Keep it safe ➢ Don’t use USB drive from unknown source. ➢ Only store sensitive data on portable devices or media when absolutely necessary ➢ 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 storage, 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. “Stay Smart. Mind Your Digital Footprint” – by PCPD “Stay Smart. Mind Your Digital Footprint” Privacy and security settings Once posted, always posted Keep personal information personal

Mobile Security “New Technology, old Privacy and Security issue” ➢ Lost or stolen mobile 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 and addresses ➢ Be aware apps sources and rights ▪Install from trusted sources only ▪Be aware the requested application permissions

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 Unofficial “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

Phishing Hyperlink Sample of phishing

Ransomware is malicious software which encrypts files until a ransom is paid, and in some cases, normal use of the infected computers cannot be resumed even a ransom is paid. Ransomware

Ransomware typically propagates in the form of a Trojan horse which enters a computer through a downloaded file s with malicious attachments malicious website network vulnerability Ransomware Your PC is locked and files are encrypted To get the key to unlock your PC and decrypt files, you have to pay HK$10,000.

1.Regularly backup your PC data and keep a recent backup copy off- line 2.For suspicious s, attachments/files and unsolicited Web sites, please do not open them. 3.Do not enable macros in document attachments received via . 4.Ensure anti-virus software is installed on your PCs and keep it up-to- date with the latest virus signature. 5.Keep the operating systems of your PCs up-to-date. 6.Limit the privilege and access right of shared network drives Refer to HKU ITS web site Security Measures for Protecting PC

Thank You