What is PII? Identifying and Protecting Personal Data

Defining PII

Personally Identifiable Information (PII) is any data that can be used to identify a specific individual. This includes both directly identifying information and data that, when combined with other sources, can identify someone.

Types of PII

Direct Identifiers

• Full name
• Social Security Number
• Driver's license number
• Passport number
• Email address
• Phone number

Indirect Identifiers

• Date of birth
• Place of birth
• Race or ethnicity
• Geographic indicators
• Employment information

Where PII Hides

PII often accumulates in unexpected places:

• Old spreadsheets and documents
• Email attachments
• Backup files
• Log files
• Temporary folders

Protection Strategies

1. Data discovery: Identify where PII exists in your systems.
2. Access controls: Limit who can view sensitive information.
3. Encryption: Protect PII at rest and in transit.
4. Retention policies: Delete PII when no longer needed.
5. Employee training: Educate staff on handling sensitive data.