PERSONAL DATA PROTECTION
DURING REMOTE WORK
Based on materials from Personal Data Protection Office, we publish important recommendations to be observed by employees of the University of Silesia in Katowice performing remote work outside their normal place of work.
Please read and follow them.
DEVICES
(deskktops, laptops, mobile phones, tablets and other data carriers)
- The devices and software provided by the employer for remote work are intended to perform professional duties. Therefore, the safety procedure adopted at the University of Silesia in Katowice should be followed.
- Do not install any additional apps or software inconsistent with the safety procedure of the University of Silesia.
- Make sure that all devices that you use have necessary operating syystem updates (IOS, Android, Windows, etc.), software and anti-virus system.
- Before you start to work, prepare appropriate space, so that no third parties can access the documents that you are working on. When you are leaving your work station, always block the device you are working on (e.g. by pressing Windows+L keys in Windows).
- Secure your computer by using strong access passwords and multi-level authentication. This will allow to restrict access to the device, as well as to reduce the risk of data loss in the case the device is stolen or lost.
- Take special measures for the devices which you are using during work, especially the devices used for transferring data (external drives, pendrives) are not lost.
- If you a device you are working on has been lost or stolen, immediately take special measures to clean its memory remotely, as far as this is possible. Immediately report the incident to Local Data Administratoor or Data Protection Inspector (iod@us.edu.pl).
- Follow the applicable rules at the University of Silesia concerning the use of business e-mail.
- Use mmainly the professional e-mail accounts.If you are processing personal data during work and have to use your private e-mail, make sure that the content and attachments are properly encrypted. Avoid using personal data or confidential information in the e-mail subject.
- Before you send an e-mail, make sure that you are sending it to the proper addressee, especially if the e-mail contains personal or sensitive data.
- Check the e-mail addressee precisely. Do not open messages from unknown addressees, and in particular, do not open attachments or click links inccluded in such messages. This couldd be a phishing attack (attempts to fraudulently obtain personal data, logins, passwords, etc.).
- Do not send encrypted information together with the password by e-mail. Not even in a separate message. The person who has access to your e-mail will have no problem to decipher thee message. Send the password via different means of communication, e.g. SMS, or by phone.
ACCESS TO NETWORK AND CLOUD
- Use only trusted access to network or cloud, and follow any organisational rules and procedures for logging and sharing data.
- If you are not working in cloud or have no access to network, make sure that the stored data are archived in a safe manner.
Source:
Personal Data Protection Office on the basis of Protecting Personal Document When Working Remotely prepared by DPC Ireland)
Download files:
Good practices to maintain data security during online classes (.docx, 19.5 KB)
