Simone Lawson
Personally Identifiable Information (PII) is any data that can be used to identify someone, such as their name, address, phone number, passport information, and Social Security number. PII can be used on its own or in conjunction with other personal information to identify an individual. For example, a hacker could break into someone's bank account using their phone number, email address, and mother's maiden name. The specific items that constitute PII vary depending on the jurisdiction, with the US and EU having different definitions. Understanding what constitutes PII is crucial for organizations and individuals to protect their sensitive information and prevent identity theft.
| Characteristics | Values |
|---|---|
| Name | Full name (if not common) |
| Biometric records | Face, fingerprints, handwriting |
| Address | Home address, vehicle plate number |
| Electronic and digital account information | Email, login name or screen name, digital identity |
| ID number | Passport number, driver's license, school identification numbers |
| Financial information | Bank accounts, credit card numbers, tax information, SSNs, Employer Identification Numbers (EINs) |
| Quasi-identifiers | Race, gender, ZIP code, date of birth |
| Other | Phone number, IP address, Media Access Control (MAC) address, mother's maiden name |
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What You'll Learn
Full name (if not common)
An individual's full name is considered personally identifiable information (PII) if it is not a common name. This is because PII is any information that can be used to identify someone, either on its own or in combination with other data. For example, a full name coupled with someone's address, date of birth, or place of birth could be used to identify them. This is why it is important to protect your full name from falling into the wrong hands, as it could be used to steal your identity.
In the United States, the government defined "personally identifiable" in 2020 as anything that can "be used to distinguish or trace an individual's identity," such as a name, SSN, and biometrics information. This definition varies across the world; in the European Union (EU), the definition includes quasi-identifiers as outlined in the General Data Protection Regulation (GDPR).
The sensitivity of PII varies depending on context. For example, a full name on its own may be non-sensitive, but a list of people who have visited a certain doctor would be considered sensitive. Similarly, a person's phone number may be publicly available, but a database of phone numbers used for two-factor authentication on a social media site would be considered sensitive PII.
It is important to note that PII violations are illegal and can result in serious consequences, including identity theft. To protect yourself, it is recommended to use complex passwords for each online account, encrypt important data, and use a password for each phone or device. Additionally, it is advisable to remove personal identification information from junk mail and other documents to make it harder for identity thieves to associate a name with an address.
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Biometric records
Biometric data is a subset of Personally Identifiable Information (PII) that specifically refers to an individual's unique physical or behavioural characteristics. This includes fingerprints, facial recognition data, iris scans, hand geometry, voice recognition information, and even typing style. This data is harder to change or fake than other types of PII, and it can be collected without an individual's full knowledge, making it difficult for people to understand how their information is being used and raising privacy concerns.
In the United States, the government defines "personally identifiable" as anything that can "be used to distinguish or trace an individual's identity," including biometric information. The Department of Energy (DOE) specifically includes biometric data in its definition of PII. Several states have recognised the need to protect citizens' biometric privacy rights and have passed legislation to that effect, including Illinois, California, Oregon, New York, Louisiana, Texas, and Washington.
The European Union's General Data Protection Regulation (GDPR) also includes biometric data in its definition of personal data. California has taken a leading role in protecting its residents' privacy rights, with the California Consumer Privacy Act (CCPA) granting residents the right to block the sale of their sensitive PII data and to know which personal data has been collected. The Uniform Law Commission is also working on a set of uniform laws to address PII privacy rights, known as the Collection and Use of Personally Identifiable Data (CUPID) Act.
The protection of biometric data is a complex and evolving legal issue, with a lack of clear national standards in many jurisdictions. As such, it is important for businesses and individuals to be aware of the shifting privacy laws and the potential risks of non-compliance.
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Quasi-identifiers
The term "quasi-identifier" was introduced by Tore Dalenius in 1986. Since then, quasi-identifiers have been the basis of several attacks on released data. For instance, Latanya Sweeney linked health records to publicly available information to locate the then-governor of Massachusetts' hospital records using uniquely identifying quasi-identifiers. Arvind Narayanan and Vitaly Shmatikov also discussed quasi-identifiers in the context of de-anonymizing data released by Netflix.
To protect against data breaches and cyberattacks, regulatory bodies are seeking new laws to protect consumer data, and users are looking for more anonymous ways to stay digital. Companies that share data about their clients typically use anonymization techniques to encrypt and obfuscate PII. However, the increasing volume of PII accumulated by organizations continues to attract the attention of cybercriminals, leading to concerns about how this sensitive data is handled.
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Digital accounts
Email accounts are a common target for attackers, as they often serve as a central hub for personal information. Emails may contain various forms of PII, including full names, addresses, phone numbers, and even financial or medical information shared in correspondence. Additionally, email addresses themselves are considered PII, as they can be used as usernames for other accounts or to reset passwords.
Social media accounts can also be a rich source of PII for attackers. Many people unknowingly share non-sensitive PII on social media, such as their full name, date of birth, location, or even mother's maiden name. While this information may seem harmless on its own, when aggregated, it can be used to impersonate or compromise an individual's accounts. Social media platforms often collect and store a vast amount of personal data, including private messages, location data, and even biometric data from facial recognition systems.
Financial accounts, such as bank accounts and credit card accounts, are also targeted by attackers. These accounts typically require PII such as full name, address, date of birth, and government-issued ID numbers for verification. Once accessed, this information can be used to make fraudulent transactions, open new accounts, or steal an individual's financial assets.
To protect digital accounts from PII breaches, it is essential to practice secure password hygiene, enable two-factor authentication, and regularly review account permissions and privacy settings. Additionally, individuals should be cautious about the personal information they share online and avoid providing sensitive details unless absolutely necessary.
Organizations that handle digital accounts with PII data must also implement robust security measures. This includes encrypting and obfuscating PII, employing records management programs, and regularly auditing and retaining activity logs related to PII. By adhering to data privacy frameworks and regulations, such as GDPR or CCPA, organizations can help protect their users' personal information and prevent data breaches.
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Physical files
Secure Storage: Physical files containing PII should be stored in locked cabinets or rooms with access restricted to authorized individuals only. This helps prevent unauthorized personnel from accessing sensitive information. Utilize locks, safes, or secure storage rooms to protect files from theft or unauthorized viewing. Limit employee access to sensitive areas and implement a clean desk policy, ensuring that files are not left unattended or visible to visitors.
Labeling and Organization: Implement a clear and consistent labeling system for physical files to ensure proper organization and easy retrieval. Label files clearly and securely to prevent misplacement or unauthorized access. Establish a systematic filing system that categorizes PII according to sensitivity and purpose, making it easier to track and manage.
Secure Disposal: When disposing of physical files containing PII, it is crucial to use secure methods such as cross-cut shredders or incineration to prevent information recovery. Implement strict guidelines for discarding PII, ensuring that all physical documents are properly shredded or destroyed before disposal. Provide employees with accessible and clearly marked bins for secure disposal, and consider using certified disposal companies that specialize in secure document destruction.
Access Control: Restrict access to physical files containing PII to only those employees who require it for their specific job roles. Implement role-based access controls and maintain a log of who accesses files and when. Utilize sign-out sheets or tracking software to monitor the movement of physical files and ensure they are returned to secure storage promptly. Conduct regular audits to identify and address any potential vulnerabilities or unauthorized access attempts.
Training and Awareness: Provide regular training and awareness programs to educate employees about the importance of protecting PII in physical files. Emphasize the potential risks and consequences of PII breaches and ensure employees are knowledgeable about security policies and procedures. Encourage a culture of security and privacy, fostering a sense of responsibility among employees in handling sensitive information.
By implementing these measures, organizations can help ensure that physical files containing PII are securely stored, accessed only by authorized individuals, and properly disposed of when no longer needed, maintaining the privacy and security of individuals' personal information.
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Frequently asked questions
Yes, a full name (if not common) can be used to identify a person.
A person's phone number may be publicly available and may not always be considered PII. However, in certain contexts, such as when used for two-factor authentication, it can be considered sensitive PII.
Yes, an email address can be used to identify an individual and is considered PII.
Yes, a person's home address can be used to identify them and is considered PII.
A person's date of birth constitutes PII, especially when combined with other quasi-identifiers such as their zip code and gender.
