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The new massachusetts privacy rules v5.35.1


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The new massachusetts privacy rules v5.35.1

  1. 1. The MassachusettsData Privacy Rules<br />Stephen E. Meltzer, Esquire, CIPP<br />
  2. 2. The [New] MassachusettsData Security Rules<br />
  3. 3. Agenda<br />Introduction<br />Scope of Rules<br />Comprehensive Written Information Security Program (cWISP)<br />[Computer System Security Requirements]<br />Breach Reporting Requirements<br />What To Do Now<br />Questions and Answers<br />
  4. 4. The MassachusettsData Security Rules<br />New Mandate:<br />PI = PI<br />Personal Information = Privacy Infrastructure<br />
  5. 5.
  6. 6. What Prompted the Rules?<br /><ul><li>High-profile data breach cases
  7. 7. Breach notification alone insufficient
  8. 8. Reflection of states’ interest in protecting personal information
  9. 9. Data in transit or on portable devices most at risk</li></li></ul><li>Who Cares?<br />Consequences for non-compliance:<br />AT LEAST: <br />Increased risk of government enforcement or private litigation<br />93H § 6 incorporates 93A, § 4<br />93A, § 4<br />$5,000 per occurrence<br />Attorneys fees<br />Cost of Investigation/Enforcement<br />AT WORST:<br />Enforcement PLUS Bad PR then Compliance and oversight<br />
  10. 10. Enforcement<br />Litigation and enforcement by the Massachusetts Attorney General<br />Massachusetts law requires notice to Attorney General of any breach, in addition to affected consumers<br />Attorney General likely to investigate based on breach reports<br />No explicit private right of action or penalties<br />
  11. 11. Looking Ahead<br /><ul><li>Massachusetts is one of the first, but is likely not the last
  12. 12. Federal Legislation:
  13. 13. HITECH (ARRA)
  14. 14. Red Flags
  15. 15. H.2221 (prospect of preemption)</li></li></ul><li>Scope of Rules<br />
  16. 16. Scope of Rules<br />Covers ALL PERSONS that own or license personal information about a Massachusetts resident<br />Need not have operations in Massachusetts<br />Financial institutions, health care and other regulated entities not exempt<br />
  17. 17. Scope of Rules<br />“Personal information”<br />Resident’s first and last name or first initial and last name in combination with<br />SSN<br />Driver’s license or State ID, or<br />Financial account number or credit/debit card that would permit access to a financial account <br />
  18. 18. Three Requirements<br />1.Develop, implement, maintain and maintain a comprehensive, written information security program that meets very specific requirements (cWISP)<br />2.Heightened information security meeting specific computer information security requirements<br />3.Vendor Compliance<br /> (Phase-in)<br />
  19. 19. Evaluating Compliance(not Evaluating Applicability)<br />Appropriate<br />Size of business<br />Scope of business<br />Type of business<br />Resources available<br />Amount of data stored<br />Need for security and confidentiality<br />Consumer and employee information<br />
  20. 20. Evaluating Compliance(not Evaluating Applicability)<br />“The safeguards contained in such program must be consistent with the safeguards for protection of personal information and information of a similar character set forth in any state or federal regulations by which the person who owns or licenses such information may be regulated.”<br />
  21. 21. Comprehensive WrittenInformation SecurityProgram<br />201 CMR 17.03<br />
  22. 22. Information SecurityProgram<br />“[D]evelop, implement, and maintain a comprehensive information security program that is written in one or more readily accessible parts and contains administrative, technical, and physical safeguards”<br />
  23. 23. Comprehensive Information Security Program201 CMR 17.03 (2)(a) through (j)<br />a. Designate<br />b. Identify<br />c. Develop<br />d. Impose<br />e. Prevent<br />Oversee<br />Restrict<br />Monitor<br />Review<br />Document<br />
  24. 24. Comprehensive Information Security Program<br />(a) Designate an employee to maintain the WISP.<br />(b) Identify and assess reasonably foreseeable risks (Internal and external).<br />(c) Develop security policies for keeping, accessing and transporting records.<br />(d) Impose disciplinary measures for violations of the program.<br />(e) Prevent access by terminated employees.<br />(f) Oversee service providers and contractually ensure compliance.<br />(g) Restrict physical access to records.<br />(h) Monitor security practices to ensure effectiveness and make changes if warranted.<br />(i) Review the program at least annually.<br />(j) Document responsive actions to breaches.<br />
  25. 25. Comprehensive Information Security Program<br />Third Party Compliance<br />1. Taking reasonable steps to select and retain third-party service providers that are capable of maintaining appropriate security measures to protect such personal information consistent with these regulations and any applicable federal regulations; and <br />2. Requiring such third-party service providers by contract to implement and maintain such appropriate security measures for personal information <br />
  26. 26. Comprehensive Information Security Program<br />Third Party Compliance<br />Contracts entered “no later than” March 1, 2010:<br /> Two – year phase-in.<br />Contracts entered into “later than” March 1, 2010:<br /> Immediate compliance.<br />
  27. 27. Comprehensive Information Security Program<br />“INDUSTRY STANDARDS”<br />
  28. 28. Breach Reporting<br />G.L. c. 93H § 3<br />
  29. 29. Breach Reporting<br />Breach of security –<br />“the unauthorized acquisition or unauthorized use of unencrypted data or, encrypted electronic data and the confidential process or key that is capable of compromising the security, confidentiality, or integrity of personal information, maintained by a person or agency that creates a substantial risk of identity theft or fraud against a resident of the commonwealth. A good faith but unauthorized acquisition of personal information by a person or agency, or employee or agent thereof, for the lawful purposes of such person or agency, is not a breach of security unless the personal information is used in an unauthorized manner or subject to further unauthorized disclosure.”<br />
  30. 30. Breach Reporting<br />Possessor must give notice of<br />Breach of Security<br />Unauthorized Use or Acquisition<br />To Owner/Licensor of Information<br />Owner/Licensor must give notice of <br />Breach of Security<br />Unauthorized Use or Acquisition<br />To – <br />Attorney General<br />Office of Consumer Affairs<br />Resident<br />
  31. 31. Breach Reporting<br />“The notice to the Attorney General and the Director of Consumer Affairs and Business Regulation shall include, but not be limited to: <br />the nature of the breach of security or the unauthorized acquisition or use; <br />the number of Massachusetts residents affected by such incident at the time of notification; and <br />any steps the person or agency has taken or plans to take relating to the incident.”<br />
  32. 32. Sample Breach Notification Letter<br /><br />
  33. 33. Breach Reporting<br />Stop<br />Be afraid<br />Call for help<br />
  34. 34. Computer System SecurityRequirements<br />201 CMR 17.04<br />
  35. 35. Electronic Requirements201 CMR 17.04<br /><ul><li>Laptop and mobile device encryption
  36. 36. Security patches and firewalls
  37. 37. System security agents
  38. 38. IT Security user awareness</li></ul>Use authentication protocols<br />Secure access controls<br />Encryption of transmittable records<br />Mentoring systems<br />
  39. 39. User Authentication Protocols<br />Control of user IDs<br />Secure password selection<br />Secure or encrypted password files<br />User accounts blocked for unusual logon attempts<br />Examples: <br />Passwords should be at least 9 characters, alpha numeric with special characters<br />After 3 attempts to login users are blocked access<br />
  40. 40. Secure Access Control Measures<br />Permit “access” on a need to know basis<br />Password protect account and login to determine level of access<br />Example: <br />Network Access Control Software/Hardware <br /> Consentry<br /> Sophos<br />Audit control who is accessing what and when?<br />
  41. 41. Encryption of Transmitted Records<br />Encryption of personal information accessed over a public network<br />Tunneling options (VPN)<br />Faxes, VOIP, phone calls<br />Encryption of PI on wireless<br />Bluetooth, WEP, Wifi<br />Encryption definition if very broad<br />Examples:<br />PGP and Utimaco are encryption technologies<br />
  42. 42. Monitoring of Systems<br />Require systems to detect unauthorized use of, access to personal information<br />Some existing user account based on systems will already comply<br />Examples:<br />Again, Network Access Control<br />Audit controls<br />
  43. 43. Laptop and Mobile Device Encryption<br />Encryption of PI stored on laptops<br />Applies regardless of laptop location<br />Encryption of PI stored on “mobile” devices<br />Does incoming email become a problem?<br />This applies only if you have data in motion of personal information.<br />Email is clear text. So anyone can read any ones email on the internet.<br />
  44. 44. Security Patches and Firewalls<br />“Reasonably up-to-date firewall protection and operating systems patches” for Internet connected computers<br />Date on operating systems<br />All organizations should have a firewall in place (not a router a firewall)<br />Can hire an organization to update and manage the security infrastructure:<br /> Firewall<br /> Anti-virus<br /> Patches…<br />
  45. 45. Systems Security Agent Software<br />Malware is what is infecting most enviroments. HTTP and HTTPS traffic.<br />Your users are your worst enemy<br />Products to look at for Malware<br />TrendMicro<br />Websense<br />Webwasher<br />Anti-malware technology required<br />Are certain products better?<br />What about MACs or Linux?<br />Set to receive auto-updates<br />
  46. 46. Employee Education and IT Security Training<br />Proper training on all IT security policies<br />User awareness<br />Importance of PI security<br />Proper use of the computer<br />Everyone is involved<br />Your employees are your weakest link to any IT security program.<br />They need to know the rules.<br />Suggestions:<br /> Stand up training<br /> News Letters<br /> Programs<br /> Online training<br />
  47. 47. The Approach<br />Inventory type of personal information is being kept<br />Assess risk<br />Plan information security strategy<br />Data<br />Security, Confidentially, Integrity<br />IT infrastructure and information change processes<br />Implement, plan and policies<br />Technology deployment<br />Policy implementation <br />User awareness<br />Continual review<br />Security is all about vigilance…<br />Compliance is knowing what you need to protect and building a fortress around it and testing it on a frequent basis!<br />
  48. 48. Data Destruction<br />G.L. c. 93I<br />
  49. 49. Data Destruction (93I)<br />Paper documents/ electronic Media: <br />Redact, Burn, Pulverize, Shred<br />So that Personal Information cannot be read or reconstructed<br />
  50. 50. Data Destruction (93I)<br /> Violations:<br />Attorney General: Unfair and Deceptive Practices remedies - 93H<br />Civil Fine-$100/data subject not to exceed $50,000/instance – 93I<br />
  51. 51. What To Do Now<br />
  52. 52. Compliance DeadlinesMarch 1, 2010<br />Take all reasonable steps to ensure vendors apply protections as stringent as these (written certification not necessary)<br />Encrypt other (nonlaptop) portable devices<br />Implement internal policies and practices<br />Encrypt company laptops<br />Amend contracts with service providers to incorporate the data security requirements<br />
  53. 53. Tasks<br />
  54. 54. Tasks<br />Form a team<br /> – Include necessary Management, IT, HR, Legal and Compliance personnel<br />Review existing policies<br /> – Do your current data security policies and procedures create barriers to compliance.<br />Map data flows that include personal information<br /> – Consider limiting collection of personal information and restrict access to those with a need to know<br />
  55. 55. Tasks<br />Identify internal and external risks and effectiveness of current safeguards<br />Draft comprehensive written information security program<br />Negotiate amendments to vendor agreements and audit for vendor compliance<br />Encrypt laptops, portable devices and data in transit<br />
  56. 56. Tasks<br />Restrict access to personal information<br />Train employees<br />Institute monitoring and self-auditing procedures<br />Update systems including firewall protection and malware and virus protection<br />
  57. 57. Sample WISP Please<br />
  58. 58. Sample WISP Please<br />Information Security Program Manual<br />Introduction<br />Scope<br />Documentation<br />PLAN-DO-CHECK-ACT <br />Risk Management Framework<br />Security policy<br />Organization of information security<br />Asset management<br />Human resources security<br />Physical and environmental security<br />Communications and operations management<br />Access control<br />Information systems acquisition, development and maintenance<br />Information security incident management<br />Business continuity management<br />Compliance<br />Change history<br />
  59. 59. Sample WISP Please<br />Information Security ProgramTable of Contents<br />Information Security Program Overview 6<br /> <br />Information Security Policy 11<br /> <br />Definitions 13<br /> <br />Security Risks Considered 15<br /> <br />Security Risks 17<br /> <br />Internet Policy 33<br /> <br />Email Policy 34<br /> <br />Privacy Policy 38<br /> <br />Record Retention & Destruction Policy 40<br /> <br />Acceptable Use Policy 43<br /> <br />Data Loss Response 47<br /> <br /> <br />Forms<br />Appendices<br />
  60. 60. Action Plan<br />Compliance Engagement Plan<br /><ul><li> In-house IT/HR/Legal
  61. 61. Outsourced IT/HR/Legal
  62. 62. Combination</li></li></ul><li>Resources<br />Statute (M.G.L. c. 93H)<br />Rules (201 CMR 17.00)<br />OCABR Guidance<br />Compliance Checklist<br />Small Business Guide<br />Frequently Asked Question Regarding 201 CMR 17.00<br /><br />
  63. 63. Thank You<br />