The term personally identifiable information refers to information that can be used to infer or trace an individual's identity—such as their name, social security number, e-mail address, or biometric records—alone or when combined with other personal or identifying information that is linked or linkable to a specific individual—such as date and place of birth, mother’s maiden name, etc.
And information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. This information can be maintained in either paper, electronic, or other media.
The loss of PII can result in substantial harm to individuals, including identity theft or other fraudulent use of the information. The loss of PII in data breaches or other cyber incidents can create legal liability for companies that have been entrusted with their customers’ PII.
Similarly, the loss of PII in data breaches or other cyber incidents can create legal liability for companies that have been entrusted with their employees’ PII.
Sensitive PII
Sensitive PII is PII that if lost, compromised, or disclosed without authorization, could result in harm, embarrassment, inconvenience, or unfairness to an individual. This data requires stricter handling guidelines because of the increased risk to an individual if the data are compromised.
The following types of PII are considered sensitive when associated with an individual:
• Social Security Number (including truncated form)
• place of birth
• date of birth
• mother’s maiden name
• biometric information
• medical information (excluding brief references to absences from work)
• personal financial information
• credit card or purchase card account numbers
• passport numbers
• potentially sensitive employment information (e.g., performance ratings, disciplinary actions, and results of background investigations)
• criminal history
• any information that may stigmatize or adversely affect an individual.
If sensitive PII is electronically transmitted, it must be protected by secure methodologies, such as encryption, Public Key Infrastructure, or secure sockets layer. When in doubt, treat PII as sensitive.
Context of Information is Important
The same types of information can be sensitive or nonsensitive depending upon the context. For example, a list of names and phone numbers for the company’s softball team is very different from a list of names and phone numbers for individuals being treated for an infectious disease.
PII and Sensitive PII as privacy incidents are not necessarily cut and dried. In some cases, PII that is not Sensitive would be reported as a privacy incident depending on context. For example, a loss of a contact list with the names of people who attended employer training would not be considered a privacy incident.
But if it is a list of employees who are being disciplined for not attending training and it is lost or compromised, then that would be considered a privacy incident. In this instance, it is the context of the information that would cause this to be a reportable privacy incident.
Also, the loss of Sensitive PII even in an encrypted or password-protected format could become a privacy incident. For instance, if encrypted or password protected Sensitive PII—along with the key or password to access the information—is sent to a person without a need to know or to a personal e-mail address, this would be considered a privacy incident.
In Minnesota, personally identifiable information (PII) encompasses data that can identify an individual, such as their name, social security number, email address, biometric records, and other linked information like date and place of birth or mother’s maiden name. Sensitive PII includes data that, if disclosed without authorization, could cause harm or embarrassment, such as social security numbers, medical and financial information, and criminal history. Minnesota law requires that entities handling PII must safeguard it, particularly sensitive PII, with measures like encryption. The Minnesota Data Practices Act regulates the collection, storage, use, and dissemination of personal data by government entities, and there are sector-specific laws, such as the Minnesota Health Records Act, that protect medical information. Additionally, Minnesota's breach notification law mandates that individuals and the Attorney General be notified in the event of a data breach involving PII. The context in which PII is used or lost plays a significant role in determining the sensitivity and the potential for it to be considered a privacy incident. For example, the loss of a contact list may not be a privacy incident, but if the list contains information about disciplinary actions, it could be reportable. Companies entrusted with PII, whether of customers or employees, may face legal liability if they fail to protect such information from unauthorized access or breaches.
