Vanta policy template instructions
This Vanta policy template represents a complete, compliance-ready policy with placeholders for company specific text. Each policy section represents a policy-specific topic that you should consider and/or modify to match your company’s practices.
For each policy section
Consider if this section and its corresponding risks applies to you. If it does not, remove it and/or replace it with your organization’s corresponding practices.
Replace any highlighted text in angled brackets < >1 with your own language
Rewrite the policy language such that it reflects the practices of your organization
Policy completion checklist
Use Find to make sure that all text in angled brackets is replaced
Proofread your policy for spelling and grammar mistakes
Confirm that the policy’s content reflects your organizations practices
Add any company-specific letterhead, branding, and formatting
Remove this instructions page
Export this document as PDF — File > Save As > Change “File Format” to PDF
Upload the PDF to Vanta at https://app.vanta.com/policies
More questions?
A good rule-of-thumb is to keep your language high enough level such that it stays representative for at least a year. If you have more questions about how to use this template, please reach out to support@vanta.com or your auditor for additional guidance.
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Policy
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Policy Owner: <Policy owner>Managing Director
Effective Date:<Effective date> 2023-05-01
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To prevent unauthorized physical access or damage to the organization’s information and information processing facilities.
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All <Company Name> offices and locations. This Policy applies to all employees of <Company Name>, and to all external parties with physical access to <Company Name> owned or leased facilities.
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Physical Security Perimeter
Physical offices and processing facilities shall meet all local building codes for construction materials for walls, windows, doors, and access control mechanisms. Some interior zones may be identified as secure areas where physical access is further restricted to a subset of <Company Name> personnel; such as private offices, wiring closets, print and server rooms, and server racks.
Physical Entry Controls
Secure areas shall be protected by appropriate entry controls to ensure that only authorized personnel are allowed access. Where possible, <Company Name> access control systems shall be tied to a centralized system that provides granular access control for individual personnel. Access events shall be appropriately logged and reviewed as needed according to risk. Cameras and intrusion detection systems shall be used at facilities that store or process production or sensitive internal company data.
Securing Offices, Rooms & Facilities
Physical security for offices, rooms and facilities shall be designed and applied to protect from theft, misuse, environmental threats, unauthorized access, and other threats to the confidentiality, integrity, and availability of classified data and systems.
Protecting Against External & Environmental Threats
Physical protection against natural disasters, malicious attack or accidents shall be designed and applied. Secure areas shall be monitored through the use of appropriate controls, such as intrusion detection systems, alarms, and/or video surveillance systems, where feasible. Visitor and third-party access to secure areas shall be restricted to reduce the risk of information loss and theft.
Production processing facilities shall be equipped with appropriate environmental and business continuity controls including fire-suppression systems, climate control and monitoring systems, and emergency backup power systems. Physical information system hardware and supporting infrastructure shall be regularly serviced and maintained in accordance with the manufacturer’s recommendations.
Working in Secure Areas / Visitor Management
Visitors, delivery personnel, outside support technicians, and other external agents shall not be permitted access to secure areas without escort and/or appropriate oversight. Third-parties in secure areas shall sign in and out on a visitor log and shall be escorted or monitored by <Company Name> personnel. <Company Name> personnel observing unescorted visitors should approach the visitor, confirm their status, and ensure they return to approved areas, or report the observation to the responsible authority as needed. External party access to secure areas shall be confirmed with appropriate <Company Name> personnel prior to being granted access. <Company Name> personnel providing access to external parties into secure areas are responsible for ensuring that the third-party personnel adhere to all security requirements, and are accountable for all actions taken by outsiders they provide with access. Visitors may be allowed to work unescorted provided that the <Company Name> sponsoring party can ensure that they will not have unauthorized access to <Company Name> information systems, networks, or data.
Delivery & Loading Areas
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All CloudCard employees are remote employees. Physical access to company devices should be secured in the same manner that someone would secure their own home.
Employees must ensure that no unauthorized individuals may view, overhear, or otherwise have access to CloudCard’s customer or confidential data, especially when working from a public location such as a coffee shop or airport.
All end user devices containing access to internal CloudCard resources must be protected at all times and may not be left unattended.
Supplier, Vendor, and Third-Party Security
Suppliers, vendors, and third-parties shall comply with <Company Name> CloudCard physical security and environmental controls requirements. <Company Name> CloudCard shall assess the adequacy of third-party physical security controls as part of the vendor management process, in accordance with the Third-Party Management Policy2. Third party security controls shall be sufficient to prevent unauthorized physical access to systems processing or storing CloudCard data.
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Requests for an exception to this policy must be submitted to the <approver of requests for exceptions to this policy, e.g., CHRO> Management for approval.
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Version | Date | Description | Author | Approved by |
1. |
0 |
2023- |
03- |
26 |
<First Version>
<OWNER>
<APPROVER>
1 All fields in this document marked by angled brackets < > and highlighted must be filled in.
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First Version | Ryan Heathcote | Luke Rettstatt | ||
2.0 | 2024-07-26 | Annual Review | Ryan Heathcote | Luke Rettstatt |