[Mastering NGO AI Security] The NGO AI Security Checklist: How to Safeguard Your Data

This time, we're sharing an "NGO AI Security Checklist" to guide you step-by-step in safeguarding your organization's data, so you can use AI with peace of mind to support your charitable work.

How Important is AI Security? Why Do NGOs Need to Be Extra Careful?

AI systems often process sensitive data—such as the personal information of beneficiaries, health records, and donor lists. If this data is not managed properly, it could lead to:

• Violations of the Personal Data (Privacy) Ordinance (PDPO).
• A crisis of trust among beneficiaries.
• Opportunities for hackers, greatly increasing the risk of ransomware, fraud, and other threats.

Real-Life Case:

In 2023, a major UK charity's system was hacked, leading to a data breach affecting over 500,000 beneficiaries. The organization ultimately had to compensate the victims and invest in strengthening internal training and IT. (Source: BBC News, 2023)

Therefore, no matter what AI tool you use, security must always come first!

NGO AI Security Checklist

1. Data Classification and Access Permissions ✅

2. AI System Selection and Vendor Vetting ✅

3. System Security Settings ✅

• Strong Password Policy: Require users to use complex passwords and change them regularly.
• Multi-Factor Authentication (MFA): Require an extra layer of verification for logins to reduce the risk of account theft.
• Regular Updates/Patching: Regularly update AI systems, servers, and software to prevent vulnerabilities from being exploited.

4. Employee Training and Awareness Enhancement ✅

• Regular Cybersecurity Workshops: It's not just for the IT department; frontline staff also need to know how to prevent phishing emails and fake websites.
• Simulation Drills: Conduct regular security drills to test response capabilities.
• Establish a Reporting Mechanism: Encourage immediate reporting of suspicious activities, ideally with incentives.

5. Continuous Monitoring and Response Plan ✅

• Real-time Monitoring of Abnormal Activities: Use AI to automatically monitor for unusual logins and data access.
• Backup and Recovery Plan: Regularly back up data so it can be quickly restored in case of an incident.
• Emergency Response Team: Have a designated response team with clear roles for handling incidents.

Custom-Built vs. Off-the-Shelf AI Solutions—How to Choose the Right One for You?

Custom-Built AI Solutions

• Advantages: Fully tailored to the NGO's actual workflows, policies, and security requirements; can be deeply integrated with existing systems.
• Suitable for: NGOs with special requirements, complex workflows, or highly sensitive data.
• Example: An AI-assisted case management system designed for a gambling cessation service, where all data is stored encrypted in compliance with Hong Kong regulations.

Off-the-Shelf AI Tools

• Advantages: Fast deployment, lower cost, and easy to get started.
• Suitable for: NGOs with limited resources and simpler workflows.
• Note: Pay special attention to the tool's security policies and data storage location (and whether it involves cross-border data transfer).

Learn and Apply Immediately—How Can NGOs Practice AI Security?

• Proactively ask vendors for security reports or certifications.
• Implement the "Principle of Least Privilege."
• Regularly review the usage of all AI tools.
• Utilize existing resources: Free security training and tools are available from the government and industry (e.g., HKCERT, The Hong Kong Council of Social Service).
• Appoint internal AI Security Ambassadors to promote a security-conscious culture.

AI can help NGOs overcome resource limitations and serve more people in need, but security is always the first step. By diligently following this checklist, you can have peace of mind and focus on providing great services, no matter which AI solution you use!

Want to know more? Feel free to contact us at i2hk to learn how our custom-built and off-the-shelf AI solutions can help you master security and achieve digital transformation!

Immediate Action Checklist:

☑️ Download the free AI efficiency checklist

☑️ Schedule an expert consultation: Find your ideal AI entry point in 15 minutes

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References

• Office of the Privacy Commissioner for Personal Data, Hong Kong (PCPD): https://www.pcpd.org.hk/
• BBC News, 2023, “Charity data breach: Half a million affected”
• HKCERT: https://www.hkcert.org/
• ISO 27001 Information Security Management Systems