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Information security

Secure UVic devices

Wherever possible, UVic aims to provide employees with computers or whatever devices they need for their work. These devices are purchased, owned and managed by UVic, whether they're purchased with operating, research, or grant funds. The safest way to work with UVic systems data is to use a UVic device and follow these best practices.

In cases where departments can't provide employees with a UVic computer, they're still responsible for the security of any UVic data they have access to.

What is a UVic device?

UVic devices are also called managed devices or UVic-managed devices. They're devices owned by UVic and supported by IT support staff. They're configured for many information security best practices.

UVic devices include computers, phones and tablets.

UVic devices will:

  • automatically download and install regular software updates
  • use Microsoft Defender for additional security
  • connect securely to the UVic network and your department's online resources
  • use full-disk encryption
  • use your NetLink ID to sign in

 Learn more about UVic devices.

Device security

UVic computers are set up for security. IT support ensures that your computer is encrypted and receiving regular updates.

To help you secure your computer, you can:

If you have any questions about how to protect your UVic computer, consult with IT support. 

If you have a mobile device supplied by UVic, IT support can help you secure it.

To secure your mobile device, you can:

If you have any questions about how to protect your UVic mobile device, consult with IT support.

Apps

Be careful when installing new apps on your mobile device. To stay secure when installing and using apps:

  • Be informed. Review app privacy reports before you install anything from the app store. Read the privacy policy of any app or service you use.
  • When you install a new app, always review the account privacy and security settings.
  • If possible, use web apps rather than installing new software on your device.
  • If you're not using an app regularly, remove its permissions or uninstall it.
  • Use multi-factor authentication (MFA) on any third-party accounts you use (including Apple and Google).
  • If your use of an app is part of a new or updated initiative involving the collection of personal information, contact the Privacy and Access to Information Office to complete a privacy impact assessment (PIA) before the launch of your initiative.

If you have any questions about installing apps on your UVic mobile device, consult with IT support.

International travel

If you're travelling for work, you're probably bringing at least one UVic device with you. When travelling with a UVic device:

  • Leave any nonessential devices at home to reduce risk of loss, theft or damage.
  • Avoid storing unnecessary data on your devices by using OneDrive. If you do need to store data locally, back it up to a UVic file storage option as often as possible.
  • Use UVic's VPN connection when connecting to wireless networks.
  • Use Duo MFA unless you're visiting a restricted country or region.
  • Use different passphrases and PINs for your devices in case you have to disclose one.

Go to off-campus travel and safety for travel advisories and preparations that aren't related to IT.

Some countries' border control agencies retain the right to seize travellers' electronic devices and review their contents. This means their officers have the ability to stop and search people, and examine their belongings including electronic devices. Failure to unlock an electronic device may cause you to be detained or refused entry to the country.

UVic has no objection if you comply with a border control officer's request to unlock a UVic device. If they remove the device from your sight:

  • change your passphrase immediately
  • inform your supervisor as soon as possible

Learn more about your from the BC Civil Liberties Association (BCCLA).

Not all countries allow encryption and some have restrictions on electronic devices in your carry-on baggage. Check the travel guidelines for any countries you're travelling to during your trip planning.

If you need to disable encryption on a UVic device for travel, consult with IT support.

Review the Government of Canada's recommendations for travellers:

Restricted software

Independent researchers, security analysts and journalists have reported serious issues with some popular apps and online platforms. In some cases, provincial and federal governments have restricted the use of apps on government-owned devices.

We monitor investigations and give evidence-based recommendations for use at UVic.

We're currently monitoring:

DeepSeek is a Chinese artificial intelligence (AI) company that specializes in open-source large language models. It recently launched a free AI-powered chatbot which has gained significant attention.

Risks

Independent experts have reported serious privacy and security concerns with DeepSeek’s applications. BC provincial and federal governments have banned DeepSeek on their devices and networks. Other universities are taking measures to ban, restrict, or strongly caution against using DeepSeek.

The specific risks of DeepSeek use are:

  • exposure of personal and sensitive data
  • increased risk of surveillance
  • extensive data collection and sharing
  • risk of credential theft
  • regulatory and compliance risks

Response

UVic has reviewed expert findings and has determined the following:

  1. DeepSeek web and mobile applications accessed via web browser or mobile application do not meet UVic’s information security standards.
  2. UVic will restrict access to DeepSeek applications on the UVic network and for UVic-owned devices. This includes all users and devices on-campus, on UVic wireless networks, or using UVic VPN.
  3. UVic will restrict the use of DeepSeek on UVic-owned or personal devices used for university business, including laptops and phones. UVic also discourages the use or installation of DeepSeek on personal devices.

UVic understands the use of AI tools can provide benefits for learning and research, and has published a and Guidelines for Using Generative AI in Research. UVic users can use Microsoft 365 Copilot Chat as an approved Generative AI solution. For those who require it for research purposes, the DeepSeek Model (currently not known to be high-risk) can be downloaded and run locally.

Additional information

Information Security Standards are published under the authority of UVic Information Security Policy IM7800. Users of UVic’s information systems have a shared responsibility for information security and are expected to comply with Information Security and Acceptable Use policies, including security standards and guidance provided in this memo.

Tiktok has attracted significant media and government attention due to privacy and information security concerns related to the breadth of personal information collected about users, along with TikTok’s information sharing practices with its China-based parent company ByteDance.

Both federal and provincial governments have issued bans on the use of TikTok on government-issued devices. Provincial and federal Privacy Commissioners have initiated an .  

Pending the outcome of the Commissioners’ investigation, UVic is monitoring the situation. In the meantime, we strongly encourage the UVic community to take the following precautions. [add recommendations/precautions here]

Note that these precautions are not only relevant to TikTok. They should be employed when using any social media platform.

Get help now

Contact IT support to:

  • Get advice on securing your UVic devices
  • Discuss file storage options
  • Prepare a UVic device for international travel
Get help