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Privacy and Security Safeguards Plan
Confidentiality of Information and
Privacy of Individuals
·
Confidentiality of
Data
Most of the data
contained in NYCHANIS is of public record and thus already available to the
general public. Some data is either
not publicly available or would only be made available through a Freedom of
Information Act request. All data
will be aggregated at levels significantly higher than the individual level to
protect the confidentiality of individuals.
·
User Login
System
In order for users to access the advanced
functions of NYCHANIS, they must first open a free login account by providing basic
information. This allows staff to monitor usage and examine how the information
is being used and to prevent misuse.
The user account information will be stored in an independent data base
table, accessible only by NYCHANIS staff, and sensitive information (e.g. e-mail
address, phone number) will be encrypted.
This data base will not be given or sold to anyone and will be used only
for NYCHANIS purposes.
As part of the registration process,
users will be asked to assume an identification name (“net id.). The net id. will be utilized to protect
the identity of participants in the chat sessions and discussion
forums.
As part of opening an
account, NYCHANIS users must first agree to a privacy and users agreement. This usage agreement will be developed
in conjunction with the NYU Office of Legal Counsel. In addition to standard, accepted legal
language for internet sites, it will inform the user that the data bases hosted
on NYCHANIS are from public agencies and may contain errors and/or
inconsistencies and will warn them against taking action on the basis of the
data without first checking with the agency responsible for the data.
·
Privacy
Statement
Each page on the
NYCHANIS website will have a direct link to the NYCHANIS Privacy Statement. This page will disclose NYCHANIS’s
practice of logging the IP addresses of users in order to monitor site traffic
and usage. It will also alert users
that we do at times use “cookies” for security reasons. Finally, the statement will highlight
NYCHANIS’s policy of not sharing any personal information (e.g. names,
addresses, e-mail addresses) with a third party.
System Integrity
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Virus
Protection
The NYCHANIS Server
and workstations will be protected by McAfee Anti-Virus software. This product constantly scans for
viruses in the background through its ‘Auto-Protect’ function, and the computer
hardware will be scheduled to be scanned periodically. Moreover, the virus data base will be
updated periodically.
·
Protection from
Outside Threats (e.g. hackers)
The precise
configuration of NYCHANIS has not been determined. Appropriate safeguards will be
implemented to ensure that people outside NYU are only able to view the screens
meant for public consumption.
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Regular Data
Back-ups
In order to guard
against loss of data, the NYCHANIS data bases will be regularly backed-up to 12
gigabyte DDS-3 tapes. This will
allow NYCHANIS staff to quickly restore data in the unlikely event of a system
failure.
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