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Brian Pennington

A blog about Cyber Security & Compliance

Month

October 2011

Who fell foul of the Information Commissioner in October?

A week after Calls for tougher penalties for breaches of the Data Protection Act (read my post here) I thought it would be good time to have a look at who the Information Commissioner’s Office (ICO) has taken action against during the month of October 2011.

To add some consistency I have also included actions taken since the 7th September because a previous posting “Who has the Information Commissioner caught in the last 3 months?”, read it here.

28 October 2011
An undertaking to comply with the seventh data protection principle has been signed by Newcastle Youth Offending Team. This follows the theft of an unencrypted laptop containing sensitive personal data. Read my post on this incident here.

27 October 2011
An Undertaking to comply with the seventh data protection principle has been signed by University Hospitals Coventry & Warwickshire NHS Trust. This follows two separate incidents involving the loss of personal data by the Trust.

19 October 2011
An undertaking to comply with the seventh data protection principle has been signed by Spectrum Housing Group. This follows a non-secure e-mail with an excel attachment containing personal data relating to employees of the data controller, being sent in error to an unintended recipient outside of the organisation. It was also discovered that data within ‘hidden’ pivot cells forming part of the spreadsheet could be revealed.

17 October 2011
An undertaking to comply with the seventh data protection principle has been signed by Dumfries and Galloway Council. This follows the accidental online disclosure of current and former employee’s personal data in response to a Freedom of Information (Scotland) Act request.

5 October 2011
An undertaking to comply with the seventh data protection principle has been signed by the General Secretary of the Association of School and College Leaders (ASCL). This follows theft of a laptop containing sensitive personal data from the home of an employee.

An undertaking to comply with the seventh data protection principle has been signed by Holly Park School. This follows the theft of an unencrypted laptop containing personal data relating to nine pupils.

See my blog on these two incidents Education, education, when will people learn, encrypt your data as two more education establishments lose data here.

4 October 2011
An undertaking has been signed by Dartford and Gravesham NHS Trust following the accidental destruction of 10,000 archived records. The records – which should have been kept in a dedicated storage area –were put in a disposal room due to lack of space. See my post, Hospital Destroys 10,000 Archived Records here.

An undertaking has also been signed by Poole Hospital NHS Foundation Trust after two diaries – containing information relating to the care of 240 midwifery patients – were stolen from a nurse’s car. The diaries included patients’ names, addresses and details of previous visits and were used by the nurse during out of hours duty.

20 September 2011
An undertaking to comply with the third and seventh data protection principles has been signed by Eastleigh Borough Council. This follows the potential disclosure of a document containing sensitive personal data.

15 September 2011
An undertaking to comply with the seventh data protection principle has been signed by the Child Exploitation Online Protection Centre (CEOP) and its parent organisation the Serious Organised Crime Agency (SOCA). This follows the discovery that CEOP’s website reporting forms were being transmitted insecurely. See my post on this here ICO takes action against the Child Exploitation and Online Protection Centre and the Serious Organised Crime Agency here.

An undertaking to comply with the seventh data protection principle has been signed by Royal Liverpool & Broadgreen University Hospitals NHS Trust. This follows two separate incidents involving the loss of personal data by the Trust.

14 September 2011
An Undertaking to comply with the seventh data protection principle has been signed by Eastern and Coastal Kent Primary Care Trust. This follows the loss of a CD containing personal data during a move of office premises.

9 September 2011
An undertaking to comply with the seventh data protection principle has been signed by Walsall Council. This follows the accidental disposal of postal vote statements in a skip by the council’s data processor. The council did not have a written agreement with the data processor selected to store this personal data.

see other posts related to the Information Commissioner

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Newcastle Youth Offending Team breached the Data Protection Act after theft of an unencrypted laptop

Newcastle Youth Offending Team breached the Data Protection Act by failing to encrypt a laptop containing personal data which was later stolen, the Information Commissioner’s Office (ICO) said today.

The laptop – which contained personal data relating to 100 young people – was reported stolen from a contractor’s home in the Northumbria area in January. The contractor had been working on a youth inclusion programme on behalf of the Team. The majority of the personal data stored on the laptop included names, addresses, dates of birth and the name of the school the young person attended.

The ICO’s investigation found that, although Newcastle Youth Offending Team had a contract in place with the contractor, there was a failure to ensure that its employees were complying with necessary security measures.

Newcastle Youth Offending Team has stated that it will now take reasonable steps to ensure all data processors contracted to act on its behalf comply with the principles of the Act, including that all portable and mobile devices, including laptops, are encrypted.

Acting Head of Enforcement, Sally-Anne Poole, said:

“Encryption is a basic procedure and an inexpensive way to ensure that information is kept secure. But, to their detriment, not enough data handlers are making use of it. This case also highlights how important it is to ensure that watertight procedures are in place before any work is undertaken by contractors. Organisations shouldn’t simply assume that third parties will handle personal data in line with their usual standards. I’m pleased that Newcastle Youth Offending Team has learned lessons from this incident and hope that it encourages others to heed our advice.” 

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Calls for tougher penalties for breaches of the Data Protection Act

In the United Kingdom there is an Act of Parliament that seeks to protect the personal data of its citizens, it is the Data Protection Act 1998 (DPA).

The enforcer of the Act is the Information Commissioner’s Office (ICO). The ICO also has responsibility for other Acts of Parliaments, specifically the Freedom of Information Act 2000, Environmental Information Regulations 2004 and Privacy and Electronic Communications Regulations 2003.

Within the Data protection Act, anyone who processes personal information must comply with eight principles, which make sure that personal information is:

  1.  Fairly and lawfully processed
  2.  Processed for limited purposes
  3.  Adequate, relevant and not excessive
  4.  Accurate and up to date
  5.  Not kept for longer than is necessary
  6.  Processed in line with your rights
  7.  Secure
  8.  Not transferred to other countries without adequate protection

The Justice Committee has recently produced a report on referral fees and the theft of personal data and concluded that the fines for breaching the Data protection Act needed to be tougher.

Sir Alan Beith, the Chair of the Justice Committee said:

“Using deception to obtain personal information – sometimes known as blagging – or selling it on without permission are serious offences that can cause great harm.

Fines are used to punish breaches of data protection laws, but they provide little deterrent when the financial gain exceeds the penalty.

“Magistrates and Judges need to be able to hand out custodial sentences when serious misuses of personal information come to light. Parliament has provided that power, but Ministers have not yet brought it into force – they must do so.”

Report on the Potential misuses of personal data
Potential misuses of personal data are also not being fully investigated, the MPs warn, because the Information Commissioner does not have the power to compel private sector organisations to undergo information audits. If the Commissioner had been able to compel audits of insurance companies and personal injury lawyers the issues around referral fees might have been identified and tackled sooner.

Sir Alan Beith MP added:

“The Information Commissioner’s lack of inspection power is limiting his ability to identify problems or investigate potential data abuses.

Ministers must examine how to enable the Commissioner to investigate properly without increasing the regulatory burden on business or the public sector.”

Report on Referral fees
The committee welcomes the Government’s commitment to ban referral fees in personal injury cases. The MPs call on Ministers to take into account the fact that referral fees reward a range of illegal behaviour. The report concludes that banning referral fees, together with custodial sentences for breaches of Section 55 of the Data Protection Act, would increase the deterrent and reduce the financial incentives for such offences.

Case studies quoted in the Justice Committee Report:

  1. In one case, a nurse was providing patient details to her partner who worked for an accident management company. A fine was imposed of £150 per offence, but accident management companies pay up to £900 for on client’s details.
  2. A woman whose husband had been jailed for sexual assault accessed the bank account details of the victim. The woman attempted to monitor the victim’s spending and social activities but was only fined £100 per offence.

Information Commissioner, Christopher Graham said:

“The Government should lose no more time in bringing in appropriate deterrent sentences to combat the unlawful trade in personal data. Lord Justice Leveson’s Inquiry into press standards should not be used as an excuse for inaction. The Ministry of Justice still has not given a response to the previous administration’s public consultation of two years ago. We need action, not more words. Citizens are being denied the protection they are entitled to expect from the Data Protection Act.

“We shouldn’t have to wait a further year for the 2008 legislation to be commenced when today’s highly profitable trade in our data has little if anything to do with the press.

“The Commissioner recently called for stronger powers of audit. The ICO is building a business case for the extension of Assessment Notice powers to parts of the private sector such as motor insurance and financial services as well as to the NHS and local government.

“I welcome the support of the Justice Committee”

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Students are concerned that information online might affect their careers

42% of Students are concerned that personal information available about them online might affect their future employment prospects, the Information Commissioner’s Office (ICO) said, as it launched its 2011 Student Brand Ambassador campaign.

New figures also show that many students are not adequately protecting themselves against the risk of identity theft.

  • 33% students who have lived at a previous address while at university still haven’t arranged the redirection of all their important post to their current university address
  • 76% haven’t checked their credit rating in the last year
  • 66% have never checked it, allowing suspicious credit applications to go unnoticed

The ICO has launched its 2011 Student Brand Ambassador Campaign, a nationwide project aimed at raising young people’s awareness of information rights.

Students at 15 universities across the UK, including Manchester, Cardiff, Edinburgh and Ulster, have been recruited to promote the ICO’s work on campus. Tasks involve spreading the word using social media, generating local media coverage and doing promotional work.

Information Commissioner, Christopher Graham, said:

“In tough times, young people are clearly less relaxed about privacy, particularly in relation to information that they post online – but many may not know what they can do about it. The Student Brand Ambassador campaign is about arming students with the advice they need to protect themselves from obvious dangers such as identity theft and keeping their social lives private. It’s about empowering young people to take back control of their information and I hope the campaign is embraced by students at universities across the UK.”

All figures, unless otherwise stated, are from YouGov Plc.  The survey’s total sample size was 500 full time university students. Fieldwork was undertaken between 14 and 17 October 2011.

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The 10 Ten Early Warning Signs Of Fraud In Organisations

After completing a survey on the activities of the National Fraud Authority (NFA) UKFraud.co.uk has offered advice on how to minimise the impact of fraud.

Ten Early Warning Signs Of Fraud In Organisations
1. Erratic reporting
Erratic, incomplete, late or excuse laden management reporting is often a classic sign that something is wrong. One of the possibilities is the existence of fraud. Further investigation will reveal common excuses used are often the frequent occurrence of IT failures, technology compatibility issues between different company systems or international systems. Act: Insist on up-to-date reporting. Wherever appropriate adopt an enterprise-wide approach to technology to help with systems issues.

2. Apparent Process Laziness
A weakening of anti-fraud and data security systems can happen naturally, over time; and is normal – especially when things get busy. However, with the seemingly right processes in place, top level management are often lulled into a false sense of security that they are actually being used, whilst the fraudster is busy at work getting around them. Act: Make sure you implement the suggestions of your internal compliance managers. Where systems/processes are under pressure when used in practise, introduce a review process – and then adapt them promptly.

3. Organisational change and the desire to dump data
A major indicator can be the act of deletion or pressure on staff to delete, remove or otherwise dump past records following a restructure. An excuse of, “oh I’m sorry those files were destroyed.” should be cause for alarm. Act: Take care to establish and log where paper documents are and when they should and should not be stored. Identify who is in control of the system processes and who is responsible for and has ownership of the records.

4. Data Inconsistencies
Whether it is archive data or cross reference checks that are missing or wrong; factual inconsistencies will also occur naturally. The cheats who seek to defraud an organization will use the possibility to explain such inconsistencies and hide their fraud. Act: Make sure that all files are electronically stored, with appropriate back-ups as part of your compliance systems and that no-one has the access to any files that include a DELETE capability.

5. Audit-Time Delays
Excuses, confusion or wild goose chases when disclosing to auditors, be they internal or external, can be a telltale sign too. We need to remember though that the audit team is not there to find fraud, rather to ensure that the correct processes are in place that will deliver appropriate protection. Act: Ensure that everyone treats audits as important and make sure that they are completed on time and properly, and with appropriate audit skills. Make sure that the business critical and financial exposure areas take a priority and act upon all failings both quickly and completely; with follow-up audits if necessary.

6. Behaviour Abnormalities
These can range from acute defensiveness and resistance to attending review meetings, through to blaming strategies or even aggression when specific questions are asked about processes or figures. Research shows that internal fraudsters are most likely to be either ‘youngsters who cut across the processes and systems’ or ‘middle aged executives with the authority and a gripe’. Act: Get HR more closely involved. Then if you still have concerns about such people upon closer inspection, all the relevant files need to be pulled and checked.

7. Gossip Mongers in overdrive
Staff whispers and rumours “that all is not right” should always be taken seriously. These are, however, so often overlooked by senior management. Act: Listen, take all such rumours seriously and investigate the reality.

8. Twitchy Non-Execs
Good non-execs provide a considered, independent and external perspective. Often they bring in specific expertise from outside the board’s immediate experience and their skills can vary from financial knowledge through to IT. When their comfort factor ‘goes south’ or when they have a ‘bee in the bonnet’ about something that does not add up or make sense, they often have good reason to worry. So must you. Act: It is always good for the business to maintain a fresh supply of new thinking, new approaches and new concerns. Thus if non-execs have concerns about particular issues, one should allow them to bring in the appropriate specialist experts that can investigate matters more deeply.

9. Unofficial IT Work
Technical staff working around the enterprise conducting unsupervised IT activity often outside normal hours, can also be a worrying sign, both from a risk and a cost perspective. Not every company is large enough to have a full IT department that might spot such issues through system audit trails. Act: Do the IT security staff look and think further than just password expiry issues? Make sure that someone is on the look out for data-theft, IPR theft, time theft (people spending all day on facebook etc.), or simple theft of IT assets. Make sure you have a proper asset register and IT audit system in place.

10. Scapegoating
Where people are given a title but without actual responsibility, it can effectively cover up what is going on with those who do have responsibility or power in a situation. The fraudster’s hope is that should the balloon go up the scapegoat takes the blame, at least long enough for records to be destroyed and evidence removed. Act: Make sure that you have strong and cascaded accountabilities. Ensure that people know what they should be doing, and that they are doing what is required of them. Make sure that everyone is contributing to the business objectives. Make sure HR is involved in creating or reviewing job specifications.

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Advice for Small Businesses on how to avoid Identity theft

The Identity Theft Council (ITC) has recently issued a press release promoting Identity Theft awareness and offered advice on how to avoid the problem.

They quote from a Javelin Strategy & Research study found that fraud suffered by

  • Small Business Owners (SMBO) totaled an $8 billion
  • Banks, merchants and other providers absorbed at least $5.43 billion of that loss
  • The cost to victims was $2.61 billion

According to the U.S. Small Business Administration, the small business represents more than 99 percent of all U.S. businesses, and of the estimated 27 million small businesses, more than 21 million are sole proprietors. The ITC concluded that small business were ideal candidates for identity theft.

“The ITC works with individual identity theft victims and small business owners to educate them about identity theft and to provide resolution services,” said Neal O’Farrell, Executive Director of the Identity Theft Council (ITC), and security expert. “Unfortunately, small business owners are being targeted more today than ever before due to the criminals ability to easily access important information and go undetected.”

Identity Theft Council Tips for Preventions and Detection:

  • Write a security plan. Security starts with a plan. A plan can be as simple as the security rules, guidelines, and goals for your business, and the consequences for ignoring them. A plan is also an easy way to help you remember your security priorities.
  • Do an inventory of your data. Data is what the thieves want, whether its customer account or credit card data, employee Social Security numbers, or even databases of target customers. If you don’t know what data you have in your business, or where it is, then you can’t effectively protect it.
  • Train your employees. Enlist every employee, family member, partner, and contractor as a vigilant sentry so that every stakeholder understands how to protect their corner of cyberspace. Most thieves will target the weakest link, and that’s usually a careless or untrained employee.
  • Guard your business accounts well. As a business owner you don’t enjoy the benefits of zero liability, so if your account is emptied by crooks, the bank won’t bail you out.
  • Restrict employee and insider access to data. For everyone’s safety employees should only have access to the data they need to do their job. And that access should also be monitored.
  • Be especially wary of banking Trojans. These highly sophisticated programs can easily creep on to your computers, steal banks logins and passwords, and quickly empty your bank accounts.
  • Monitor your bank accounts and credit cards constantly. These can often provide the earliest warning that thieves have obtained your account information and have started to use it. Most financial institutions provide free instant alerts to warn you about any unusual account activity.
  • Be wary of business identity theft, too. Business identity theft is a growing problem, and it involves criminals using publicly available information about your company to pretend to be the legitimate owners of your business so they can take out substantial loans and leave you to clean up the mess. An easy precaution is to regularly Google your business name for any clones.
  • Use the available technologies. As a small business owner you have many choices when it comes to protecting your employees, your computers, and your data from cyber thieves. And some of the best tools are free. So make sure every computer in your business is locked down with layers of security technology.

“As a co-founder of the Identity Theft Council, Intersections believes in helping victims of ID theft find resolution, and in educating the community about how to protect themselves from the crime,” said Michael Stanfield, Chairman and CEO of Intersections Inc. “Small business owners are a unique group of victims that straddle between the consumer and business world, and are a prime target for criminals.”

Find the ITC website here

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PCI Security Standards Council opens election for new Special Interest Groups

The PCI Security Standards Council (PCI SSC) opens election for new Special Interest Groups (SIG).

The Council developed Special Interest Groups (SIG) to leverage the expertise of more than 600 Participating Organizations and provide a vehicle for incorporating their ideas and input into the work of the Council. SIGs focus on providing recommendations to the Council which often results in guidance for the Community to interpret and implement the PCI Standards.

To date SIG participants have made significant contributions to Council resources on topics such as

  • Wireless security
  • EMV chip
  • Point-to-Point Encryption
  • Virtualized environments

Participating Organizations are invited to submit votes for their top three of the seven shortlisted proposals. The proposals were submitted by a cross-section of merchants, acquirers, industry associations, service providers, Qualified Security Assessors (QSA) and vendors. They cover the following topics:

  • Small ecommerce merchants
  • Effective patch management that is compliant with PCI DSS requirement 6.1
  • Administrative access to systems and devices
  • Cloud
  • Small businesses
  • Hosted, managed application and service providers
  • Risk assessments

“The Council is delighted at the level of input we’ve received from the community in the form of SIG proposals,” said Jeremy King, European director, PCI Security Standards Council. “I’m particularly pleased to see such broad global representation and perspectives in submissions. Securing payment card data is a global challenge and the Council’s worldwide stakeholders are uniquely positioned to partner with us in tackling this.”

The polls close on Friday November 4th 2011.Results will be announced following the election, together with next steps on how to volunteer for the Special Interest Groups.

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Information Commissioner: Businesses ‘waking up’ to Data Protection responsibilities

Christopher Graham, the UK Information Commiss...
Image via Wikipedia

The Information Commissioner has reported that businesses may be ‘waking up’ to their obligations under the Data Protection Act (DPA) but public confidence in how personal information is being handled continues to decline, the Information Commissioner’s Office (ICO) said today.

Figures published show that nearly three quarters of businesses surveyed now know that the DPA requires them to keep personal information secure. This is up 26% on last year’s figure.

Public confidence has fallen with less than half of those surveyed believing organisations process their data in a fair and proper manner. Concern is particularly high in relation to web-based businesses with almost three quarters of individuals believe that online companies are not keeping their details secure.

Information Commissioner, Christopher Graham said:

“I’m encouraged that the private sector is waking up to its data protection responsibilities, with unprompted awareness of the Act’s principles higher than ever. However, the sector does not seem to be putting its knowledge to good use. The fact is that security breaches in the private sector are on the rise, and public confidence in good information handling is declining. Businesses seem to know what they need to do – now they just need to get on with doing it. It’s not just the threat of a £500,000 fine that should provide the incentive. Companies need to consider the damage that can be done to a brand’s reputation when data is not handled properly. Customers will turn away from brands that let them down.”   

The ICO’s annual track survey looks at information rights issues across the board. Other figures released today show that awareness of citizens’ rights under the Freedom of Information Act is increasing.

    • 90% of public authorities surveyed are aware that individuals have a right to see information.
    • 84% – also agreed that the Act is needed.
    • 24% of respondents were sceptical that the information they’d like to see is actually being made public.
    • Just half of those surveyed are satisfied that information is readily available and accessible.
    • 70% recognise the ICO’s role as the enforcer of the Data Protection Act, the highest awareness level since the question was introduced to the annual survey in 2004.
    • 53% of businesses surveyed now have a clear understanding of the ICO’s role in this area compared with 20% last year, This increase is partly driven by the private sector.
    • 58% more breaches have been reported to the ICO so far in 2011/12 than in the same period last year.
The Information Commissioner, Christopher Graham added:

“This survey highlights the increasing importance of accountability and transparency, and the public’s right to know. Almost all public authorities can see the clear benefits of having freedom of information laws. But more needs to be done to make sure that the right information is being made available since only half of citizens surveyed feel they have easy access to the information they want.”

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Housing Group breaches the Data Protection Act by Emailing a spreadsheet

Spectrum Housing Group based in Dorset breached the Data Protection Act by sending the personal data of 200 employees to the wrong email address, the Information Commissioner’s Office (ICO) said today.

In March 2011, an employee of Spectrum Housing Group accidentally emailed a non-secure excel spreadsheet containing employees’ data, including details of their pension contributions, to the wrong external email address. The error was discovered 30 minutes after the email had been sent, at which point the unintended recipient was informed and the data destroyed.

The ICO’s investigation found that at the time of the incident Spectrum Housing did not have a sufficient policy in place to help prevent such incidents and has ordered the company to take action.

Acting Head of Enforcement, Sally Anne Poole said:

“While on this occasion the information compromised was not sensitive, the fact is that at the time of the incident Spectrum Housing Group did not have appropriate controls in place. This case highlights the need for organisations to make sure that adequate checks are in place and documents suitably protected before they are sent out.”

Wayne Morris, Group Chief Executive, of Spectrum Housing Group, has now signed a formal undertaking to ensure that spreadsheets or other documents containing personal data are only sent by email where necessary and only contain the minimum amount of data required. The organisation will also consider, where appropriate, password protecting or encrypting documents containing personal information.

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