Data Type

Data Elements

Required Data Protection Security

Special Category Data includes legally protected data that reveals a data subject's:

  • Racial or ethnic origin
  • Political opinions
  • Religious and philosophical beliefs
  • Trade union membership
  • Genetic data
  • Health information (e.g., dietary requirements, food allergies, disabilities, and room preferences)
  • Sex life and sexual orientation

 

  • Departmental restricted file folder access
  • May not be saved on local computer (including desktop, C: Drive, Downloads and My Documents)
  • May not be printed for long term hard copy storage 
  • If shared externally, must use e-mail encryption  or password-protected attachment
  • Consent by EEA Resident data subject

 

Sensitive Personal Identity Information (PII) stand-alone data elements that identify a data subject and may cause harm:

  • Social Security Numbers (SSN)
  • Driver's license or state identification numbers
  • National ID numbers
  • Passport numbers
  • Travel Visa numbers
  • Bank and Credit/Debit Card Number
  • ACH wire transfer information
  • Alien Registration Numbers
  • Tax Identification Numbers (e.g. W9, W8-BEN, W8-BEN E)
  • Biometric Identifiers, such as fingerprint, voiceprint, or iris scan.
  • Internet Protocol (IP) address, cookie identifiers – requires consent if collected on public website.
  • Media files - photos and videos – requires consent if used for external publication 

 

  • Departmental restricted file folder access
  • May not be saved on local computer (including desktop, C: Drive, Downloads and My Documents)
  • May not be printed for long term hard copy storage
  • If shared externally, must use e-mail encryption or password-protected attachment (sans media files)

Non-Sensitive Personal Identity Information (PII) data elements when used singularly would not infer identify of data subject, and thus not cause harm. However, when data elements are in combination, may cause harm.

  • Full Name
  • Home Address
  • E-mail Address
  • Date of Birth (DoB)
  • Etc.

 

  • Data elements used singularly do not require data protection security
  • Elements used in combination, such as name, home address, and DoB would require Sensitive PII data protection security.

 

Personal Data – Under the Age of 16

  • See Special Category, Sensitive and Non-sensitive data elements
  • Consent by parent or legal guardian
  • Would require Sensitive PII data protection security.

 

Personal Data – Under the Age of 13

 

  • PROHIBITED