What Is Personally Identifiable Information (PII)? Types, Examples, and Best Practices

August 24, 2024 3 min read Data Privacy Information Security PII Data Protection Privacy Information Security Examples

An in-depth exploration of Personally Identifiable Information (PII), including its definition, various types, real-world examples, and best practices for handling and protecting such data.

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Personally Identifiable Information (PII) refers to any data that can be used, either on its own or in conjunction with other information, to uniquely identify an individual. Protecting PII is critical in an era where data breaches and privacy concerns are prevalent.

Types of Personally Identifiable Information

Direct Identifiers

Direct identifiers are pieces of information that alone can identify an individual without the need for additional data. Examples include:

Full Name: A direct link to an identity.
Social Security Number (SSN): Uniquely assigned to each individual.
Email Address: Often unique to an individual.

Indirect Identifiers

Indirect identifiers require a combination of data points to identify an individual. Examples include:

Birth Date: In combination with other data, can identify a person.
Zip Code: Can narrow down identities when combined with other information.
Demographic Information: Such as gender, race, and occupation.

Examples of PII in Different Contexts

Online Services

IP Addresses: Tracks online activity back to individuals.
Cookies: Stores user preferences and tracking information.

Healthcare

Medical Records: Contains sensitive health information.
Insurance Information: Links to a person’s medical and financial data.

Best Practices for Handling and Protecting PII

Data Minimization

Collect only the necessary PII required for a specific purpose. This reduces risk by limiting the amount of sensitive data you handle.

Encryption

Encrypt PII both in transit and at rest to protect it from unauthorized access during transmission and storage.

Access Control

Implement strict access controls to ensure that only authorized personnel can access sensitive information.

Regular Audits

Conduct periodic audits to identify potential vulnerabilities and ensure compliance with data protection regulations.

Historical Context of PII

Evolution of PII Regulations

Over the years, regulations around PII have evolved to give individuals more control over their personal data. Significant regulations include:

General Data Protection Regulation (GDPR): Enforces strict rules on data protection and privacy in the EU.
California Consumer Privacy Act (CCPA): Enhances privacy rights and consumer protection in California.

PII vs. PHI

Protected Health Information (PHI) refers specifically to medical data under the Health Insurance Portability and Accountability Act (HIPAA). PHI is a subset of PII related to health.

FAQs

What constitutes a data breach involving PII?

A data breach involving PII occurs when unauthorized individuals access personal data. This can happen through hacking, phishing, or physical theft of devices storing PII.

How can companies ensure compliance with PII regulations?

Companies can ensure compliance by implementing robust data protection policies, conducting regular training for employees, and staying informed about changes in data protection laws.

References

European Union. “General Data Protection Regulation (GDPR).” Official Journal of the European Union, 2016.
California Legislature. “California Consumer Privacy Act (CCPA) of 2018.”

Summary

Personally Identifiable Information (PII) comprises data that can identify an individual, either alone or in combination with other information. Understanding the types, handling practices, and regulatory context of PII is essential for safeguarding individuals’ privacy and maintaining trust in data-driven environments.