Microsoft pii_email_c167d5611438377b6746 (pii) Personally identifiable information is defined by the U.S. government as:
“Information that can identify or trace a person, such as name, resident registration number, biometric registration, etc. Identification information that is or can be linked to a specific person, either alone or in combination with other personally identifiable information, such as date and place of birth, mom’s maiden name, etc.”
Table of Contents
What Is Not PII? pii_email_c167d5611438377b6746
Personal data is not classified as non-personal data such as PII and the company you work for, shared data, or anonymous data.
What Is a PII Violation? pii_email_c167d5611438377b6746
pii_email_c167d5611438377b6746 – PII breaches are illegal and are often associated with fraud, such as identity theft. Violations can also result from unlawful access, use or disclosure of PII. Failure to report a PII breach can also be a breach.
What Must You Do When Emailing PII? pii_email_c167d5611438377b6746
Please do not send PII via email, as email is not always secure. If necessary, use secure verification or encryption methods.
What Laws Protect PII?
Many federal and state consumer protection laws protect PII and penalize its unauthorized use. Examples include the Federal Trade Commission Act of 1974 and the Privacy Act.
What Is Personally Identifiable Information (PII)? pii_email_c167d5611438377b6746
In simple terms, PII is any information that can directly or indirectly “infer” the identity of another person. “Inference” in this case can mean anything that makes someone’s identity verifiable.
While this seems self-evident, PII is somewhat poorly defined in the United States. Therefore, it can be difficult to distinguish what constitutes PII from what does not.
NIST divides PII into two categories: linked and unlinked. The linked information allows someone to directly verify her identity. Examples of PII in this category include:
- Name and surname
- Home address
- Work address
- Social Security Number (SSN)
- Telephone number (work, home or mobile)
- Personal property information (Vehicle Identification Number, etc.)
- Number of credit card or debit card
- Email address
- IT related information (MAC address, IP address, serial number, etc. per device) pii_email_c167d5611438377b6746, [pii_email_c167d5611438377b6746].
Unconnected information is less direct and requires an outside party to combine two or more pieces of information to identify someone. Disconnected information includes:
- common names and surnames;
- Race and gender categories
- Extensive address fields (city, state, country or postal code)
Unlinked PII may appear to be “more secure” than linked PII. But you never know what combination of unlinked PII will inadvertently reveal someone’s identity. Therefore, it is important to use platforms, tools and processes that protect data within a specific business case.
With this in mind, pii_email_c167d5611438377b6746 PII is defined and treated slightly differently under various data privacy regulations.
• Under HIPAA, PII is better understood as Protected Health Information (PHI). Under its privacy rules, HIPAA defines PHI as any information about a patient’s health, medical treatment, or claims and payment related to a patient’s health and treatment.
• Because PCI DSS emphasizes card payment data, PII sent via email almost exclusively refers to a credit card number, as well as any combination of name, address, phone number, or email address. that identifies the client.
• FedRAMP is divided into three impact levels (low, medium, and high), and the types of PII are different for each level. For example, many low-impact systems may not contain PII other than login credentials (username and password), while high-impact systems may handle data as PHI. FedRAMP prohibits sending PII via email unless it is encrypted.
Is PII Different From Personal Data?
pii_email_c167d5611438377b6746 – PII is slightly poorly defined in the US, but the European Union has taken steps to make the definition more specific. That is why the concept of “personal data” defined under the General Data Protection Regulation (GDPR) is detailed in the legal framework and repeatedly mentioned in legal documents and requirements.
What Is the PII Under General Data Protection Regulation (GDPR)?
Under GDPR regulations, personal data is specifically linked to any information “directly or indirectly relating to an identified or identifiable natural person (data subject).”
The GDPR also specifies general elements related to personal data, including names, identification numbers, online identifiers, or “one or further more factors exact to the physical, genetic, physiological, economic, cultural, or social identity of that natural person.”
While PII and personal data differ only slightly, the legal implications are much more varied. Anything that can be used to identify someone is considered personal information and must be kept secure, private, and confidential. This includes items such as security logs, consent forms, cookies, and any tags or tokens used to maintain a customer’s presence or experience on an online platform.
Additionally, depending on GDPR jurisdictions, sending PII via email can result in heavy penalties, such as up to 4% of gross receipts.
PII and Sending Information With Email
Abstinence is the best way to protect your PII over e-mail, pii_email_c167d5611438377b6746. [pii_email_c167d5611438377b6746].
Think about that what it takes to handle PII: secure servers, encryption, policies, procedures, audits, and more. Therefore, email platforms must meet strict security requirements. Sending PII via public email does not meet the requirements of data privacy regulation, let alone maintaining customer privacy.
Organizations should consider using these data protection features to comply with the regulations listed above.
Email Encryption – pii_email_c167d5611438377b6746
Encrypted Email – The easiest way to protect your email is to encrypt it. Several email platforms include encryption options, which sounds great until you realize how difficult email encryption really is.
If you choose email encryption, you must either provide public key encryption or use an integrated email service that all clients also use. Most public email providers do not offer encryption, so you will have to pay for it. Also, most users will not understand encrypted email and will not want to work on it.
Avoiding Email for SFTP or Other File’s Transfers
With proper configuration, SFTP can provide a secure and compatible way to share and transfer data. But then again, you risk alienating your recipients. No customer will ever use an SFTP program to process their data (unless they operate in an industry where SFTP is the norm).
Secure Email Links – pii_email_c167d5611438377b6746
[pii_email_c167d5611438377b6746] pii_email_c167d5611438377b6746- Secure Email Links combines the best secure servers and email in one package. Instead of sending encrypted data, your organization sends a secure email link to an encrypted server that contains messages in your plain email inbox. Users must authenticate themselves to gain access to those servers and to messages that contain PII.
This last option is the easiest and most manageable way to protect PII over email. It not only relieves users of the burden of learning or adopting new technologies, but also shifts the responsibility from users to the IT infrastructure. Secure email links can be used to meet other email compliance requirements, such as audit logging and user access organization.
Legal and Obedience Issues When Sending PII Over Email
Sending PII by email may not be secure and may lead to unauthorized access to personal and sensitive data. Utmost email services are not encrypted and can be intercepted in transit, giving hackers access to sensitive data. There are additional risks organizations face when sending PII via email, including:
1. Data Protection: Sending PII by email may violate the data protection laws of the jurisdiction in which the sender receives the data. Data protection laws may require senders to take additional steps to ensure that your emails are secure and that your data is not disclosed inappropriately.
2. Privacy and Consent: Sending PII by email may violate the privacy and consent laws of the jurisdiction in which the sender receives the data. In some cases, we need to obtain your permission before submitting your personal data.
3. Anti-Spam Laws: Sending PII by email may violate the anti-spam laws of the jurisdiction where the sender receives the data. Unsolicited email may be prohibited and any email containing PII must be sent as required by law.
4. International Transfers: The transfer of PII by email may move data between countries and may create additional legal and compliance obligations, such as the EU General Data Protection Regulation (GDPR).
NIST PII Standards – pii_email_c167d5611438377b6746
[pii_email_c167d5611438377b6746] – National Institute of Standards and Technology Cybersecurity Framework (NIST CSF) provides PII standards for protecting an individual’s PII. This framework provides organizational guidance when designing and implementing an information security program.
The PII standard includes controls to protect PII in areas such as data collection, data storage, data transmission, software development, physical access control, access control lists, and encryption. The standards also specify auditing and reporting requirements.
The NIST CSF PII standard should consider implementing the NIST CSF PII standard to protect PII. This is because they are comprehensive and practical guidelines established by trusted and authoritative sources and provide a solid foundation for safely and responsibly handling sensitive customer data. Following these standards can protect your organization from potential security risks and data privacy breaches.
Additionally, data privacy regulations such as HIPAA use the NIST CSF PII standards as minimum security requirements for organizations processing PII, so compliance with the NIST CSF PII standards protects organizations from incurring heavy penalties. for violating these rules.
Here Send Secure Email Links With the Kiteworks Platform
Kiteworks Private Content Network delivers secure email and secure file sharing services that meet several key data privacy requirements without sacrificing usability or business functionality.
Adopting the Kiteworks platform allows you to send secure email links to your customers to ensure that email communications, especially those containing PII, remain protected and confidential. The Kiteworks platform offers several important features to help you maintain regulatory compliance and business strategy:
- A platform that helps meet key data privacy requirements such as HIPAA, NIST 800-171, FedRAMP, DPA, CCPA, GDPR and more. It also includes SOC 2 certification for Amazon AWS and Microsoft Azure cloud environments.
- High-level encryption values, including AWS-256 encryption for data at rest and TLS 1.2 encryption for data in transit.
- Easy and secure access to all company content repositories (no migration required), including cloud storage, file servers, ECM, ERP and CRM systems.
- Demonstrate compliance with internal processes and external standards through one-click reporting and auditing.
- On-buildings, private cloud, hybrid, or FedRAMP deployment options that don’t mix data or metadata with other customers.
- A powerful CISO dashboard that helps you monitor file activity (who sent what to whom) and access, providing forensic data in a forensic audit or investigation.
- Advanced security features such as threat detection, consolidated logging, and SIEM integration.
Book a personalized Kiteworks demo today to learn how email can affect your security and compliance.
Personally Identifiable Information (PII) is any type of data pii_email_c167d5611438377b6746 that can be used to identify someone, from names and addresses to phone numbers, passport details, and social security numbers. This information is often the target of identity theft, especially on the Internet. For this reason, it is critical that businesses and government agencies keep their databases secure.
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