As part of our ongoing commitment to safeguarding personal information, the Information Security Department reminds the KAUST community to follow secure data handling practices whenever sharing Personally Identifiable Information (PII).
PII includes information that can identify an individual, such as names, national IDs, passport numbers, dates of birth, contact details, and other sensitive personal information. Improper handling of this data can increase the risk of unauthorized access, privacy breaches, and regulatory non-compliance.
What to keep in mind
- Avoid sending personal information (PII) as an email attachment whenever possible. Instead, share it through a secure SharePoint link with access limited to authorized recipients.
- If you must send a file, encrypt it and share the password through a separate method, such as Teams or a phone call.
- Share only the information needed to complete the task. Do not include unnecessary personal data.
- Send personal information only to authorized people who need it for business purposes. Remove unnecessary recipients and CCs.
- Remember that emails create permanent copies. Every recipient receives a copy of the information, increasing the risk of exposure if a mailbox is later compromised.
- Check your emails
Do you have attachments with PII in your inbox or sent folder? Take a minute to check your mailbox and delete attachments with PII that are no longer needed.
Why it matters
Personal information is one of KAUST’s most sensitive assets. Following secure sharing practices helps protect the privacy of our community members, reduces the risk of data exposure, and supports KAUST’s commitment to responsible information handling.
Security is a shared responsibility. By taking a few extra precautions when handling personal information, we can collectively reduce risk and better protect the KAUST community.
To learn more about Data Privacy requirements at KAUST, please refer to this policy.
For additional guidance or support, please contact DPO@kaust.edu.sa.
INFORMATION SECURITY DEPARTMENT
