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Information Systems Management

Answers to the following questions:

1. What does privacy mean to you? (300-500 words)

2. What can you do to manage your digital footprint? (200-400 words)

Learning Objectives

Identify the key concepts of privacy and privacy management.
Identify the scope of your own personal data.
Identify the rights that you have regarding your personal data.
Define digital privacy.
Explain how one can take control of their own digital footprint.

Use these links:

https://www.internetsociety.org/tutorials/digital-footprint-matters/module-6-can-manage-digital-footprints

My Digital Footprint
A guide to digital footprint

discovery and management

FOOTPRINT DISCOVERY AND MANAGEMENT

DISCLAIMER

Reference to any specific commercial product, process or service by trade
name, trademark, manufacturer, or otherwise, does not constitute or
imply its endorsement, recommendation or favour by CPNI. The views and
opinions of authors expressed within this document shall not be used for
advertising or product endorsement purposes.

To the fullest extent permitted by law, CPNI accepts no liability for any loss
or damage (whether direct, indirect or consequential, and including but
not limited to, loss of profits or anticipated profits, loss of data, business
or goodwill) incurred by any person and howsoever caused arising from
or connected with any error or omission in this document or from any
person acting, omitting to act or refraining from acting upon, or otherwise
using the information contained in this document or its references. You
should make your own judgment as regards use of this document and seek
independent professional advice on your particular circumstances.

“Every day most of us contribute to an evolving
public presentation of who we are that anyone
can see and that we cannot erase. We might
think we are at home on our laptops, cell phones
or iPads communicating with just a few people
on our friends list. But in reality we are in a
huge auditorium speaking into a public address
system to a world that can record and distribute
everything we say.”

* [Online source] Digital Citizenship Adventures (2015), accessed 30 January 2015
https://sites.google.com/site/digcitizenshipadventures/managing-your-digital-footprint

A digital footprint is the data that’s left behind whenever you use a digital
service (eg. an Oyster card), or whenever someone posts information about
you onto a digital forum, such as a social network.

Having a digital footprint is normal – they’re very difficult to avoid. Given
that your digital footprint can be publicly accessible, we recommend you
know exactly what it looks like and how to actively manage it. This is a brief
guide to help you do that.

This booklet demonstrates what others can easily discover about you via
a few quick internet searches and suggests some simple ways to obstruct
anyone attempting to target you or attack your online accounts.

Introduction

This guide is in four parts:
1. My digital footprint: an overview

2. General principles: promoting a positive digital
footprint and methods to reduce the likelihood of
your data being misused.

3. Website checklist: sites to use when researching
your digital profile.

4. Internet safety: useful sources to help you stay
safe online.

If you find this guide useful, please feel free to share it with your
family and friends – often it’s these groups of people who put
information about you online when you would rather they didn’t.

Part 1:
My digital footprint:
what is it?
A digital footprint is the data that’s left behind whenever you use a
digital service. Whether you access the internet using a mobile phone,
tablet or laptop, each time you go online or use a digital service, you’re
leaving a trail of information behind you.

Digital footprints are created in two ways: passively and actively.
A passive footprint is created when your data is collected, usually without
you being aware of it. Common examples are search engines storing your
search history whenever you’re logged in, and web servers logging your
computer’s IP address when you visit a website.

An active digital footprint is created when you voluntarily share information
online. Every time you send an email, publish a blog, sign up for a
newsletter or post something on social media, you’re actively contributing
to your digital footprint.

For example

All these activities add to your digital footprint.

• Emailing
• Social media
• Messenger
• Banking
• Dating
• Photo sharing
• Gaming

• Shopping
• Geolocation services
• Applications
• Professional networking
• Travelling using a travel

card or paying with a credit/
debit card

My digital footprint:
who else contributes to it?

It’s not only you who can influence your digital trail. Your friends, family,
colleagues, associates, and the clubs and societies you’re a member of can
also add to it every time they mention you online.

Even people you don’t know can contribute to your digital footprint. For
example, corporate and public sector bodies can add to it as well, when
they list public information about you on the internet.

Do you know what your digital footprint looks like?

It could include information about you, your home and your work that
others, including those with malicious intent, can easily gain access to.
Make sure you know what it comprises.

Once something is shared online, it’s there forever – and what happens to
this information may not always be under your control.

Social media channels, websites and apps are just some examples of online
services that regularly change their privacy policies and security settings,
making it difficult to keep track of what’s available for public consumption
and what isn’t.

This means that the personal messages, information and data that we post
online can end up being viewed by far more people than we ever intended.

For example, be careful of the following:

• Automatic profile settings that mean anyone on the
internet can view your posts, photos and status updates.

• Apps that run analytics to monitor, collect and use your
personal information for advertising purposes.

• Privacy policies that require access to users’ locations,
calendars and contact lists.

My digital footprint:
why care?

And for those of us who work for organisations where our roles give us
privileged access to sites, information or assets – be it organisational
processes, systems, finances, research projects, technology, designs,
equipment, materials, staff data, public data, intellectual property or
intelligence – we need to be extra vigilant.

Our digital footprint may be of more interest to those with malicious intent.
Criminals, violent protest groups, foreign intelligence services and terrorist
groups can all benefit from gaining access to information about us, our
work and who we associate with; and they can exploit that information to
cause harm to us, our families, our organisation, our communities and the
wider public.

Don’t make it easy for just anyone to gain
access to information about you.

A badly managed digital footprint could mean the ‘digital you’ makes the ‘real
you’ vulnerable. But, by taking some practical steps you can minimise the
security risks while still making full use of the many digital services available.

My digital footprint:
what should I do?
Each one of us has a digital footprint, and this is normal, but we need to
know how to manage it. These three simple rules will help you actively
manage the data trail left behind each time you use the internet.

• Know what your digital footprint looks like.

• What information is out there about you? What can
someone learn about you, your family, your work and your
interests?

• And remember, it’s not just you creating your digital
footprint. Make sure you know who else is posting about
you online as well.

1. Own it

• Be proactive and shape your digital footprint into
something that you and your organisation are happy with.

• Review your passwords and privacy settings on devices,
apps and social media sites.

• Review what personal and work related data is available
online about you. Can you delete parts or ask for them to
be removed?

• Think carefully about what you share – you don’t always
know who’s looking at it, how it will be protected, or who
it might be shared with.

• Looking after your digital footprint is an ongoing job, so
monitor it regularly.

• Social media privacy settings change, the devices you use
change, and the information about you online changes as
you and others add to it.

• Keep an eye on your digital footprint to ensure you, your
friends, your family and your organisation stay safe.

2. Shape it

3. Monitor it

Part 2:
General principles

In this section we’ve listed some general principles that will help you to
manage your digital footprint securely and reduce the likelihood of your
data being misused.

Everyone should have a view on how information about them and
their immediate family is shared. Do your friends know your views?
Do the schools that your children attend know your views?

Once you’ve decided where you stand, if it’s practical, spend some
time talking to those who may share information about you or your
family to let them know your views.

While online, if you notice something posted about you by a friend
or family member, consider asking them to remove it if you don’t
want it to be there. If that’s not possible it needn’t be a drama;
understanding what others know about you is a positive step towards
dealing with any unintended consequences.

1. Decide what your stance is on information being
published about you or your family online

Find out what information is available online about you, your family,
your work and your interests. Look for information that is publicly
available as well as information that is available to restricted groups
such as designated contacts or friends.

There are several ways in which you can determine your digital
footprint. For detailed guidance, refer to Part 3: Website checklist on
page 20.

Think about how comfortable you are with this information being
available online and any potential security risks it may pose to you or
your organisation.

Where possible, reduce or remove any information posted on sites
you no longer use. It’s not enough to make your profile on one social
media site completely private if another account is still accessible
and lists all your personal details.

If you see anything posted online that you would prefer was kept
private, take screenshots as evidence to use when approaching the
site administrators to have it removed. See Part 4: How to take a
screenshot on page

As a precautionary measure, consider removing yourself from direct
marketing databases. You will find more advice on this in Part 4 as well.

2. Find out what information about you and your
family is available to the public

Enter the minimum amount of authentic information into online
registration forms. Do you really need to enter genuine information
in every field if there’s no legal reason to do so?

This is especially pertinent for pictures taken with a mobile phone.
Metadata commonly stored in exchangeable image file format (EXIF)
can reveal details about the location of the device the photo was taken
with.

This information can be used over time to build up a pattern of your
life that can ultimately make you a target for criminals or stalkers.
There are various apps and/or services built into operating systems
(eg Windows) that can remove EXIF data. It is worth researching the
best method for you.

4. Remove metadata from pictures before you
post them online

3. My favourite pet is “the Eiffel Tower”

Payments can be charged to your mobile phone bill, so treat your
phone number like a bank card PIN – only disclose it online if you
really need to.

5. Protect your phone number

In some employment sectors, you’re now expected to create and maintain
a positive digital footprint. Always think before posting something online
and take time before responding to something negative.

Even a seemingly innocuous post can be used against you. There have
been instances in which burglars have used information posted on
social media sites to establish when properties are left unattended.

Think about the accumulation of information online relating to
you or your family. Anyone who finds out enough could potentially
impersonate you or use the information to your detriment.

Think about what you are posting or reposting about others. Put yourself
in their shoes – would you like the same being said about you? What
would someone you respect think about what you are posting?

Your information is a revenue source to many social media sites. Privacy
settings for such software are often changed, exposing your personal
information during upgrades or when new features are added.

Visit the privacy settings pages to check what your external profile
looks like on social networks. Take positive action to find out what
photos you are tagged in.

Always re-check the configuration settings on your device after every
operating system upgrade and review what personal information (e.g.
location, contacts) certain applications have access to when they are
installed or upgraded.

7. Check privacy settings regularly and change
them from their default settings

6. Think before you click

8. Keep passwords safe
Think of them like underwear:
• Keep them out of sight
• Change them regularly
• Don’t let anyone else use them

In addition, make email passwords more complex than the ones you
use for website logins or social media accounts. The email address
that you supply to websites for account resets make such email
accounts the front door to your digital life.

Making the password to your email address as strong as possible
contributes to the security of accounts hosted on other websites you
might use, such as online shopping or banking sites. And don’t use
the same password for everything. Otherwise if one of your accounts
is compromised there’s a good chance others could be too.

9. Compartmentalise your (digital) life –
consolidate on your phone

Use different email addresses for different activities. For example, use
one for online banking and another for online shopping. This allows you
to ‘burn’ any email address that might be problematic (e.g. constantly
being sent ‘spam’) without it impacting other parts of your online life.

The good news is that most smartphones let the user consolidate and
view multiple email addresses on one device, avoiding the need to
log into different email accounts.

When compartmentalising your digital life, don’t use email addresses
that contain your real name. Doing this helps to make identifying your
email accounts more difficult if one of them is compromised.

10. Avoid oversharing data on your device

Keep an eye on the permissions apps want when you install or
upgrade them and be familiar with the processes to control the
privacy settings on your device.

11. If it sounds too good to be true then
it probably is

It might sound obvious, but if you’re sent an email or text with an
unsolicited offer from someone you haven’t heard of, or an invite to
click on a link, don’t click on that link.

If an offer sounds too good to be true, then it probably is. Look at
the content of the email or text – does the grammar hang together?
Are there spelling mistakes? Has it been sent at 3.00am? If the
text or email is from someone you know but the message was
unexpected, or looks like spam consider confirming with that person
via telephone.

12. Hand over personal information wisely

13. Make a plan for what to do if you
lose your device

When handing over personal information, make sure it is being
transmitted securely. When entering personal data onto a website
always check to see if there is an “https” connection (shown
alongside the website address) or a padlock symbol on the site you
are connected to. These indicate that the site has a good level of
security and that other people cannot easily see your personal data.

Ultimately, any information you supply to a website becomes the
corporate asset of that site. Check that you are happy with how that
company will protect and share your information by reading the
terms and conditions.

Have you backed up everything that’s important to your digital life
in case the originals are lost or damaged? For example, contact
information, apps and device ?

It is worth considering a range of back-up solutions, from paper-
based to cloud-based services (but consider your digital footprint
with the latter). It may also be worth configuring your device for
remote wiping.

HTTPS://WWW…..CO.UK

HTTPS://

14. Don’t make your device easy for others to access
Consider using passwords for all your devices and always secure your
voicemail with a PIN code. Make sure to change passwords and PINs from
their default settings. This sounds obvious, but it will help defend against
unauthorised access (including remote access to your voicemail).

Protect your device from malware as much as you can. Malware is
malicious software that exists in several forms, such as:
• Spyware – designed to gather the personal information you enter

into websites and then pass it on to criminals.
• Viruses – that shut down your entire system and can spread to

other machines.
• Ransomware – that will restrict access to your computer system

and demand you pay a fee to unlock it.

Useful tips to help keep your device safe from malware include:
• Use appropriate antivirus software – this will scan websites,

incoming emails and files you open for known viruses. But it’s
important you keep this software regularly updated.

• Ensure your device’s operating system (OS) and apps are
kept up to date – set your OS to automatically check for software
updates when connected to the internet. Install updates as soon as
you get a reminder.

• Avoid connecting to public WiFi as much as you can – not all
public WiFi is encrypted, even if you are asked to enter a password. If
you need to use public WiFi, try to send or receive private information
from a secure web page and only use well-known, commercial
hotspot providers.

• Be mindful of those around you when using the internet
in public places – don’t make it easy for others to see your
password or personal information. Treat your information like it’s
the PIN to your bank card.

Part 3:
Website checklist

In this section we’ve listed websites that help you to understand and monitor
your digital footprint. We recommend checking your footprint regularly.

Always search the internet from a safe location, such as your home, and
with a computer you are authorised to use. Not every computer is well
maintained and entering personal information online with one that isn’t
completely secure could make your accounts vulnerable.

If you have a more commonly occurring name – John Smith, for example
– then you might find that the search engines listed below return a lot of
information. This means you are less likely to be found by your name alone,
and that’s good!

You can choose not to be listed on the publicly available electoral roll by
simply ticking the relevant box on the registration form. If you’ve not done
this, your current address will be identifiable via 192.com.

Consider requesting your details be removed by completing a CO1 record
removal form, which can be downloaded online. If you live in shared
accommodation, you may want to talk to your housemates about this.

Things to bear in mind when searching online

Website checklist

Website

google.com*

google.com/
images*

google.com/
groups*

google.com/
blogsearch*

pipl.com

What can you
search for?

General search against
specified criteria – will
include information hosted
on a range of websites e.g.
LinkedIn

Search specifically
for images against search
criteria

Search specifically for returns
by a social media group
against search criteria

Search for blog entries about
a specific individual – either
posted by them or by others

Search specifically for
personal information (refine
searches using geographic
location, or leave blank to
see how many people in the
world share your name)

Search criteria

• Forename and surname
(e.g. Amy Smith)

• Forename initial and surname
(e.g. A Smith)

• Email address
(e.g. asmith@gmail.com)

• Email address and location
(e.g. asmith@gmail.com Bristol)

• Forename and surname
(e.g. Amy Smith)

• Forename initial and surname
(e.g. A Smith)

• Forename and surname
(e.g. Amy Smith)
• Forename initial and surname
(e.g. A Smith)

• Group name
(e.g. Bolton Chess)

• Forename and surname
(e.g. Amy Smith)
• Forename initial and surname
(e.g. A Smith)
• Forename and surname
(e.g. Amy Smith)
• Forename initial and surname
(e.g. A Smith)

*N.B. Google isn’t the only search engine – Bing and Yahoo offer similar functionality.
Try www.bingvsgoogle.com to compare search results between Bing and Google.

Website

192.com

whostalkin.com

whois.com

alexa.com

tineye.com

What can you
search for?

Search for personal
information – specifically who
else may live in the same
area/town/city

Search specifically for
comments made in
blogs, etc.

Search for information
regarding websites run by
individuals

Search for information
regarding websites –
particularly useful for
those people that run/own
websites

Search for images rather
than text

Search criteria

As per search fields, try any
combination of name, home
address, telephone number,
and try to include name
variations/initials

Phrases, text
(e.g. company names)

Names of websites

Upload an image or URL of
an image that you want to
search for

Google Alerts
Google Alerts is an automated service that emails you whenever the Google
search engine indexes information about you or your family, or whenever
criteria you provide, such as your name or address, is searched for.

If you choose to use this service, set up a dedicated email address as it will
create a degree of separation from your other online accounts. You should
only create or access these accounts from home IT systems, otherwise you
may be in breach of your organisation’s security procedures.

Search “Google Alerts” in Google for details on how to set up your account.

Part 4:
Websites with information
about staying safe online

www.cyberstreetwise.com
Guidance and videos on how to behave safely online.

www.getsafeonline.org
Get Safe Top 10.

www.thinkuknow.co.uk
Guides on understanding and dealing with the different forms of
cyber bullying. Also, guides to staying safe online for people of all
ages (five to adult).

www.chatdanger.com
Staying safe online with advice largely targeted at parents, carers
and children, referencing real-life examples.

www.teachingprivacy.com
Guide to staying safe online with real-world stories and useful
discussion questions.

www.internetmatters.org
Advice on how to help children use the internet safely.

Online – general

www.knowthenet.org.uk
Provides advice for staying safe online. Also covers mobile safety and
gives top tips for mobile security.

www.us-cert.gov
Security publications, 10 ways to improve the security of a new computer.

www.knowthenet.org.uk
Privacy advice for social networks.

www.actionfraud.police.uk
Provides anti-fraud advice and ways to report fraud incidents online.

Phone

Computer

Social networking

Anti-fraud tips

www.tpsonline.org.uk
The Telephone Preference Service provides a free service that helps
you avoid UK-based telemarketing calls (N.B. isn’t 100%) by removing
your information from direct marketing databases.

www.mpsonline.org.uk
The Mail Preference Service provides a free online service that
maintains a list of all those people that do not wish to receive
direct marketing.

www.phonepayplus.org.uk
The website of the premium phone number regulator. Useful if you
spot any premium numbers that you haven’t dialled on your bill.

www.192.com/misc/privacy-policy
This page of 192.com displays information on how the website gets
the data it publishes. Also includes a link to the CO1 record removal
form, which will allow you to remove your details from 192.com.

Direct marketing removal

Screenshots are useful as evidence when seeking to have information
about you removed from websites. Here we’ve listed the different ways
you can take a screenshot on some of the UK’s more popular devices.

Apple iPhone/iPad (iOS 7.0 and above)
Hold down the home and power button at the same time until
you see the screen flash and you hear a camera shutter sound. The
snapshot can be found in your photo roll.

Google Android (4.0 and above)
Hold the power and volume down button at the same time until
you see the screen flash and you hear a camera shutter sound. If
successful, you will see the details sent to the notification panel where
you can tap once on the image to open it. The snapshot can also be
found in your gallery.

Windows/Linux
Use the PrtScn key and then paste the screenshot into Paint or another
image or word processing program and save it.

Apple Macintosh
Press the following keyboard combination, holding the keys down
together: Command, Shift, 3. The screenshot will be added to
your desktop.

How to take a screenshot

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