Personally identifiable information (PII) refers to any data that can be used to identify individual people. This includes obvious things such as names, addresses, and social security numbers. It also includes less obvious things such as IP addresses and account login credentials. PII can even include biometric data, such as fingerprints or faces.
There are two main categories of PII:
- Sensitive: Information that can identify someone directly, such as their bank details, social security number, or medical records.
- Non-sensitive: Information that doesn’t directly identify someone but can form part of their digital profile, such as their gender, race, or ZIP or postal code.
PII falling into the wrong hands exposes your organization to serious risks, including:
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Identity theft: Cybercriminals can use stolen PII to break into your accounts, make unauthorized transactions, or commit crimes under your identity.
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Reputational damage: A data breach involving the theft of PII can be disastrous for your organization’s reputation and brand. It also jeopardizes the trust of your customers and partners, who might take legal action against you.
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Regulatory sanctions: Organizations must keep PII secure to comply with regulations such as GDPR and CCPA. Failure to do so can result in fines or other sanctions.
How to keep PII safe
To keep PII safe, your organization must follow best practices to prevent both data breaches and data leakage. Here are some critical things you can do.
Control access to sensitive information
Review and classify your data according to its sensitivity. Only allow your employees access to the data and systems they need to do their jobs. Don’t allow everybody free access to everything.
Also, encrypt sensitive data during transmission and storage to prevent unauthorized access.
Keep your IT systems updated and secure
Check your technology infrastructure regularly for vulnerabilities. If necessary, engage a third-party provider to perform penetration testing. Also:
- Always use the most recent versions of software and apps and install updates and patches when available.
- Enable multifactor authentication to reduce the risk of identity theft.
Avoid sharing PII online
Never post sensitive PII online, especially on social media, and be careful about sharing non-sensitive PII.
Even items that seem harmless on their own, such as photos of someone’s home, can be pieced together over time to build a digital profile that makes them identifiable.
Monitor your accounts
Always check bank and credit card statements carefully. Unusual or unauthorized activity could be a sign that the account has been compromised.
Secure your devices
Always use the most recent versions of software and apps and install updates and patches when available.
Deploy mobile device management tools to wipe lost or stolen devices and dispose of obsolete devices securely.
Educate your employees
Human error is a significant cause of data leakage incidents. Therefore, educating and training your employees is critical so they understand the risks and know how to keep information safe.
Strive to create an environment where everyone sees information security as their responsibility.
Keeping PII secure is critical for your organization
Handling PII safely and responsibly is vital for your organization. It requires security awareness, operational best practices, and up-to-date technology.
