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Our Compliance Matters® audio series is presented by Jonathan Foxx, PhD, MBA, Chairman & Managing Director.

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Showing posts with label Information Security. Show all posts
Showing posts with label Information Security. Show all posts

Wednesday, February 4, 2026

Freddie Mac Deadline: March 3, 2026 – AI Governance Framework

YOUR COMPLIANCE QUESTION 

We are using your AI Policy Program. Upon receipt, we had it reviewed by our AI committee to determine whether it complies with Freddie's requirements for establishing a comprehensive AI governance framework for AI and Machine Learning. 

I am pleased to report that your AI Policy Program received the committee's approval. It met our checklist based on Freddie's requirements. 

As a Freddie Mac Seller/Servicer, we want to know what the effect would be on us if we had relationship partners that are not in compliance with the AI governance framework.   

What restrictions will Freddie Mac impose on us if our relationship partners do not comply with their AI requirements as of March 3, 2026? 

Signed,

An Anxious Compliance Manager 

OUR COMPLIANCE SOLUTION 

AI POLICY PROGRAM FOR MORTGAGE BANKING™ 

Our AI Policy Program aligns with Freddie Mac's AI governance requirements for the Freddie Mac Seller/Servicer (or "Lender"). Our well-constructed AI Policy Program is a proactive means designed to avoid and mitigate risks associated with Artificial Intelligence and Machine Learning. Responsible AI practices can help align AI system design, development, and use with applicable legal and regulatory guidelines. 

Our AI Policy Program consists of the following policies: 

1.      Artificial Intelligence Governance Policy

2.      Artificial Intelligence Use Policy

3.      Artificial Intelligence Workplace Policy

4.      Artificial Intelligence Credit Underwriting Policy

5.      Artificial Intelligence Do & Do Not Policy

6.      Artificial Intelligence Ethics Policy

7.      Artificial Intelligence Vendor Management Policy 

Discount offer available until March 3, 2026! 

Contact us for the presentation and pricing. 

OUR RESPONSE TO YOUR QUESTION 

Thank you for using our AI Policy Program. Since its release on October 30, 2025, it has been in considerable demand. 

Our AI Policy Program for Mortgage Banking™, which meets Freddie Mac's AI Governance Framework ("AI Framework"), is the first to provide a set of AI policies dedicated to mortgage banking. 

We had been tracking the GSE formulation of AI requirements for several months. 

On March 11, 2025, Freddie released a formal AI/ML governance framework in its Seller/Servicer Guide ("Guide"), introducing a comprehensive AI Framework for Sellers and Servicers that requires formal policies for the use of artificial intelligence ("AI") and machine learning ("ML"). This update mandated that any AI/ML used in the origination or servicing of Freddie Mac-eligible loans be governed by strict policies. 

On December 3, 2025, Bulletin 2025-16 was issued, clarifying timelines and expectations and stating that AI is no longer optional. In effect, Freddie asserted that implementation is a mission-critical, governed enterprise function. 

The compliance effective date is March 3, 2026. 

After considerable review, research, and drafting, we issued our AI Policy Program on October 30, 2025, thirty-four days before Freddie issued Bulletin 2025-16 on December 3, 2025, and Bulletin 2025-17 issued on December 10, 2025. 

On December 10, 2025, Freddie issued Bulletin 2025-17, which introduced revisions to AI Tools relating to servicing, information security, and Seller/Servicer insurance, with most changes effective on March 3, 2026. 

In the context of the AI Framework, "AI Tools" are any artificial intelligence or machine learning tools used in the loan lifecycle. 

BULLETINS 

Bulletin 2025-16 solidifies the compliance effective date of March 3, 2026, requires Lenders to have a comprehensive governance framework for AI/ML Tools used in loan origination or servicing, and, effective January 1, 2026, Lenders must ensure executive oversight, document AI use cases, ensure fairness, mitigate bias, and manage vendor risk.

Thursday, December 11, 2025

Shadow AI in Mortgage Banking

Podcast | Substack

QUESTION 

Everyone in our company received a message from management warning us about the use of Shadow AI. Most of us have never heard of Shadow AI. Next week, a company-wide video session is taking place to learn about it. Attendance is mandatory. 

So, I started reading about it. I found that it involves going to websites like ChatGPT. The management notice says that some of us are going online to AI websites and using them to replace our own knowledge and experience. Until further notice, we have been told not to use ChatGPT and other AI websites. 

A few of us got together to find out how this could affect us. We are underwriters, processors, loan officers, and quality control people. It's just a small group. You have written articles on AI and have AI policies. Please tell us how Shadow AI affects mortgage banking.

How does Shadow AI affect mortgage banking? 

Our Compliance Solution 

We recommend our AI Policy Program for Mortgage Banking. 

A well-constructed AI Policy Program is a proactive means designed to avoid and mitigate risks associated with Artificial Intelligence. Responsible AI practices can help align AI system design, development, and use with applicable legal and regulatory guidelines. 

RESPONSE TO YOUR QUESTION 

Shadow AI is not as spooky as it sounds, but it can adversely impact mortgage banking entities. Our AI Policy Program for Mortgage Banking addresses Shadow AI and many other features of artificial intelligence. Keep in mind that the pace of AI development is brisk, somewhat unstable, and rapid. Updates to policies and procedures are necessary for the foreseeable future. You should expect to see more alerts, notices, updates, and training. 

If you want to learn more about AI and mortgage banking, consider our recent articles on artificial intelligence. 

Shadow AI 

What is Shadow AI? Essentially, it is the unauthorized use of artificial intelligence tools, apps, or features by employees within an organization, bypassing official IT and security oversight, often for productivity gains. Unfortunately, it introduces significant risks, including data leaks, compliance failures, bias, regulatory non-compliance, and intellectual property loss. 

Shadow AI is not "Shadow IT," which is quite a bit different, but, in a way, it is adjacent, because Shadow IT manifests where any technology (for instance, software, hardware, cloud services, and apps) is used by employees without the company's IT department approving it. 

COMPONENTS OF SHADOW AI 

Shadow AI refers to the unauthorized use of AI tools like ChatGPT, Midjourney, Claude, Bard, Microsoft 365 Copilot, Salesforce Einstein, or AI plugins, which create vulnerabilities because these tools are not vetted for corporate security or data policies. In other words, employees may be using these AI tools for various purposes – such as summarizing documents, drafting emails, generating content, providing knowledge, and so forth – although IT has not formally approved their use by employees. 

Sometimes, employees use workarounds by accessing AI tools from their personal accounts. Employees may even use their personal logins for AI services that process company data. 

UNAUTHORIZED USE OF AI 

The potential adverse consequences of unauthorized use of AI tools include data leakage, compliance issues, regulatory and legal problems, lending practices, security vulnerabilities, a lack of control and oversight, and inaccurate or biased output. Shadow AI, therefore, can really hobble a company's risk profile. 

Assuming the best of intentions in using Shadow AI tools, I can understand an employee wanting to be more efficient, but such use bypasses crucial safeguards, turning productivity tools into major security and governance risks for the business. 

Rather than outright banning Shadow AI tools, most organizations address Shadow AI by establishing clear governance, monitoring usage, and providing secure, approved AI alternatives. The focus is usually on striking a balance between innovation and essential security and compliance standards. 

ADVERSE RISKS OF SHADOW AI 

Depending on the Shadow AI tool used, there are numerous risks to mortgage banking, among which are surely the following, as I have mentioned in the aforementioned articles.

Tuesday, November 18, 2025

AI Credit Score Underwriting

QUESTION 

Thank you for your recent columns on artificial intelligence in mortgage banking. I want to know how to handle credit scores using AI. I am the SVP Operations of a large wholesale lender. We want to include AI in our underwriting. In particular, we want to use it to evaluate a borrower's creditworthiness. However, our legal department has advised us that there are huge privacy issues. 

We do not want to be dependent on the credit reporting agencies for AI information. And we do not want to outsource AI in our credit score underwriting. The AI evaluation methods we discussed with legal have been shut down due to potential privacy violations. 

What are the privacy risks in using AI to determine a borrower's credit score? 

COMPLIANCE SOLUTION 

AI Policy Program for Mortgage Banking 

A well-constructed AI Policy Program is a proactive means designed to avoid and mitigate risks associated with Artificial Intelligence (AI). AI risk management is a key component of responsible development and use of AI systems. Responsible AI practices can help align the decisions about AI system design, development, and use with intended aims and values.

RESPONSE 

The privacy challenges associated with artificial intelligence are enormous, and the risks will only become more and more difficult to mitigate. In our recently issued AI Policy Program for Mortgage Banking, we sought to provide a comprehensive policy framework for using AI in mortgage banking. Indeed, one of the policies in the Policy Program is titled "Artificial Intelligence Credit Underwriting Policy." 

If you need a policy framework for AI, please request information about our Policy Program. 

AI credit score underwriting is an uncharted legal and regulatory territory! 

You will find that most of your legal department's concerns about AI in mortgage lending involve the collection and potential misuse of vast amounts of sensitive personal data, heightened cybersecurity vulnerabilities, and a lack of transparency that can lead to a loss of consumer trust and potential regulatory non-compliance. 

Broadening this out, AI in credit score underwriting stems from the extensive collection of sensitive, alternative data, the potential for unauthorized access and data breaches, and the difficulty in ensuring transparency and consumer control over how personal information is used. 

Whatever you do, you will need to be in lockstep with your legal advisors. This "territory" is dotted with legal minefields! Let's consider these risks. 

AI models require vast amounts of data, often going beyond traditional financial information to include "alternative data" such as geolocation, social media activity, online behavior, transaction histories, and even biometric data. The sheer volume and sensitive nature of this extensive data collection increase the overall risk to consumer privacy. 

Zero in on that data! It can be collected for one purpose but might be used for other, unforeseen purposes without the user's explicit consent. This lack of control over how personal data is processed raises significant privacy issues. From the legal perspective, this amounts to unauthorized use and repurposing. 

The large datasets used to train AI models are attractive targets for cyber attackers. Inadequate security measures or vulnerabilities in third-party vendor systems can lead to data breaches, exposing sensitive personal and financial information and increasing the risk of identity theft or fraud. Data security must be failsafe. 

AI algorithms can analyze seemingly innocuous data to infer highly personal attributes, such as health status, political views, or ethnic origin (a "predictive harm"). From a regulatory perspective, this risk arises from the inference of sensitive Information. In other words, this capability to derive sensitive insights can lead to potential discrimination and privacy infringements. 

Complex AI algorithms can be difficult to explain, even for their developers, creating a Black Box where it is unclear exactly how a specific credit decision was reached. This opacity, its lack of transparency, deprives consumers of understanding why they were denied credit and of exercising their right to an explanation or an appeal. I have written here about the Black Box "model" or "problem". 

Do not assume that so-called "anonymized" data effectively mitigates risk. Even when data is "anonymized," AI can sometimes de-anonymize individuals by cross-referencing various data points, compromising individual privacy.

Thursday, November 6, 2025

Blind Spots in Mortgage Compliance

QUESTION 

Our compliance department is being downsized. Apparently, I am one of the first to be fired–oh, excuse me, I mean downsized. Suppose I sound like I have a chip on my shoulder. In that case, I suppose I do, since this is my fourth compliance job that, through no fault of my own, is being downsized. It especially bothers me that the Chief Compliance Officer asks me, before I leave at the end of the month, to provide a list of compliance blind spots that we have encountered over the last few years. 

Anyway, I have been working on the list. However, the list is only involved with our company's blind spots. How about everyone else? I want to highlight some potential blind spots that may or may not be occurring in our company, but which could happen elsewhere. Since you have many clients across the country, I wonder if you could share the types of compliance blind spots that your clients encounter. 

Thank you in advance! By the way, I have read your articles for years. I will continue to subscribe wherever I go. I have my résumé out, but many companies are not hiring. So wish me well! 

What are some compliance blind spots in mortgage banking? 

SOLUTION 

We recommend the following Compliance Tune-up®! 

CMS Tune-up®

Compliance Management System 

The Compliance Tune-up® series assesses the overall strengths and weaknesses of departments, functions, and regulatory compliance, regardless of a financial institution’s size, regulator, complexity, or risk profile. 

ANSWER 

I am sorry that you are being downsized or, as you put it, fired. The tendency to use terms that mask the reality of circumstances can be infuriating. To be downsized means your position is eliminated as part of your company's permanent reduction of its workforce. It usually happens to cut costs or restructure. This is a business decision, not a reflection of your performance, and can be a response to economic downturns, technological changes, mergers, or a need for greater efficiency. I wish you all the best. Wherever you go, please stay in touch! 

Working with many clients provides an advantage because we can share our knowledge and experience with each client. The fact is, these days, no individual compliance department can master all the diverse issues associated with mortgage compliance. After a while, a company begins to form a rather parochial, narrow, and lopsided view of compliance challenges, as its understanding of compliance is specific to its particular experience. This model is problematic because a company faces numerous risks, and therefore, it can be blindsided by a lack of knowledge relating to compliance issues affecting other companies. 

I will share some blind spots that we have come across over the years. After nearly two decades, many compliance challenges have changed. But there are some perennials. My feedback here is certainly not comprehensive. I hope it helps! 

Fair Lending BLIND SPOTS 

First up in blind spots is fair lending. Many compliance managers are familiar with the basics of fair lending and rely on various types of reviews. The blind spots become a veritable regulatory minefield if they manifest themselves. Blind spots in areas such as prohibited practices, equal access to credit, loan applications compliance – including advertising, inquiries, reviews, loan disbursement, ongoing servicing, to name but a few – are areas that have massive legal consequences. However, I think this blind spot may be boiled down to at least these components.

 

·       Data Analysis Limitations

 Lenders sometimes fail to prepare quality Home Mortgage Disclosure Act (HMDA) data or view it in a narrow context, which tends to blind them to disparities in outcomes for minority groups.

 

·       Marketing and Outreach Bias 

Marketing materials may inadvertently exclude or discourage certain demographic groups, for instance, by not featuring diverse imagery or targeting underserved communities. For example, financial institutions risk bias when renting mailing lists based on criteria that skew toward specific neighborhoods.

Wednesday, July 2, 2025

Safeguards Rule: Information Security Program

QUESTION 

We are a mortgage broker in the Midwest. In our last state audit, the examiner told us that we did not comply with the Safeguards Rule. It's my understanding that it's required by the GLBA, which behooves us to have an information security program. 

Well, we have one! Never had a problem before with it, yet now we've got an examiner saying that our information security plan is no good. I got it from a reputable manual company – at least I thought they were reputable until the banking department told me it was not in compliance. 

Now we've got to figure out what this Safeguards Rule is all about! I hope you can enlighten me. My office manager tried to find something on it, but it reads like a bunch of legal mumbo-jumbo. And, anyway, I don't know how to change the information security plan. I will contact your company to get help. Here's my question!

What does the Safeguards Rule cover? 

SOLUTION 

PRIVACY TUNE-UP®

INFORMATION SECURITY PLAN 

PRIVACY POLICY

RESPONSE 

Thanks for writing me. I will try to get you past the legalese. I'll provide citations in case you or your office manager wants them. That said, you can contact me and we'll get you back on track! 

Keep in mind that regularly assessing the Information Security Program, Plan, or Policy (ISP) is a function of the Second Line of Defense. A self-assessment or self-evaluation should be conducted at least once a year. If you have not already done so, you should conduct a risk assessment immediately. Alternatively, you can contact us for our Privacy Tune-up®, an audit that meets regulatory scrutiny. Or ask for our comprehensive Information Security Plan or the Privacy Policy.

The Federal Trade Commission's (FTC) Safeguards Rule, implemented under the Gramm-Leach-Bliley Act (GLBA), requires financial institutions to establish and maintain a comprehensive Information Security Program (ISP) to protect customer data. This includes developing written security plans with administrative, technical, and physical safeguards. The rule requires financial institutions to safeguard customer information against threats and unauthorized access. 

A few years ago, a mortgage broker contacted us to find out if her company was required to comply with the GLBA. The short answer is yes, indeed. A wide range of financial institutions is covered. A "financial institution,"[i] for our purposes, means an entity that provides real estate settlement services (because providing real estate settlement services is a financial activity)[ii], and the statute specifically denotes a mortgage broker as a financial institution.[iii] 

I'll get to your compliance responsibilities shortly. But first, you need to know what constitutes the Safeguards Rule ("Rule"). If your ISP does not have these key components textualized in some way, an examiner may find it defective. 

Five Key Components 

There are five Safeguards, as follows: 

1. Administrative Safeguards 

These involve policies and procedures for managing and overseeing the information security program. 

2. Technical Safeguards 

These include measures like firewalls, encryption, and access controls to protect data. 

3. Physical Safeguards 

These involve physical security measures to protect data storage locations and access to sensitive information. 

4. Oversight of Affiliates and Service Providers 

The Rule also mandates that financial institutions ensure their affiliates and service providers safeguard customer information.

Thursday, September 28, 2023

Artificial Intelligence: Benefits and Risks

QUESTION 

There has been a lot of news about artificial intelligence. I have to admit, I do not know anything about it. Yet my company has just announced that it is linking up with an artificial intelligence provider. 

Now, we are scrambling to understand how artificial intelligence will impact our jobs, loan process, and compliance requirements. Last year, nobody cared about AI. This year, it’s all they can talk about! 

I would like you to tell us some ways that AI is used by banks and nonbanks, since providing compliance to us is your specialty. We need some basic understanding of how AI will be a part of originating and servicing loans. 

What are some ways that financial institutions are using AI? 

ANSWER 

I sense your frustration, and you are not alone. Whenever a new technology or innovation enters the marketplace, there is a perfectly normal tendency to be a bit suspicious and even worried about its implications. In time, these concerns often become resolved, sometimes with less than optimum impact on society, sometimes with far-reaching positive impact. The challenge is anticipating change and preparing proactively to mitigate unwanted outcomes. 

I don’t think financial institutions should rush into Artificial Intelligence (“AI”) without first considering compliance. But, there are good reasons to implement AI as a tool in the quest for a strong compliance program. When planning to partner with an AI vendor, it is important to bring in a firm such as ours to provide reliable due diligence to ensure the compliance component is integral to the plan. This creates a “baseline” that serves to enhance policies and procedures, training, and ongoing improvements in the technological application. 

Many banking agencies have been vetting AI for a few years. They're still in the early stages of drafting the rulemaking, but there has been an increase in regulatory guidance issuances. As a provider of customized compliance libraries, we are updating our clients’ policies for such guidance. And when rulemaking is determined, we will provide an AI policy, specific to a client's needs, and prior to a promulgated effective compliance date. 

Five banking agencies (OCC, FRB, FDIC, CFPB, and NCUA) have sought information and comments on the use of AI, including machine learning, by financial institutions. The caveat thus far is that they support responsible innovation as long as it includes identifying and managing associated risks. 

We can glean the areas of scrutiny being reviewed for supervision, examination, and enforcement by taking note of the following ways financial institutions use or may use AI. Though not meant to be a comprehensive outline, based on our interactions with regulators and published issuances, I’m sure these areas are under review for AI compliance. 

ARTIFICAL INTELLIGENCE: BENEFITS

Flagging Unusual Transactions 

Many institutions use AI to identify potentially suspicious, anomalous, or outlier transactions (for instance, fraud detection and financial crime monitoring). This involves using different forms of data (i.e., email, texts, audio data – both structured and unstructured)[i] to identify fraud or anomalous transactions with greater accuracy and timeliness. It also includes identifying transactions for Bank Secrecy Act/Anti-Money Laundering activities, monitoring employees for improper practices, and detecting data anomalies. 

Personalization of Customer Services 

Institutions use AI technologies, such as voice recognition and Natural Language Processing (NLP),[ii] to improve the customer experience and increase efficiency in allocating financial institution resources. 

One example is using chatbots[iii] to automate routine customer interactions, including account opening activities and general customer inquiries. AI is leveraged at call centers to process and triage customer calls to provide customized service. Institutions also use these technologies to target marketing better and customize trade recommendations. 

Credit Decisions 

Some institutions use AI to inform credit decisions to enhance or supplement existing techniques. This application of AI may use traditional data or employ “alternative data”[iv] (such as cash flow transactional information from a bank account). 

Risk Management 

Institutions may use AI to augment risk management and control practices. For example, an AI approach might be used to complement and provide a check on another, more traditional credit model. Financial institutions may also use AI to enhance credit monitoring (including through early warning alerts), payment collections, loan restructuring and recovery, and loss forecasting. 

AI can assist internal audit and independent risk management to increase sample size (such as for testing), evaluate risk, and refer higher-risk issues to human analysts. Indeed, AI may also be used in liquidity risk management, for example, to enhance monitoring of market conditions or collateral management. 

Textual Analysis 

Textual analysis refers to using NLP for handling unstructured data (generally text) and obtaining insights from that data or improving the efficiency of existing processes. Applications include analysis of regulations, news flow, earnings reports, consumer complaints, analyst ratings changes, and legal documents. 

Cybersecurity 

Institutions may use AI to detect threats and malicious activity, reveal attackers, identify compromised systems, and support threat mitigation. Examples abound, including real-time investigation of potential attacks, the use of behavior-based detection to collect network metadata, flagging and blocking of new ransomware and other malicious attacks, identifying compromised accounts and files involved in exfiltration, and deep forensic analysis of malicious files. 

There are risks, too, which I’ll explain shortly. But, it should be obvious that the agencies recognize that AI has the potential to offer improved efficiency, enhanced performance, and cost reduction for financial institutions, as well as benefits to consumers and businesses. AI can identify relationships among variables that are not intuitive or not revealed by more traditional techniques. And it can better process certain forms of information, such as text, that may be impractical or difficult to process using traditional methods. 

AI also facilitates processing significantly large and detailed datasets, both structured and unstructured, by identifying patterns or correlations that would be impracticable to ascertain otherwise.

In general, other potential AI benefits include more accurate, lower-cost, and faster underwriting and expanded credit access for consumers and small businesses that may not have obtained credit under traditional credit underwriting approaches. AI applications may also enhance an institution’s ability to provide products and services with greater customization. 

ARTIFICAL INTELLIGENCE: RISKS

But there are risks. The agencies have emphasized that financial institutions should have processes to identify and manage the potential risks associated with AI. Many of the risks associated with using AI are not unique to AI. For example, using AI could result in operational vulnerabilities, such as internal process or control breakdowns, cyber threats, information technology lapses, risk associated with using third parties, and model risks, all of which could affect an institution’s safety and soundness. 

Furthermore, the use of AI could also create or increase consumer protection risks, such as risks of unlawful discrimination, unfair, deceptive, or abusive acts or practices (UDAAP) under the Dodd-Frank Act, unfair or deceptive acts or practices regulation (UDAP) under the FTC Act, or privacy concerns.

The agencies have identified three risks particular to AI: 

  • Explainability, 
  • Data Usage, and 
  • Dynamic Updating. 

Here’s a brief explanation of each risk. 

Explainability 

“Explainability” refers to how an AI approach uses inputs to produce outputs. In other words, some AI approaches can exhibit a “lack of explainability” for their overall functioning (sometimes known as global explainability) or how they arrive at an individual outcome in a given situation (sometimes referred to as local explainability). 

Lack of explainability can pose different challenges in different contexts. Lack of explainability can also inhibit a management’s understanding of the conceptual soundness of an AI approach (that is, the quality of the theory, design, methodology, data, developmental testing, and confirmation that an approach is appropriate for the intended use) which, then, can increase uncertainty around the AI approach’s reliability, and increase risk when used in new contexts. 

Lack of explainability can also inhibit independent review and audit and make compliance with laws and regulations, including consumer protection requirements, more challenging. 

Data Usage 

Broader or more intensive data usage plays a particularly important role in AI. In many cases, AI algorithms identify patterns and correlations in training data without human context or intervention and then use that information to generate predictions or categorizations. 

Because the AI algorithm depends on the training data, an AI system generally reflects any dataset limitations. As a result, as with other systems, AI may perpetuate or even amplify bias or inaccuracies inherent in the training data or make incorrect predictions if that data set is incomplete or non-representative. 

Dynamic Updating 

Some AI approaches have the capacity to update on their own, sometimes without human interaction, often known as dynamic updating. Monitoring and tracking an AI approach that evolves on its own can present challenges in review and validation, particularly when a change in external circumstances (i.e., economic downturns and financial crises) may cause inputs to vary materially from the original training data. 

Dynamic updating techniques can produce changes that range from minor adjustments to existing elements of a model to the introduction of entirely new elements. 

Jonathan Foxx, Ph.D., MBA
Chairman & Managing Director 
Lenders Compliance Group


[i] The term “structured data” generally refers to a set of data that has been systematically organized or arranged.

[ii] “Natural Language Processing” or “NLP” generally refers to the use of computers to understand or analyze natural language text or speech.

[iii] The term “chatbot” generally refers to a software application used to conduct an on-line chat conversation via text or text-to-speech, in lieu of providing direct contact with a live human agent.

[iv] “Alternative data” means information not typically found in the consumer’s credit files of the nationwide consumer reporting agencies or customarily provided by consumers as part of applications for credit.

Thursday, August 24, 2023

Personally Identifiable Information

QUESTION 

We passed our information security review by our banking department. However, they found that our description of personally identifiable information was too narrow. 

We need to revise our policies and procedures and submit them to the banking department. Hopefully, you can offer a broader understanding of this area of customer privacy. 

What is a good working description of personally identifiable information for our policy? 

ANSWER 

Most people have heard of nonpublic personal information, called “NPI.” To be precise, as it relates to financial institutions, NPI is personally identifiable information (“PII”) that:

 

1.    The consumer provides to a financial institution;

2.    Results from a transaction or service provided for the consumer; or

3.    The financial institution otherwise obtains, and that is not publicly available.[i]

As a practical matter, most information that a financial institution collects from a consumer or customer is NPI. In fact, NPI also includes lists, descriptions or groupings of consumers, even if the data is publicly available, if the financial institution has derived the data from an individual’s nonpublic personal information. 

Personally identifiable information, PII, is any information a consumer or customer gives to a financial institution in connection with applying for or receiving a product or service.[ii] 

To broaden the foregoing description, PII is (1) any information that can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, or biometric records; and (2) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.[iii] 

Here are a few common examples of PII:

 

·     Name: full name, maiden name, mother’s maiden name, or alias;

·     Personal identification numbers: social security number (SSN), passport number, driver’s license number, taxpayer identification number, patient identification number, financial account number, or credit card number;

·     Personal address information: street address or email address;

·     Personal telephone numbers;

·     Personal characteristics: photographic images (particularly of face or other identifying characteristics), fingerprints, or handwriting;

·     Biometric data: retina scans, voice signatures, or facial geometry

·     Information identifying personally owned property: VIN or title number; and

·     Asset information: Internet Protocol (IP) or Media Access Control (MAC) addresses that consistently link to a particular person.

However, there are examples that, on their own, do not constitute PII, as more than one person could share these traits. But when linked or linkable to one of the above examples, the following could be used to identify a specific person:

 

·       Date of birth;

·       Place of birth;

·       Business telephone number;

·       Business mailing or email address;

·       Race;

·       Religion;

·       Geographical indicators;

·       Employment information;

·       Criminal history;

·       Medical information;[iv]

·       Education information;[v] and

·       Financial information.

Thus, PII refers to information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other personal or identifying information linked or linkable to a specific individual. 

It is essential to note that the definition of PII is not anchored to any single category of information or technology.[vi] Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. In performing this assessment, the financial institution should recognize that “non-PII” – non-personally identifiable information – can become PII whenever additional information is made publicly available – in any medium and from any source – that, when combined with other available information, could be used to identify an individual. 

Indeed, there is even PII that is considered high risk, called “High Risk PII.” The Department of Energy describes High Risk PII as PII which, if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.[vii] Examples of High Risk PII include Social Security Numbers (SSNs), biometric records (i.e., fingerprints, DNA, etc.), health and medical information, financial information (i.e., credit card numbers, credit reports, bank account numbers, etc.), and security information (i.e., security clearance information). 

While all PII must be handled and protected appropriately, High Risk PII must be given greater protection and consideration – especially following a breach – because of the increased risk of harm to an individual if it is misused or compromised. 


Jonathan Foxx, Ph.D., MBA
Chairman & Managing Director 
Lenders Compliance Group


[i] 15 USC § 6809(4)

[ii] 16 USC § 313.3(o)(1)

[iii] Safeguarding Against and Responding to the Breach of Personally Identifiable Information, OMB Memorandum M-07-16, May 22, 2007

[iv] May be subject to HIPAA requirements

[v] May be subject to FERPA requirements

[vi] Op. cit. iii

[vii] Department of Energy Privacy Program, DOE O 206.1 Chg1 (MinChg), January 16, 2009

Thursday, May 4, 2023

Data Breach – An Unprepared Company

QUESTION 

We were just hit with a data breach and were completely unprepared for it. Hackers took personal information from our corporate server. We believe that customer information was stolen. The hacker also went after our website, meaning information there may be exposed. 

Our Business Continuity policy is all of two pages. We put it together by pasting it from a few Google searches. You may think we are a small mortgage lender, but we have branches in eight states and originate a large volume of mortgage loans. 

We have already alerted law enforcement. We are working on a quick plan to notify investors and customers. But we have no process to follow for this data breach. We're working without a guide. 

All of us in management know you have written a lot about issues like ours. Please help as soon as possible. 

What should we do immediately if we are hacked? 

ANSWER 

NOTE: This article provides links to subject articles, presentations, and a complimentary Data Breach: Quick Reference Checklist. 

As many of you know, I am like a Mother Hen regarding our clients, always looking to protect them. And through these weekly newsletters, I try to ensure our readers are made aware of regulatory compliance challenges. However, some readers ignore my advice, one of which is the importance of having a policy for Business Continuity. 

Our Business Continuity plan is comprehensive. We believe it meets regulatory scrutiny; however, I don't care if you want ours or another firm's policy. Assuming the policy is reliable, get it and implement it! If you are not operating with a plan, your company is unprepared for a data breach. Also consider our mini-audit, BCP Tune-up, which provides a review of your Business Continuity plan and procedures.

For information about our Business Continuity Plan, click HERE.

For information about our BCP Tune-up, click HERE.

Here are just some articles I have published on Business Continuity: 

·       Disaster Recovery and Business Continuity

·       Cybersecurity Rule – Proposed Updates

·       Ransomware Payments

·       Prohibited Acts and Practices

·       Large Bank Cybersecurity Challenges

·       UDAAP Violations caused by Insufficient Data Protection

·       Mother of All Computer Bugs

·       Phishing Scams

·       Intrusion Detection Terms 

As Falstaff said, "Better three hours too soon than a minute too late." 

Don't delay. Procrastinate at your peril! 

Let's turn to the situation you find yourself in, to wit, a data breach and no plan for Business Continuity, which should include a Disaster Recovery component. 

If your company experiences a data breach, you should notify law enforcement, other affected businesses, and individuals. Since I do not know your company's size, complexity, or risk profile, my remarks are necessarily generic. 

However, I will provide a bulleted outline so you can act promptly. 

Request the complimentary Data Breach: Quick Reference Checklist. 

Evidence

·       Do not destroy evidence.

·       Don't destroy any forensic evidence in the course of your investigation and remediation.

·       Document your investigation. 

Immediate Response

·       Secure physical areas potentially related to the breach. Lock them and change access codes.

·       Mobilize your breach response team right away to prevent additional data loss. The exact steps to take depend on the nature of the breach and the structure of your business.

·       Assemble a team of experts to conduct a comprehensive breach response. Depending on the size and complexity of your company, they may include forensics, legal, information security, information technology, operations, human resources, communications, investor relations, and management.

·       Identify a data forensics team. Consider hiring independent forensic investigators to help you determine the source and scope of the breach. They will capture forensic images of affected systems, collect and analyze evidence, and outline remediation steps.

·       Consult with legal counsel. You may consider hiring counsel with privacy and data security expertise. They can advise you on federal and state laws that a breach may implicate. 

Stop Data Loss

·       Take all affected equipment offline immediately — but don't turn any machines off until the forensic experts arrive.

·       Closely monitor all entry and exit points, especially those involved in the breach.

·       If possible, put clean machines online in place of affected ones.

·       Update credentials and passwords of authorized users. If a hacker stole credentials, your system will remain vulnerable until you change those credentials, even if you've removed the hacker's tools. 

Remove Web Vulnerability

·       Your website – If the data breach involved personal information improperly posted on your website, immediately remove it. Be aware that internet search engines store, or "cache," information for some time. You can contact the search engines to ensure that they don't archive personal information posted in error.

·       Other websites – Search for your company's exposed data to ensure no other websites have saved a copy. If you find any, contact those sites and ask them to remove it. This applies to websites operated by your company's loan officers and agents. 

Interviews

·       People who discovered the breach should be interviewed.

·       Talk with anyone else who may know about it. 

·       If you have a customer service center, ensure the staff knows where to forward information that may aid your investigation of the breach. 

Service Providers

·       If service providers were involved, examine what personal information they can access and decide if you need to change their access privileges.

·       Ensure your service providers take the necessary steps to ensure another breach does not occur.

·       If your service providers say they have remedied vulnerabilities, verify that they fixed things.