Managing data confidentialityData confidentiality is about protecting data against unintentional, unlawful, or unauthorized access, disclosure, or theft.
Confidentiality has to do with the privacy of information, including authorizations to view, share, and use it. Information with low confidentiality concerns may be considered "public" or otherwise not threatening if exposed beyond its intended audience. Information with high confidentiality concerns is considered secret and must be kept confidential to prevent identity theft, compromise of accounts and systems, legal or reputational damage, and other severe consequences.
Examples of data with high confidentiality concerns include:
- Social Security numbers, which must remain confidential to prevent identity theft.
- passwords, which must remain confidential to protect systems and accounts.
Consider the following when managing data confidentiality:
- To whom data can be disclosed
- Whether laws, regulations, or contracts require data to remain confidential
- Whether data may only be used or released under certain conditions
- Whether data is sensitive by nature and would have a negative impact if disclosed
- Whether data would be valuable to those who aren't permitted to have it (e.g., hackers)
Guidelines for data confidentiality
When managing data confidentiality, follow these guidelines:
- Encrypt sensitive files.
Encryption is a process that renders data unreadable to anyone except those who have the appropriate password or key. By encrypting sensitive files (by using file passwords, for example), you can protect them from being read or used by those who are not entitled to do either. - Manage data access.
Controlling confidentiality is, in large part, about controlling who has access to data. Ensuring that access is only authorized and granted to those who have a "need to know" goes a long way in limiting unnecessary exposure. Users should also authenticate their access with strong passwords and, where practical, two-factor authentication. Periodically review access lists and promptly revoke access when it is no longer necessary. - Physically secure devices and paper documents.
Controlling access to data includes controlling access of all kinds, both digital and physical. Protect devices and paper documents from misuse or theft by storing them in locked areas. Never leave devices or sensitive documents unattented in public locations. - Securely dispose of data, devices, and paper records.
When data is no longer necessary for University-related purposes, it must be disposed of appropriately.- Sensitive data, such as Social Security numbers, must be securely erased to ensure that it cannot be recovered and misused.
- Devices that were used for University-related purposes or that were otherwise used to store sensitive information should be destroyed or securely erased to ensure that their previous contents cannot be recovered and misused.
- Paper documents containing sensitive information should be shredded rather than dumped into trash or recycling bins.
- Manage data acquisition.
When collecting sensitive data, be conscious of how much data is actually needed and carefully consider privacy and confidentiality in the acquisition process. Avoid acquiring sensitive data unless absolutely necessary; one of the best ways to reduce confidentiality risk is to reduce the amount of sensitive data being collected in the first place. - Manage data utilization.
Confidentiality risk can be further reduced by using sensitive data only as approved and as necessary. Misusing sensitive data violates the privacy and confidentiality of that data and of the individuals or groups the data represents. - Manage devices.
Computer management is a broad topic that includes many essential security practices. By protecting devices, you can also protect the data they contain. Follow basic cybersecurity hygiene by using anti-virus software, routinely patching software, whitelisting applications, using device passcodes, suspending inactive sessions, enabling firewalls, and using whole-disk encryption.
FAQs
Avoid acquiring sensitive data unless absolutely necessary; one of the best ways to reduce confidentiality risk is to reduce the amount of sensitive data being collected in the first place. Manage data utilization. Confidentiality risk can be further reduced by using sensitive data only as approved and as necessary.
How do you answer confidentiality questions? ›
How to answer "How do you handle confidential information?"
- Explain the role of confidentiality in your work. Begin your answer by explaining how you expect to interact with confidential information in your role. ...
- Describe actionable steps. ...
- Review the outcome of your behavior. ...
- Use general examples.
Avoid acquiring sensitive data unless absolutely necessary; one of the best ways to reduce confidentiality risk is to reduce the amount of sensitive data being collected in the first place. Manage data utilization. Confidentiality risk can be further reduced by using sensitive data only as approved and as necessary.
How do you say I can maintain confidentiality? ›
I do not share passwords or leave computers or devices logged in when I am not attending to them. I respect non-disclosure agreements relevant to the projects and stakeholders I work with and do not discuss the specifics of my work in my personal life.
What is the best possible solution for data confidentiality? ›
Top 10 Data Security Solutions
- Data Discovery and Classification. ...
- Firewalls. ...
- Intrusion Detection & Prevention Systems (IDPS) ...
- Anti-Virus/Anti-Phishing. ...
- Security Information and Event Management (SIEM) ...
- Data Loss Prevention (DLP) ...
- Data encryption. ...
- Data-Centric Audit and Protection (DCAP)
When asked about handling confidential information in an interview: -Emphasize the importance of confidentiality and integrity. -Highlight any relevant experience with sensitive data. -Discuss your adherence to company policies and legal regulations. -Stress your commitment to maintaining confidentiality.
How do you demonstrate maintaining confidentiality? ›
Ensure that you cannot be overheard when discussing confidential matters. Challenge and verify where necessary the identity of any person who is making a request for person-identifiable or confidential information and ensure they have a need to know. Share only the minimum information necessary to achieve the purpose.
How do you handle data integrity and data confidentiality? ›
What are the best practices for data integrity?
- Data validation and verification.
- Access control.
- Data encryption.
- Regular backups and recovery plans.
- Data versioning and timestamps.
- Audit trails and logs.
- Error handling mechanisms.
Examples of confidential data include: Personal data: national identification numbers, full names, phone numbers, addresses, email addresses, credit card numbers, etc. Trade secrets: customer and supplier lists, source codes, processes, inventions, etc. Other restricted business data: unpublished financial information.
What is a sentence for maintaining confidentiality? ›
He was inclined to warn the person being threatened, yet he felt he needed to maintain confidentiality. Part of it was a mutual ability to maintain confidentiality.
What are examples of Confidential Information? Examples of confidential information include a person's phone number and address, medical records, and social security. Companies also have confidential information such as financial records, trade secrets, customer information, and marketing strategies.
What is a good confidentiality statement? ›
A confidentiality agreement should include a clear definition of the confidential information, scope of the agreement, obligations of the receiving party, the duration of the contract, any exceptions to confidentiality, and the consequences of a breach of the contract.
What is confidentiality of information How do you answer it? ›
Answer: Data confidentiality is about protecting data against unintentional, unlawful, or unauthorized access, disclosure, or theft. Confidentiality has to do with the privacy of information, including authorizations to view, share, and use it. ...
Can you explain to me your understanding of confidentiality? ›
Confidentiality means the state of keeping secret or not disclosing information. It comes from confide, meaning to trust someone or tell secrets to them. Confidential information, therefore, is information that should be kept private or secret.
How do you handle confidentiality in your work? ›
Top tips for handling confidential information in your business
- Create data security protocols. ...
- Classify the data you keep and store it according to confidentiality. ...
- Train employees on best practices. ...
- Ensure third parties share your stance on confidential data security. ...
- Password protection and multifactor authentication.
