Category Definitions

Protected Health Information

Individually identifiable health information combined with name or medical number or address, or key dates, or family members or any other information that would link a person to their health condition.

PHI means any information that is collected from an individual that is created or received from a healthcare provider, health plan, employer or healthcare clearinghouse and relates to the past, present or future physical or mental health or condition of an individual, the provision of health care to an individual, or the past, present or future payment for the provision of healthcare to an individual, which identifies the individual or with respect to which there is a reasonable basis to believe that the information can be used to identify the individual.   This definition includes demographic information and any of the elements found within the definition of Individually Identifiable Health Information.

Individually Identifiable Health Information: If it contains any of the following:

Name; Geographic subdivisions smaller than a state, including street address, city, county, precinct, zip-code; Elements of date (except year) for dates directly related to an individual, including birth-date, admission date, discharge date, date of death; Telephone numbers; Fax numbers; Electronic mail addresses; Social security numbers; Medical record numbers; Health plan beneficiary numbers; Account numbers; Certificate or license numbers; Vehicle identifiers and serial numbers, including license plate numbers; Device identifiers and serial numbers; Web universal resource locators (URLs); Internet Protocol (IP) address numbers; Biometric identifiers, including finger and voice print; Full face photographic images and any comparable images; Any other unique identifying number, characteristic, or code

Credit Card or Debit Card

Any primary account number (PAN), cardholder name, expiration date, security code or PIN.

Student Grades or Records

Individually identifiable student information, name or UFID or SSN or photo in combination with grades, demographics, admissions, schedules, and used by our faculty and staff about our students with the exception of a limited amount of directory information.

Export Controlled

Data covered by the International Traffic in Arms Regulation (ITAR) or Export Administration Regulations (EAR)

  • Additional Information/explanation for Users that could be included: Export controls are US laws that regulate the distribution to foreign persons and foreign countries of strategically important commodities, services and information for reasons of foreign policy and national security.
  • An “export” occurs whenever controlled technology, technical data, software, materials, equipment, technical assistance or defense services are disclosed in any medium or manner outside of the United States, or to a foreign person no matter where located.
  • If a defense article, technical data, technology, defense service or software is provided to a foreign person within the U.S. (even on Campus), that action is termed a “deemed” export. The US government has deemed that the provision of the controlled defense article, technical data, technology, defense service or software to the foreign person is the equivalent of providing it to the foreign person’s country of citizenship, permanent residency or in some cases the foreign person’s country of birth.

Sensitive Data

Sensitive data could impair university functions, cause significant or reputational loss or result in legal liability if disclosed to someone who is not authorized. Sensitive data is not necessarily excluded from public record.

Open Data

Information intended for public use, including advertisements, job opening announcements, university catalogs, regulation policies, faculty publication titles, press releases

Personally Identifiable Information

UF-PII is name together with one or more of the following: Social Security Number, Driver License Number, Financial account number in combination with any security code, access code, or password

Financial Records (FS 501.171)

A financial account number or credit or debit card number, in combination with any required security code, access code, or password that is necessary to permit access to an individual’s financial account

Human Research Subject (NIH)

Research involving a living individual about whom an investigator obtains either data through interaction or identifiable, private information (PII or PHI).