SECURITY POLICY

Introduction

ENCONA takes our users’ security concerns seriously. We strive to ensure that user data is kept securely and that we collect only as much personal data as is required to provide our services to users in an efficient and effective manner. This Security Policy is intended to inform and reassure you about our IT infrastructure and practices.

The Terms & Conditions & Privacy Policy apply to this Security Policy, including any defined terms used herein.

ENCONA Internal Policies

ENCONA has an internal security policy that requires all employees, contractors and suppliers to comply with. All policies are compiled, reviewed and updated by ENCONA's Technology Team and Executive Board. This covers information classification, information handling, physical security, HR-related policies, system and network security, acceptable use, account deactivation, encryption and confidentiality requirements.

ENCONA also has its own Risk Assessment Policy, which covers threat identification, vulnerability assessment, risk analysis and risk treatment.

Both policies require annual sign-off and exception approval by the senior management team.

User Security

Authentication

Data access throughout our system is limited and segregated by role-based access control (RBAC). System administrator accounts are further secured through two-factor authentication (2FA). User accounts have unique usernames and passwords that must be entered each time a user logs in. ENCONA issues session cookies only to record encrypted authentication information for the duration of a specific session.

Passwords

User application passwords have minimum complexity requirements. Passwords are individually salted and hashed.

Data Encryption

Data in our systems is encrypted at rest and in transit.

Privacy

We have a comprehensive Privacy Policy that provides a very transparent view of how we handle your data, including how we use your data, who we share it with, and how long we retain it.

Data Residency

ENCONA system data, personal data, client data and response data is all stored securely in cloud systems.

Network Security

Access Control

Two-factor authentication (2FA), and role-based access is enforced for systems management by authorized engineering staff.

Encryption in Transit

Data between endpoints in our system is transferred encrypted through SSL/TLS solutions.

File Sharing

We share files with clients through secure cloud-based solutions.

Vulnerability Management

Patching

Latest security patches are applied to all operating systems, applications, and network infrastructure to mitigate exposure to vulnerabilities.

Organizational & Administrative Security

Information Security Policies

We maintain internal information security policies, including breach and incident response plans, and regularly review and update them.

Employee Screening

We perform background screening on all employees, to the extent possible within local laws.

Training

We provide security and technology use training for employees.

Service Providers

We screen our service providers and bind them under contract to appropriate confidentiality, data protection and security obligations.

Access

Access controls to sensitive data in our databases, systems, and environments are set on a need-to-know / least privilege necessary basis.

Audit Logging

We maintain and monitor audit logs on our services and systems.

Software Development Practices

Coding Practices

Our engineers use best practices and industry-standard secure coding guidelines.

Deployment

We deploy code frequently, giving us the ability to react quickly in the event a bug or vulnerability is discovered within our systems.

Handling of Security Breaches

Despite best efforts, no method of transmission over the Internet and no method of electronic storage is perfectly secure. We cannot guarantee absolute security. However, if ENCONA learns of a security breach, we will notify affected users within 72 hours so that they can take appropriate protective steps and, where required, notify the regulatory authorities within specified time periods. Our breach notification procedures are consistent with our obligations under relevant laws and regulations, as well as any industry rules or standards that we adhere to. Notification procedures include providing email notices and posting a notice on our website if a breach occurs.

Your Responsibilities

Keeping your data secure also depends on you ensuring that you maintain the security of your account by using sufficiently complicated passwords and storing them safely. You should also ensure that you have sufficient security on your own systems, to keep any data you download to your own computer away from prying eyes. We offer SSL to secure the transmission of data.

Further Security Questions

Any further security questions or security forms can be addressed to enquiries@encona.org.

In cases of translated versions of this policy, the ENGLISH version shall prevail.

LAST UPDATED: 5 April 2022