2016 GNYADA Membership Directory

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regularly to monitor patterns of irregular activity by users. Set your system to prevent downloading or file transfers of customer information to computers, USB memory sticks, PDAs, cell phones, tablets, or other remote devices, and disable PC PSTs. If you have a credit application on your website, make sure it is encrypted and begin safeguarding and tracking access to it from the time it is completed by the consumer and securely transmitted to your dealership. Keep your anti-virus, anti-malware, and firewall software up to date. If you permit employees to use their own devices to access dealership information, do a risk assessment of BYOD issues and see if it is feasible for your dealership to implement a policy to enable employees to use personal devices. If so, employ MDM software to manage the devices. If not feasible, cease their ability to do so and require that only company-issued devices be used to access dealer databases and information. BYOD policies present challenges for dealers. Dealers can go a long way towards controlling risk by: 1) ensuring that employees are adhering to strong passwords and are using the same security software and rules that are dealership policy for other applications; 2) having an“acceptable use”policy that ensures that employees are not sharing their device with other persons; prevents viewing inappropriate material; and controls what applications are installed; and 3) encrypting any corporate-owned data that might reside on the device. Text messaging should also be discouraged as it is discoverable from the device in litigation and the use of acronyms or shorthands often leads to misunderstandings that can be potentially damaging. Have a pre-established plan in place to deal with data security breaches. The FTC has said that your Information Security Programmust include a detailed incident and breach response and notice plan to execute in the event of any security breach or database hack in which customer information is or may have beenwrong fully accessed, whether by internal or external persons. Pre-identify a teamof people tomanage the breach and responses. The team should represent each department that might be affected by a breach or that has to bemobilized to interact with the public, including legal, human resources, privacy, security, IT, communications, and, if you are publicly traded, investor relations. Part of the team’s role is to analyze risks to data, data flow, and worst-case scenarios. Test your plan periodically by doing mock drills. Consult your attorney to know your state law and the laws of your customers’ states of residence about when you have to give notices to customers about data breaches. Consumers have recently been more successful in claims against retailers for not timely giving notice under state data security breach notice laws. For example, in a case against Target based on its breach of credit card information, consumers filed cases under all 48 state laws, some of which did not allow for private lawsuits. But other state laws were ambiguous—as was the case in Colorado, Delaware, Iowa, Kansas, Michigan andWyoming—and the court permitted the plaintiffs’ cases to go forward. Where state laws were silent as to a private right under the security breach laws, the court inferred a private right of action in all states except Rhode Island where if a law doesn’t give a private right of action, it cannot be inferred. But as to all other states, the court agreed with the plaintiffs that there is an implied right to sue under the data breach notification laws. In 2015, a California court ruled similarly with respect to the Sony data security breach involving claims of negligence, breach of implied contract, and statutory claims. Sony argued that the plaintiffs endured no current or threatened injury that is impending, but the court rejected those arguments. The judge stated“The[se factual allegations] alone are sufficient to establish a credible threat of real and immediate harm, or certainly impending injury.” Prepare template customer communications in advance and consider retaining a forensics expert who can quickly capture and analyze your IT system to identify the source of an electronic breach and mitigate further losses. Consider channeling all third-party communications through only one person for consistency. The steps you take in the first 48 hours after a data security breach may be the most

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