A TOOLKIT FOR DATA PRIVACY & SECURITY

1 A  TOOLKIT  FOR  DATA  PRIVACY  &  SECURITY Kick  Off:    Tom  Hemnes,  Member,  GTC  Law  Group  PC In-­house  Counsel  Data/Privacy  Compliance ...
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A  TOOLKIT  FOR  DATA  PRIVACY  &  SECURITY Kick  Off:    Tom  Hemnes,  Member,  GTC  Law  Group  PC In-­house  Counsel  Data/Privacy  Compliance  Program  Tips  from  the  Trenches  (Panel) Alexis  Goltra, Chief  Privacy  Officer,  Oracle  Corporation Scott  Semel,  EVP  and  GC,  Intralinks,  Inc. Danielle  Sheer,  VP  &  GC, Carbonite,  Inc. Tom Hemnes,  Member,  GTC  -­ moderator EU-­US  Privacy  Shield  and  EU  GDPR  Tips David  Bender,  Special  Counsel,  Data  Privacy,  GTC   Data  Security,  Disputes  &  Cyberinsurance  Strategies  (Panel) Rocco  Grillo,  Executive  Managing  Director/Cyber  Resilience  Leader,  Stroz  Friedberg Mark  P.  Szpak,  Partner,  Ropes  &  Gray  LLP John  Paul  Sutrich,  President,  ARI  Risk  Management  Consultants   Paul-­Johan  Jean,  CIPP/US,  GIAC/GLEG,  Co-­Founder  and  Member,  GTC  – co-­moderator Rick  Olin,  CIPP/US,  Member,  GTC  – co-­moderator Closing:  Sayoko  Blodgett-­Ford,  CIPP/US,  Member,  GTC Meet  and  Greet  Session:     Kenneth  MacCuish,  SVP  &  Chief  Information  Security  Officer,  Intralinks,  Inc.   Eric  Ratcliffe, Director  of  Sales,  360Advanced David  Small,  Information  Security  Manager,  Vice  President,  Boston  Private 2

In-­‐House  Counsel  Data/Privacy  Compliance   Program  Tips  from  the  Trenches   (Panel) Alexis  Goltra, Chief  Privacy  Officer,  Oracle  Corp. Scott  Semel,  EVP  and  GC,  Intralinks,  Inc. Danielle  Sheer,  VP  &  GC, Carbonite,  Inc. Thomas  Hemnes,  GTC,  Moderator

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Legal,  Security  and  Compliance  Organization

General  Counsel

Legal,  Security  &   Compliance

Compliance   Committees

Business   Conduct  &  Ethics   Committee

Disclosure   Committee

Global  Privacy   Officer

Risk   Management   Committee

Security  Steering   Committee

Chief  Information   Security  Officer

Information   Security

Certifications

Customer  Quality   Assurance

©  Intralinks  2016

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Data Privacy and Security Org. Structure

Chief   Information   Officer

Legal Board  of  Directors

Data   Privacy   Officer

Product/Engineering   Sr.  Executive

carbonite.com

Compliance   Committee Security  Council

Operations Sr.  Executive

IT   Sr.  Executive

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Legal  -­ GC

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A  TOOLKIT  FOR  DATA  PRIVACY  &  SECURITY Kick  Off:    Tom  Hemnes,  Member,  GTC  Law  Group  PC In-­house  Counsel  Data/Privacy  Compliance  Program  Tips  from  the  Trenches  (Panel) Alexis  Goltra, Chief  Privacy  Officer,  Oracle  Corporation Scott  Semel,  EVP  and  GC,  Intralinks,  Inc. Danielle  Sheer,  VP  &  GC, Carbonite,  Inc. Tom Hemnes,  Member,  GTC  -­ moderator EU-­US  Privacy  Shield  and  EU  GDPR  Tips David  Bender,  Special  Counsel,  Data  Privacy,  GTC   Data  Security,  Disputes  &  Cyberinsurance  Strategies  (Panel) Rocco  Grillo,  Executive  Managing  Director/Cyber  Resilience  Leader,  Stroz  Friedberg Mark  P.  Szpak,  Partner,  Ropes  &  Gray  LLP John  Paul  Sutrich,  President,  ARI  Risk  Management  Consultants   Paul-­Johan  Jean,  CIPP/US,  GIAC/GLEG,  Co-­Founder  and  Member,  GTC  – co-­moderator Rick  Olin,  CIPP/US,  Member,  GTC  – co-­moderator Closing:  Sayoko  Blodgett-­Ford,  CIPP/US,  Member,  GTC Meet  and  Greet  Session:     Kenneth  MacCuish,  SVP  &  Chief  Information  Security  Officer,  Intralinks,  Inc.   Eric  Ratcliffe, Director  of  Sales,  360Advanced David  Small,  Information  Security  Manager,  Vice  President,  Boston  Private 9

The  EU-­US  Privacy  Shield The  EU  General  Data  Protection  Regulation David  Bender Special  Counsel,  Data  Privacy GTC  Law  Group September  29,  2016

Why  Do  We  Care  About  EU   Law? n

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Both  Privacy  Shield  and  the  Regulation   relate  to  EU  privacy  law. So  who  cares?  – It’s  over  3,000  miles  from   Boston  to  Brussels. Well,  we  in  the  US  had  better  care,   because: n

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EU  privacy  law  affects  many  of  our  clients   right  now,  and   will  affect  even  more  of  them  more  severely  in   the  near  future.

Here’s  Why  We  Care n

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US  lawyers  need  to  know  about  EU  export   restrictions  to  assist  clients  in  getting   personal  data  lawfully  from  the  EU  to  the  US. …  and  need  knowledge  of  EU  privacy  law  to   help  advise  multinationals  about  privacy   policies  and  practices. And  there  is  a  policy  reason  – US  privacy  law   is  in  a  state  of  flux,  and  it  is  valuable  to  see   what  other  nations  have  tried,  and  the   results.

Why  We  Care  (continued) n

And  if  those  reasons  are  not   sufficiently  compelling,  beginning  in   May  2018  a  new  EU  privacy  law   purports  to: apply  to  any  entity  that  markets  to,   or  monitors  the  behavior  of,  an    EU   resident;;  and   n provide  penalties  that  can  be   draconian. n

What  We’re  Talking  About n

2015  Transatlantic  trade:  Just  over  $1   trillion,  and  growing. n

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More  than  one  quarter  of  this  trade  was   digitally  delivered,  a  portion  that  is   increasing. Much  of  this  trade  comprised,  and  was   accompanied  by,  the  communication  of   an  enormous  amount  of  personal  data   from  the  EU  to  the  US.

The  History  of  Privacy  Shield n

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“Safe  Harbor”  was  established  in  2000  for   export  from  the  EU  to  the  US,  and  was   ultimately  used  by  4,400  companies. Struck  down  in  Oct.  2015  by  EU’s  highest  court. “Privacy  Shield”  replacement  opened  for   business  in  August  2016. Generally  similar  to  Safe  Harbor n n

Available  only  for  export  from  EU  to  US US  importers  must  be  subject  to  jurisdiction  of  FTC  or   Department  of  Transportation.

Privacy  Shield  (continued) n

US  importer  must  self-­certify  to  the  seven   Privacy  Shield  Principles: n n n n n n n

Notice Choice Accountability  for  Onward  Transfer Security Data  Integrity  and  Purpose  Limitation Access Recourse,  Enforcement  and  Liability

Privacy  Shield  (continued) n

Requires  certificants  to: n n

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Confirm  their  eligibility;; Conduct  a  privacy  audit  (i.e.,  verify  the   statements  they  make  about  their  practices);; Designate  their  privacy  contact;; Draft  and  post  their  privacy  policy  embodying   the  Privacy  Shield  Principles.

Then  certify  online  at  US  DOC  Privacy  Shield   website  (www.privacyshield.gov)  by   supplying  information  and  agreeing  to  be   bound  by  the  Principles.

Some  Major  Differences  Between   Safe  Harbor  and  Privacy  Shield n

Privacy  Shield: n

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places  more  obligations  on  DOC  and   FTC  to  police  compliance;; resulted  in  appointment  of  an   Ombudsperson  in  US  State  Department,   independent  of  US  intelligence   community,  for  EU  residents’  complaints   about  US  government  surveillance;;  and   has  more  robust  enforcement   provisions.

Bases  for  Lawful  Export n

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To  a  country  (or  territory  or  sector)  with   “adequate”  privacy  laws;; Explicit  consent  of  the  individual  after   being  informed  of  possible  risks;; Transfer  of  public  information;; Transfer  legally  required  on  important   public  interest  grounds;;  

…  or  with  “appropriate   safeguards”  comprising n n

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An  inter-­governmental  agreement;; A  form  contract  endorsed  by  the  EU  (“standard   contractual  clauses”  – existing  SCC  remain  valid);; A  custom  contract  approved  by  a  DPA;; Intra-­enterprise  binding  corporate  rules  (BCR);; A  Code  of  Conduct  approved  by  DPA  or  EU;; A  certification  mechanism  approved  by  DPA  or  a   certification  body;;

…  or  if  transfer  is  “necessary”  for: n

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the  performance  of  a  contract  between   the  data  subject  and  the  controller;; a  contract  in  the  interest  of  the  data   subject  between  the  controller  and  a   third  party;; important  reasons  of  public  interest;; protecting  the  vital  interests  of  a  person   incapable  of  consent;;

“necessary  for”  (continued) n

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the  establishment,  exercise,  or   defense  of  a  legal  claim;; the  controller’s  legitimate  interests,  not   overridden  by  the  data  subject’s  rights,   for  a  non-­repetitive  transfer  involving  a   limited  number  of  persons,  where  the   controller  provides  suitable   safeguards.

IAPP  Survey  (conducted  Summer   2016,  released  Sept.  2016) n

US  importers  from  EU  intend to  rely   on: n n n n n n n

Standard  contractual  clauses  – 81% Consent  – 36% Privacy  Shield  – 34% Binding  corporate  rules  – 31% Certificates  or  codes  of  conduct  – 17% Other  bases  – 27%. Nothing  – 3%.

So  Which  Method(s)  Should  YOU  Use?

Pertinent  Factors n n n

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Identity  and  number  of  transferor  EU  nations. Identity  and  number  of  transferee  nations. Whether  the  transferee  nations  (or  territories   or  sectors)  are  “adequate. Whether  a  substantial  amount  of  your  export  is   to  the  US. Whether  you  are  subject  to  the  jurisdiction  of  a   responsible  Privacy  Shield  US  federal  agency.

More  Factors n

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Whether  consent  may  legally  apply  to  your  situation   under  Member  State  law. Likelihood  of  obtaining  required  opt-­in  consents,  and   of  avoiding  significant  number  of  withdrawals. Number  of  affiliated  entities  involved;; Conservatively,  whether  you  fit  into  any  “necessity”;; Whether  transfer  is  required  for  some  important   public  interest;;

David  Bender,  Esq.

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And  Even  More  Factors n n

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Whether  the  personal  data  is  public;; Membership  in  organization  with  approved   code  of  conduct  for  transfer;; Existence  of  approved  certifications;; Tolerance  for  bureaucratic  engagement;; Required  time  frame  for  compliance Whether  data  is  subject  to  inter-­ governmental  agreement. David  Bender,  Esq.

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But  First,  Seriously   Consider  Hiring  a  Privacy  Officer n

If  you  haven’t  already,  now  would  be  a  good  time  to   hire  a  privacy  officer. n

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Person  with  extensive  privacy  expertise,  responsible  for   the  company’s  implementation  &  enforcement  of  its   privacy  policies  and  practices’ Gives  privacy  a  more  visible  role  in  the  company;; Independent,  reporting  to  top  management  – helps  get   management’s  attention;; Imposes  privacy  more  thoroughly  in  the  company’s   DNA.

David  Bender,  Esq.

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OK,  I  Choose  Privacy  Shield  – Now  What? n

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Determine  your  actual  privacy  practices  for  processing   personal  data. Prepare  a  draft  privacy  policy,  consistent  with  those   practices,  and  conforming  to  Privacy  Shield;; Obtain  a  privacy  audit;; Revise  your  practices  and  policy  as  necessary  to  eliminate   gaps  between  them;; Certify  online  at  the  DOC  Privacy  Shield  website  and  pay   your  fee;; Re-­negotiate  your  vendor  contracts  to  be  sure  your   vendors  comply  with  Privacy  Shield. David  Bender,  Esq.

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Drafting  the  Privacy  Policy n

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Don’t  just  throw  in  every  restriction  you  can   think  of. Think  of  it  as  a  contract,  and  as  a  basis  for   charging  you  with  misrepresentation  for  any   false  statements. Include  as  few  obligations  as  possible,   subject  to  two  constraints:  law,  and  customer   satisfaction. Identify  your  dispute  resolution  provider. David  Bender,  Esq.

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Drafting  the  Policy  (continued) n

Don’t  blindly  copy  someone  else’s  policy. n

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Don’t  guarantee  security. n

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But  you  may  be  able  to  use  it  as  a  starting   point. Because  you  can’t.

Specify  the  scope  of  the  policy. Reserve  a  right  to  change  the  policy. David  Bender,  Esq.

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More  on  Privacy  Policy n n

Incorporate  a  link  to  your  DOC  certification. Don’t  ignore  inconvenient  pertinent  matters. n

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“We  comply  with  lawful  governmental  requests   and  demands  for  information.”

Employ  user-­friendly  language. Shorter  is  better  than  longer. Get  your  employees  to  buy  into  it.

David  Bender,  Esq.

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The  Times,   They  are  A-­Changin’ n

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In  May  2018  the  EU  Data  Protection   Directive  will  be  succeeded  by  a   “General  Data  Protection  Regulation.” Two  reasons  for  replacement: n

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Directive  failed  to  achieve  harmonization  of   Member  State  data  protection  law;;  and Technology  rendered  Directive  obsolete. David  Bender,  Esq.

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Some  Changes  Resulting   from  the  Regulation n n n

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Expanded  jurisdiction. Extremely  severe  maximum  fines. Using  consent  as  basis  for  processing   (including  transfer)  will  be  more  difficult. More  extensive  right  of  erasure. Lead  DPA,  instead  of  diverse  DPAs. Elimination  of  requirement  to  register  all   personal  data  databases. David  Bender,  Esq.

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More  Changes n

Requirement  to  employ  expert  data   protection  officer  (DPO)  in: n

any  company  whose  core  activities  require  large-­ scale   n n

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systematic  monitoring  of  individuals,  or   processing  of  sensitive  data;;  and

all  governmental  agencies.

Obligation  to  maintain  more  documentation   about  processing. David  Bender,  Esq.

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And  Even  More  Changes n

Data  controller  must  notify   unencrypted  data  security  breaches   without  undue  delay  to  DPAs,  and  to   individuals. n

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Exception  for  breach  unlikely  to  result  in   risk  (or  high  risk)  to  rights  of  individuals.

Profiling  is  more  tightly  controlled. David  Bender,  Esq.

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Yet  More  Changes n

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Expanded  “special”  categories  of  data   requiring  more  restrictive  treatment  to   include  genetic  and  biometric  data. Parental  consent  required  for  online   collection  of  personal  data  from  persons   under  16  years  of  age. “Privacy  by  design”  and  default  privacy   are  required. David  Bender,  Esq.

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We’re  Not  Quite  Finished n

A  company  must  conduct  an  “impact   assessment  statement”  when  it  undertakes: n

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Systematic  extensive  evaluation  of  an  individual’s   personal  aspects  based  on  automated  processing   on  which  are  based  decisions  that  significantly   affect  individuals;; Large-­scale  processing  of  special  categories  of   data  or  of  criminal  matters;;  or Systematic  large-­scale  monitoring  of  a  publicly   accessible  area. David  Bender,  Esq.

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So  What  Should  YOU  Be  Doing  to   Accommodate  these  Changes? n

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Determine  whether  you  will  be  subject  to  the   Regulation’s  broad  jurisdiction. If  so,  start  preparing  NOW. Item  #1:  If  you  don’t  already  have  one,  hire  a   DPO. Start  re-­negotiating  your  pertinent  contracts  to   require  your  vendors  to  conform  to  Regulation   standards. Conduct  your  privacy  audit. David  Bender,  Esq.

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What  You  Need  to  Do n

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Privacy  Policy:    Start  drafting,  with  Regulation   in  mind. Consent:  Examine  the  consents  you  have   received  as  a  basis  for  processing,  as  the     Regulation  restricts  this  further. n n n

Are  the  consents  opt-­in? If  not,  can  you  get  opt-­in  consents? If  not,  find  a  new  basis  or  a  new  way  to  process.

David  Bender,  Esq.

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Security n

Implement  appropriate  security  – Regulation   gives  examples  of  security  functions  that  should   be  dealt  with. n n

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Pseudonymization  and  encryption;; Ability  to  ensure  ongoing  confidentiality,  integrity,   availability,  and  resilience;; Ability  to  restore  availability  after  incident;; Process  for  regularly  assessing  effectiveness  of   technical  and  organizational  measures  for   ensuring  security. David  Bender,  Esq.

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Breach  Notification n

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Establish  a  relationship  with  the  DPAs  you   may  have  to  notify. Line  up  vendors  you’ll  need  to  handle  a   breach  (e.g.,  legal,  forensic,  word   processing,  call  center,  credit  monitoring). If  you  don’t  already  have  one,  draft  an   incident  response  plan  (IRP). n

Run  through  a  fire  drill  or  two. David  Bender,  Esq.

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Documentation n

All  organizations  with  >  250  employees,  and   some  with  less,  must  maintain  records  indicating: n n

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Purposes  of  all  processing;; Categories  of  data  subjects,  personal  data,  and   disclosees;; Cross-­border  transfer  and,  for  non-­adequate   countries,  documentation  of  safeguards;; General  description  of  organizational  and  technical   security  measures. David  Bender,  Esq.

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…  and  More n

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Kids:    If  U  collect  personal  data  from   persons  <  16,  establish  procedures  for   acquiring  reasonably  verified  parental   consent. Profiling:  Determine  whether  you  do   any  profiling  that  is  entirely  automated. n

Can  you  insert  a  human  somewhere  into   the  process? David  Bender,  Esq.

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Impact  Assessment n

When  an  impact  assessment  is  required,   make  sure  it  involves: n

n

n n

A  systematic  description  of  contemplated   processing,  with  purposes;; Assessment  of  the  necessity  and  proportionality  of   the  processing  in  relation  to  the  purposes;; Assessment  of  risks  to  data  subjects;;  and   Measures  for  addressing  those  risks.

David  Bender,  Esq.

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Impact  Assessment  (continued) n

n

When  there  is  high  risk  and  no   mitigation,  the  company  must  consult   the  DPA  and  provide  details  of  the   contemplated  processing. If  the  DPA  concludes  that  the   processing  is  non-­compliant,  it  may   require  compliance  and  offer  advice. David  Bender,  Esq.

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Conclusion n

Privacy  Shield:  Likely  to  “work”  if  the  EU   court  and  the  DPAs  keep  their  hands  off  of  it. n n

n

Two  big  “ifs”. If  you  qualify  and  it  seems  useful,  it’s  well   worth  a  try.

Regulation:  Launched  with  great  fanfare;;  EU   believes  it  will  take  privacy  to  new  heights. n n

Not  everyone  subscribes  to  that  theory;; Time  will  tell. David  Bender,  Esq.

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A  TOOLKIT  FOR  DATA  PRIVACY  &  SECURITY Kick  Off:    Tom  Hemnes,  Member,  GTC  Law  Group  PC In-­house  Counsel  Data/Privacy  Compliance  Program  Tips  from  the  Trenches  (Panel) Alexis  Goltra, Chief  Privacy  Officer,  Oracle  Corporation Scott  Semel,  EVP  and  GC,  Intralinks,  Inc. Danielle  Sheer,  VP  &  GC, Carbonite,  Inc. Tom Hemnes,  Member,  GTC  -­ moderator EU-­US  Privacy  Shield  and  EU  GDPR  Tips David  Bender,  Special  Counsel,  Data  Privacy,  GTC   Data  Security,  Disputes  &  Cyberinsurance  Strategies  (Panel) Rocco  Grillo,  Executive  Managing  Director/Cyber  Resilience  Leader,  Stroz  Friedberg Mark  P.  Szpak,  Partner,  Ropes  &  Gray  LLP John  Paul  Sutrich,  President,  ARI  Risk  Management  Consultants   Paul-­Johan  Jean,  CIPP/US,  GIAC/GLEG,  Co-­Founder  and  Member,  GTC  – co-­moderator Rick  Olin,  CIPP/US,  Member,  GTC  – co-­moderator Closing:  Sayoko  Blodgett-­Ford,  CIPP/US,  Member,  GTC Meet  and  Greet  Session:     Kenneth  MacCuish,  SVP  &  Chief  Information  Security  Officer,  Intralinks,  Inc.   Eric  Ratcliffe, Director  of  Sales,  360Advanced David  Small,  Information  Security  Manager,  Vice  President,  Boston  Private 48

Data  Security,  Disputes  and  Cyberinsurance Strategies Rocco  Grillo,  Executive  Managing  Director/Cyber  Resilience   Leader,  Stroz Friedberg Mark  Szpak,  Partner,  Ropes  &  Gray   John  Paul  Sutrich,  President,  ARI  Risk  Management   Paul-­‐Johan  Jean,  CIPP/US,  GIAC/GLEG,  Member,  GTC,  Moderator Rick  Olin,  CIPP/US,  Member,  GTC,  Moderator 49

Privacy Liability & Network Risk Insurance What you really need to know September 29, 2016

Thank  You

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The System Favors Risk Bearing Entities • RBE – Insurers/Reinsurers (Manufacturers) – Insurance has become increasingly complex and nuanced. – For the most part, insurers have their fingers on the “legal and financial pulse” of the risk they accept.

• Intermediaries – Brokers (Distributors) – Commission & “Contingencies” create conflicts. – Broker Limitation of Liability.

• Wholesalers - Broker’s Broker (Sub-Distributor) – Wholesalers afford additional market access for inexperienced insurance brokers. – Avoid the U.S. broker/U.S. wholesaler/London broker scenario.

© Andrew Robinson International Risk Management Consultants, Inc.

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Typical “Cyber” Policy Structure • • • •







Claims Made or Claims Made & Reported – Responds only to claims made (and reported to the insurer) during the policy period or Extend Reporting Period/Discovery (so-called “tail”) Limit of Liability – For all Claims made during the policy period – Defense Expenses usually reduce available Limit of Liability Deductibles v. Retentions (keep in mind when drafting contracts): – Insurer seeks reimbursement of Deductible – There is no insurance within the Retention Insuring Agreement - Duty to Defend v. Indemnify/Reimburse – DD: Insurer selects Defense Counsel whereas the Insured does in I/R – DD: Lower risk of Allocation than with I/R – DD: Insurer has more control of settlement than with I/R Coverage Modules (some policies also include professional liability) – First Party: Network Interruption, Data Recovery & Data Extortion – Third Party: Security & Privacy, Multimedia, Monitoring/Notification, Regulatory Fines and Penalties, Unintentional Breach of Contract Typical Policy Exclusions – Fraudulent, Dishonest or Criminal Acts – Bodily Injury and Property Damage – Strikes, Civil Commotion, War, Terrorism – PCI/Payment Card Company Rules Fines & Penalties – Alpha & Beta Product Offerings Endorsements – Correct planned/unplanned deficiencies – Enhance or restrict coverage

© Andrew Robinson International Risk Management Consultants, Inc.

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Most Common Missing Policy Ingredients • Innocent Insureds Without full severability of the exclusions a triggered exclusion may be imputed against all Insureds. • Pre-Approved Vendors Crisis Management, Notification/Call Center, Credit Monitoring, Digital Forensics, etc. • Hammer Clause What will the insurer do if you do not agree to a settlement offer? • Coverage Avoidance Non-Cancelable is not the same as Non-Rescindable. • True worldwide policy territory Not possible as many jurisdictions prohibit non-admitted insurance. • Cyber Terrorism War/Terrorism exclusions may preclude coverage. • Avoid Sub-limits PCI fines, Credit Monitoring, Notifications, Digital Forensics, etc. • Adequate Privacy/Network Risk Coverage Requires both First & Third Party coverages. © Andrew Robinson International Risk Management Consultants, Inc.

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The Procurement Process • The goal of “cyber” insurance is to transfer both expected and unexpected uncertainty above time and/or financial thresholds. • Scenario based planning is helpful in quantifying your Value at Risk (VaR). • Alternative futures planning can provide insight into Areas at Risk (unexpected). • With a better understanding of your Risk Profile, you can deploy strategies to lower both Areas (AaR) and Values at Risk (VaR). • With a healthier understanding of the AaR and VaR, you’re able to favorably position your organization with the RBEs. • For the insurers, applications are as much of a coverage vetting tool as the policy’s exclusions. 54 54

Problematic Application Questions • Is all Data and Confidential Information stored on your databases, servers and data files encrypted? • Is anti-virus software installed on all of the Insureds computer systems including laptops with the most current virus definitions? • Is all remote access restricted to VPN? • Are security logs reviewed periodically for suspicious activity? If so, how often? • Do you monitor your Computer Network in real time to detect possible intrusions or abnormalities in performance of the system? • Are all employees and subcontractors periodically instructed on their specific job responsibilities with respect to information security, such as proper reporting of suspected security incidents? 55 55

Typical Application Warranty Language The following are directed to any of the firms principals, partners, directors, risk manager or employees: Are you or they aware of any circumstance or incident, which could give rise to a claim against You, arising from a breach of network, failure of IT networks, data corruption, an infringement of third party IP rights or an instance of professional negligence? OR Are you or anyone in your firm aware of any fact, circumstance or situation that could give rise to a claim under this or similar insurance policy? Signature Block The undersigned is an authorized principal, partner, director, risk manager, or employee of the applicant and certifies that the answers herein are true, correct and complete. 56 56

Recommended Application Precautions • Qualify or limit responses as necessary. • Make qualifications or limitations clear. • Restate questions, then answer. • Reject “warranties” where possible. • Base representations/warranties on knowledge of signer after reasonable investigation, as opposed to blanket statements that representations are “true” and “complete”. • Don’t volunteer information that isn’t called for to “bulk up” responses. • Severability of the Application is as important as severability of the Exclusions. © Andrew Robinson International Risk Management Consultants, Inc.

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Overall Takeaway • The system favors the product manufacturer (RBE). • No two RBEs policies or applications are the same. • One word can make the difference in coverage. • Reductions in and elimination of coverage are not only found in the Exclusion/Endorsement sections. • Get your IT/Privacy house in order before approaching the RBE (insurance) market. • Be concerned when the Intermediary says: “I checked with the Insurer and we believe you’re covered”. • Regardless of what you may have been told about cyber insurance, everything is negotiable. © Andrew Robinson International Risk Management Consultants, Inc.

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A  TOOLKIT  FOR  DATA  PRIVACY  &  SECURITY Kick  Off:    Tom  Hemnes,  Member,  GTC  Law  Group  PC In-­house  Counsel  Data/Privacy  Compliance  Program  Tips  from  the  Trenches  (Panel) Alexis  Goltra, Chief  Privacy  Officer,  Oracle  Corporation Scott  Semel,  EVP  and  GC,  Intralinks,  Inc. Danielle  Sheer,  VP  &  GC, Carbonite,  Inc. Tom Hemnes,  Member,  GTC  -­ moderator EU-­US  Privacy  Shield  and  EU  GDPR  Tips David  Bender,  Special  Counsel,  Data  Privacy,  GTC   Data  Security,  Disputes  &  Cyberinsurance  Strategies  (Panel) Rocco  Grillo,  Executive  Managing  Director/Cyber  Resilience  Leader,  Stroz  Friedberg Mark  P.  Szpak,  Partner,  Ropes  &  Gray  LLP John  Paul  Sutrich,  President,  ARI  Risk  Management  Consultants   Paul-­Johan  Jean,  CIPP/US,  GIAC/GLEG,  Co-­Founder  and  Member,  GTC  – co-­moderator Rick  Olin,  CIPP/US,  Member,  GTC  – co-­moderator Closing:  Sayoko  Blodgett-­Ford,  CIPP/US,  Member,  GTC Meet  and  Greet  Session:     Kenneth  MacCuish,  SVP  &  Chief  Information  Security  Officer,  Intralinks,  Inc.   Eric  Ratcliffe, Director  of  Sales,  360Advanced David  Small,  Information  Security  Manager,  Vice  President,  Boston  Private 60

TOOLKIT  TIPS  AND  SUGGESTED  PRIORITIES   (SEE  HANDOUT  FOR  FULL  LIST) ASAP • CPO/DPO:  Designate  a  Chief  Privacy  Officer/Data  Protection  Officer  (or   whatever  title  you  prefer)  who  can  work  comfortably  with  leadership,  product   development,  advertising/PR,  legal,  and  outside  vendors.    This  can  be  a  new  hire   or  a  current  employee.    If  this  is  a  current  employee  who  is  already  overloaded,   offer  them  support  from  outside  counsel  or  experts  as  needed.    If  they  do  not   have  deep  expertise,  encourage  them  to  seek  appropriate  formal  Privacy  &   Security  training  and  fund  such  training.     • Privacy  Team:  Assign  a  person  in  each  functional  group  to  serve  on  this  team,   led  by  the  CPO. • EU:  Start  the  process  of  Privacy  Shield  and  GDRP  compliance  (+  Brexit  issues)  if   you  import  (or  may  in  the  future  import)  any  data  from  Europe  (for  example,  from   visitors  to  your  main  corporate  website  in  the  US  or  from  European  operations).

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TOOLKIT  TIPS  AND  SUGGESTED  PRIORITIES  – cont.   (SEE  HANDOUT) WITHIN  NEXT  3  – 6  MONTHS •

• • •

• • • •

Insurance:  Confirm  existence  of  appropriate  coverage  (assess  financial  loss  exposure  and   tighten  up  IT/P&S  practices  before  entering  insurance  market);;  add  or  modify  policies  as   needed. WISP:  Put  an  initial  Written  Information  Security  Policy  in  place,  together  with  detailed  internal   procedures  to  ensure  compliance.    Consider  specialized  regulations  (e.g.,  CA  anti-­spam). Update  Privacy  Policy:  Review  processing  of  personal  information,  including  collection,  use,   disclosure,  storage,  retention,  and  disposal,  and  consider  any  applicable  specialized   regulations. Update  Legal  Terms:  Consider  adding  class  action  waiver,  arbitration  clause,  and  “prior   express  written  consent”  required  by  Telephone  Consumer  Protection  Act  for  texts  and  auto-­ dialed  calls. Encryption:  Encrypt  personal  information  and  sensitive  data  in  storage  and  transit. Backups:  Frequently  and  securely  back  up  all  electronic  data  on  an  automatic  basis. Limit  Access:  Limit  employee/vendor  access  to  personal  information  and  sensitive  data  to   those  who  have  a  need  to  know. Data  Breaches/Incident  Response:  Designate  person  to  lead  response  (ideally  CPO)  and   ensure  likely  first  contacts  (IT,  customer  service,  PR,  sales,  executives  ...)  know  to  call (not   email,  not  text)  immediately  re  any  suspected  incident.    Draft  incident  response  plan  and  line   up  team  (legal,  forensic,  call  center  …). 62

TOOLKIT  TIPS  AND  SUGGESTED  PRIORITIES  – cont.   (SEE  HANDOUT) ONGOING •

Audits:  Conduct  periodic  Privacy  &  Security  audits,  at  least  annually,   both  internally  and  of  vendors.  



Cultural  Change:  Implement  educational  programs  and  written  policies   to  create  an  organizational  culture  of  privacy  and  security  awareness.



New  Product  Launches:  Integrate  Privacy  &  Security  review  into   product  development  from  the  start  – and  into  all  advertising  and   marketing  efforts.



Contracts:  Review  and  update  agreements  to  ensure  Privacy  &  Security   compliance  (US,  CA,  EU  …).

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MEET  &  GREET  EXPERTS Kenneth  MacCuish,  Senior  Vice  President  &  Chief  Information  Security  Officer,  Intralinks,  Inc.   [email protected] Previously,  Mr.  MacCuish  was  Global  Head  of  Information  Security,  CISSP  at  Bain  Capital. Eric  Ratcliffe, Director  of  Sales,  360Advanced  [email protected] Mr.  Ratcliffe  oversees  all  sales  and  marketing  operations  and  works  directly  with  the  audit  and   assessment  operations  team  to  ensure  delivery  of  the  highest  level  of  quality  on  all  Assurance   and  Compliance  projects. David  Small,  Information  Security  Manager,  Vice  President,  Boston  Private   [email protected] Supports  all  aspects  of  Boston  Private’s  security  posture  and  Information  Security  Program.     Responsible  for  maintaining  technical  security,  profile,  technologies,  controls,  standards  and   procedures  in  addition  to  providing  technical  security  consulting  to  Business  Departments  and   Information  Technology  staff.

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GTC  DATA  PRIVACY  &  SECURITY  TEAM David  Bender,  Special  Counsel,  Data  Privacy  [email protected] 914.693.1890 Brent  Bliven,  CIPP/US  [email protected]  339.832.2165 Sayoko  Blodgett-­Ford,  Member,  CIPP/US  [email protected] 425.681.3795 Thomas Hemnes,  Member  [email protected] 617.906.5499 Paul-­Johan  Jean,  Co-­Founder  &  Member,  CIPP/US,  GIAC/GLEG   [email protected]  1.617.216.1298 Grace  Lee  [email protected]  617.575.9157 Rick  Olin,  Member,  CIPP/US  [email protected]  617.216.5062 Stephen  Pakan [email protected] 315.729.6775 Laila  Paszti [email protected] 416.707.2818 65

Thank  You

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