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Effective Date: 2023-05-01
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Contents
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Overview
This Information Security Policy is intended to protect CloudCard’s employees, partners, and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.
Information Technology systems, including, but not limited to, computer equipment, software, operating systems, storage media, and network accounts providing electronic mail, web browsing, and file transfers, are the property of CloudCard. These systems are to be used for business purposes in serving to serve the interests of the company , and of our clients and customers in the course of normal operations.
Effective security is a team effort involving the participation and support of every CloudCard employee or contractor who deals with information and/or information systems. It is the responsibility of every team member to read and understand this policy , and to conduct their activities accordingly.
Purpose
The purpose of this document is to communicate This document communicates our information security policies and outline outlines the acceptable use and protection of CloudCard’s information and assets. These rules are in place to protect customers, employees, and CloudCard. Inappropriate use exposes CloudCard to risks, including virus attacks, compromise of network systems and services, financial and reputational risk, and legal and compliance issues.
The CloudCard “Information Security Policy” is comprised of this policy and all CloudCard policies referenced and/or linked within this document.
Scope
This policy applies to the use of information, electronic and computing devices, and network resources to conduct CloudCard business or interact with internal networks and business systems, whether owned or leased by CloudCard, the employee, or a third party. All employees, contractors, consultants, temporary, and other workers at CloudCard and its subsidiaries are responsible for exercising good judgment regarding appropriate use of information, electronic devices, and network resources in accordance with CloudCard policies and standards, and local laws and regulations.
This policy applies to employees, contractors, consultants, temporaries, and other workers at CloudCard, including all personnel affiliated with third parties. This policy applies to all CloudCard-controlled company and customer data as well as all equipment, systems, networks, and software owned or leased by CloudCard.
Security Incident Reporting
All users are required to report known or suspected security events or incidents, including policy violations and observed security weaknesses. Incidents shall be reported immediately or as soon as possible by sending an email to : security@cloudcard.us.
In your email, please describe the incident or observation along with any relevant details.
Whistleblower Anonymous Fraud Reporting
Our Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that we can address and correct inappropriate conduct and actions. It is the responsibility of all employees to report concerns about violations of our code of ethics or suspected violations of law or regulations that govern our operations.
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Anonymous reports may be submitted via an email to security@cloudcard.us.
Mobile Device Policy
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Privacy and Monitoring
Authorized users of information systems are not given rights of privacy in relation to their use of CloudCard information systems. Authorized officers of CloudCard may access or monitor personal data contained in any CloudCard information system (mailboxes, web access logs, file-store etc).
Mobile Device Policy
All end-user devices (e.g., mobile phones, tablets, laptops, desktops) must comply with this policy. Employees must use extreme caution when opening email attachments received from unknown senders, which may contain malware.
System-level and user-level passwords must comply with the Access Control Policy. Providing access to another individual, either deliberately or through failure to secure a device, is prohibited.
All end-user, personal (BYOD) or company-owned devices used to access CloudCard information systems (i.e. email) must adhere to the following rules and requirements:
Devices must be locked with a password (or equivalent control such as biometric) protected screensaver or screen lock after 10 20 minutes or less of non-use.
Devices must be locked whenever left unattended.
Users must report any suspected Devices storage must be encrypted.
Antivirus software must be installed and operational on the device.
Users must report any suspected misuse or theft of a mobile device immediately to the Security team (security@cloudcard.us)
Confidential information must not be stored on mobile devices or USB drives (this does not apply to business contact information, e.g., names, phone numbers, and email addresses).
Any mobile device used to access company resources (such as file shares and email) must not be shared with any other person.
Upon termination users agree to return all company owned devices and delete all company information and accounts from any personal devices.
Clear Screen Clear Desk Policy
Users shall not leave confidential materials unsecured on their desk desks or workspace , and will ensure that screens are locked when not in use.
Remote Access Policy
CloudCard is a remote company. All business applications, administration interfaces, and other interactions are conducted over HTTPS or equivalent encrypted communications channel. Laptops and other computer resources that are used to access the CloudCard network resources must conform to the security requirements outlined in CloudCard’s Information Security Policies and adhere to the following standards:
To ensure mobile devices do not connect a compromised device to the company network, Antivirus policies require the use and enforcement of client-side antivirus software.
Antivirus software must be configured to detect and prevent or quarantine malicious software, perform periodic system scans, and have automatic updates enabled.
Users must not connect to any outside network without a secure, up-to-date software firewall configured on the mobile computer.
Users are prohibited from changing or disabling any organizational security controls such as personal firewalls , and antivirus software on systems used to access CloudCard resources.
Use of remote access software and/or services is allowable as long as Transport Layer Security (TLS or SSL) is used to encrypt the communication of the tool. This includes, but is not limited to, RDP, SSH, database connections, and web applications. For websites, ensure the URL contains https and that the lock icon in the browser bar is greencommunications.
Unauthorized remote access technologies may not be used or installed on any CloudCard system.
Users should avoid use of public Wi-Fi (e.g. coffee shop, hotel) for any CloudCard business, and should instead use a personal or CloudCard owned mobile hotspot. In situations where public Wi-Fi use is necessary, the same remote access precautions should be followed.Users must not access CloudCard resources from a public
Users must not access CloudCard resources from a public computer (e.g., from a business center, hotel, etc.). Contact security or your supervisor if you are unable to reach your CloudCard issued laptop and have a business need to do so.
Acceptable Use Policy
CloudCard proprietary and customer information stored on electronic and computing devices, whether owned or leased by CloudCard, the employee or a third party, remains the sole property of CloudCard for the purposes of this policy. Employees and contractors must ensure through legal or technical means that proprietary information is protected in accordance with the Data Management Policy. The use of Google Drive for business file storage is required for all users. All CloudCard documents that are not private should be stored in the appropriate shared folder in Google Drive - this is our primary backup strategy for user laptops. All code should be stored in Bitbucket or GitHub - this is our primary backup strategy for source code.
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CloudCard reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.
Unacceptable Use
The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities with properly documented Management approval. Under no circumstances is an employee of CloudCard authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing CloudCard-owned resources or while representing CloudCard in any capacity. The list below is not exhaustive, but attempts to provide a framework for activities which fall into the category of unacceptable use.
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Violations of the rights of any person or company protected by copyright, trade secret, patent, or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of "pirated" or other software products that are not appropriately licensed for use by CloudCard
Unauthorized copying of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books, or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which CloudCard or the end user does not have an active license
Accessing data, a server, or an account for any purpose other than conducting CloudCard business, even if you have authorized access, is prohibited
Exporting software, technical information, encryption software, or technology, in violation of international or regional export control laws, is illegal. The appropriate management shall be consulted prior to export of any material that is in question
Introduction of malicious programs into the network or systems (e.g., viruses, worms, Trojan horses, email bombs, etc.)
Revealing your account password to others or allowing use of your account by others. This includes family and other household members when work is being done at home
Using a CloudCard computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws
Making fraudulent offers of products, items, or services originating from any CloudCard account
Making statements about warranty, expressly or implied, unless it is a part of normal job duties
Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient, or logging into a server or account that the employee is not expressly authorized to access, unless these duties are within the scope of regular duties. For purposes of this section, "disruption" includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes
Port scanning or security scanning is expressly prohibited unless prior notification to the CloudCard engineering team is made
Executing any form of network monitoring which will intercept data not intended for the employee's host, unless this activity is a part of the employee's normal job/duty
Circumventing user authentication or security of any host, network, or account
Introducing honeypots, honeynets, or similar technology on the CloudCard network.
Interfering with or denying service to any user other than the employee's host (for example, denial of service attack)
Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user's session, via any means
Providing information about, or lists of: CloudCard employees, contractors, partners, or customers to parties outside CloudCard without authorization
Email and Communication Activities
When using company resources to access and use the Internet, users must realize they represent the company and act accordingly.
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Personnel are responsible for reading and complying with all policies relevant to their roles and responsibilities.
Policy | Purpose |
To limit access to information and information processing systems, networks, and facilities to authorized parties in accordance with business objectives. | |
To identify organizational assets and define appropriate protection responsibilities. |
To prepare CloudCard in the event of extended service outages caused by factors beyond our control (e.g., natural disasters, man-made events), and to restore services to the widest extent possible in a minimum time frame. | |
To ensure proper and effective use of cryptography to protect the confidentiality, authenticity and/or integrity of information. | |
To ensure that information is classified and protected in accordance with its importance to the organization. | |
To ensure that employees and contractors meet security requirements, understand their responsibilities, and are suitable for their roles. | |
Policy and procedures for suspected or confirmed information security incidents. | |
Establishes the roles and responsibilities that ensure effective communication of information security policies and standards. | |
To ensure the correct and secure operation of information processing systems and facilities. | |
To prevent unauthorized physical access or damage to the organization’s information and information processing facilities. | |
To define the process for assessing and managing CloudCard’s information security risks in order to achieve the company’s business and information security objectives. | |
To ensure that information security is designed and implemented within the development lifecycle for applications and information systems. | |
To ensure protection of the organization's data and assets that are shared with, accessible to, or managed by suppliers, including external parties or third-party organizations such as service providers, vendors, and customers, and to maintain an agreed level of information security and service delivery in line with supplier agreements. |
Policy Compliance
CloudCard will measure and verify compliance to this policy through various methods, including but not limited to ongoing monitoring, and both internal and external audits.
Exceptions
Requests for an exception to this policy must be submitted to the Director of Security (security@cloudcard.us) for approval.
Violations & Enforcement
Any known violations of this policy should be reported to the Director of Security (security@cloudcard.us) . Violations of this policy can result in immediate withdrawal or suspension of system and network privileges and/or disciplinary action in accordance with company procedures up to and including termination of employment.
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Amazon Web Services
CloudCard uses Amazon Web Services (“AWS”) to deliver a premium software as a service experience to its customers. AWS built its entire product suite with security as the highest priority. All of the servers used by CloudCard are hosted in secure AWS facilities, which means that certain compliance and security policies and practices are provided by AWS. AWS follows a shared responsibility model (see https://aws.amazon.com/compliance/shared-responsibility-model/), in which AWS is responsible for the security “Of” the cloud infrastructure, while CloudCard is responsible for the security and compliance of our resources “In” the cloud. As a result, CloudCard maintains security policies and procedures that apply to resources we establish in the cloud and will refer to AWS’s security and compliance certifications (see https://aws.amazon.com/security/), practices and policies where appropriate (security of the underlying cloud infrastructure that CloudCard leverages). CloudCard takes every reasonable measure to follow the configuration best practices set forth by AWS for its products and services.
Revision History
Version | Date | Description | Author | Approved by |
1.0 | 2017-11-02 | Initial Version | Tony Erskine | |
1.1 | 2018-08-22 | Review / Minor Updates | Tony Erskine | |
1.2 | 2018-10-19 | Review / Minor Updates | Tony Erskine | |
1.3 | 2019-12-05 | Security Awareness Training Requirement | Luke Rettstatt | |
1.4 | 2020-03-17 | AWS Security References Multi Factor Authentication | Luke Rettstatt | |
2.0 | 2020-04-07 | Access Control Policy Data Management Policy Roles and Responsibilities Background Check Requirement | Luke Rettstatt | |
2.1 | 2020-04-20 | Encryption Standards Secure Deletion Standards | Tony Erskine | |
2.2 | 2020-11-24 | Patching Standards | Tony Erskine | |
2.3 | 2020-12-01 | Review / Minor Updates | Luke Rettstatt | |
2.4 | 2021-03-11 | Annual Review | Tony Erskine | |
2.5 | 2022-03-20 | Annual Review | Tony Erskine | |
2.6 | 2022-07-06 | Update Job Titles | Tony Erskine | |
3.0 | 2023-03-15 |
Converted to SOC Compliant Template | Ryan Heathcote | Luke Rettstatt | ||
3.1 | 2024-07-16 | Spelling and grammar improvements | Luke Rettstatt | Ryan Heathcote |
3.2 | 2024-08-17 | Clarified Remote Work Security Strategy | Ryan Heathcote | Luke Rettstatt |