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Customer Access Requirements/Questions for Login/Account management
Are all identified security, contractual, and regulatory requirements for customer access contractually addressed and remediated prior to granting customers access to data, assets, and information systems?
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Does the system to purchase support setting custom complex password policy ?
We do not have an own account management. In general not really applicable: We do not have an own account management. We're using Microsoft and Atlassian accounts and inherit all security settings from Atlassian/ Microsoft.
Network
Do you operate a VPN that allows remote access to your network?
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Yes, we have comprehensive logging, including security events, for all relevant services.
Server/Infrastructure
Operating system that are currently in use on your Server:
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We keep the root password in a secure location (e.g., in an envelope in a safe). It is retrieved only when absolutely necessary. Processes are in place to ensure accountability, and the password is changed after every use.
Backups
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Yes. If a disaster occurs at one site, very little data will be lost because almost everything will already have been copied to our backup site.
Do you have procedures in place for working with customers to determine an appropriate backup frequency?
No, we have a fixed backup cycle. We confirm backup services is enabled.
Do you regularly test your backups?
Yes, we test the entire process of recovery, including restoring entire systems from backup.
Do you store backups on disks, tapes, or other kinds of removable media?
Not applicable.
Do you have the capability to recover data for a specific customer in the case of a failure or data loss?
We do have backups of our data and our backend services are spread across different regions, with a DNS loadbalancer in place.
Client Workstations
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Yes, all of our client systems are configured according to these standards, and/or they are built from standard images that comply with our hardening guidelines.
Do you have a process for installing operating system and application updates and security patches on client systems?
Yes, we diligently apply security updates to operating systems and applications.
Do you also have an emergency process for installing patches outside of the regular schedule when high-risk vulnerabilities are identified?
Yes, we carefully consider the risk associated with each vulnerability and decide whether the patch should be deployed outside of the regular schedule.
How do you know whether your systems are affected by vulnerabilities that require patching?
We run agents on our client systems to discover what software is installed and report that information back to a central repository + We use the patching mechanisms built into the operating systems (e.g. Windows Update). Relying on Auto-Update.
Do you have controls in place to protect client devices from malware?
Yes, we regularly scan our client devices for known malware, or limit them to whitelisted software identified by cryptographic hashes.
Which client devices do you currently support?
Windows and non-Windows workstations.
Do you currently have malware protection on client devices?
Yes. Both above mentioned devices.
What level of access do regular users have on their workstation/laptop?
Users are local administrators on their machines. Since we are a small IT company with only IT trained employees. We confirm that admin access is regularly reviewed.
Do all workstations/laptops use the same local administrator/root password?
Not applicable.
One major risk factor in many corporate environments is the use of unsupported Operating Systems. Does your company still have systems running unsupported versions?
No, all Operating System versions are supported.
Data Management
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We use Amazon RDS and DynamoDB to store our data. Both are encrypted on the file-system level with AWS KMS keys. We are using an up-to-date ORM in our code to prevent SQL injection attacks. Additionally we validate input for consistency.
Do you utilise Data Loss Prevention (DLP) tools via any of the following data transfer methods: email, HTTP/S or portable media?
Yes, for email.
Do you utilize an active discovery tool to identify all sensitive information stored, processed, or transmitted by the organization's technology systems, including those located on-site or at a remote service provider, and update the organization's sensitive information inventory?
Yes
Will you be segregating our data from other customer's data?
No. It's a SaaS application with a single database. All tables have a common column "client" that differentiates the data. Code ORM guards against developer errors.
Do separate environments exist for development, testing, and production?
Yes.
Is data sanitized for non-production environments?
Yes.
Do you protect test data from unauthorized access and how is the data protected?
Yes. Implementing production-like controls.Does the Third Party (or sub-processor) ensure the IT Facilities (Data Centre) that holds customer data, is protected against attacks, accidental damage, natural hazards and unauthorised physical access?
Yes. All customer facing infrastructure is hosted on AWS. Data is stored in Germany. However, our products and services may be provided using resources and servers located in various countries around the world, including the U.S. and other countries. Your information may be transferred and processed by third-parties outside the country where you use our services, including to countries outside the European Economic Area (EEA), where the level of data protection may not be deemed adequate by the European Commission (i.e., where you have fewer rights in relation to your information). We expect that our third-party service providers will comply with the terms of the European Union’s General Data Protection Regulation (GDPR), and that any international data transfers be made under a recognized basis such as the US-EU Privacy Shield, EU Standard Contractual Clauses, and/or Binding Corporate Rules.
Does the Third Party employ Intrusion Detection System (IDS)/Intrusion Prevention System (IPS), Firewalls and other network security services to protect customer services? Please list all services with vendors.
We have signature- and/or anomaly-based IDS/IPS in place, and sensors are in place at strategic points throughout the network. We have firewalls for filtering all inbound and outbound traffic.
Does the Third Party use documented secure build configs for Operating System (OS) and Databases (DBs) supporting customer data?
Restrictions on Software Installation Rules governing the installation of software by users shall be established and implemented in accordance with the Yasoon GmbH Information Security Policy.
Backups
Do you sync data to a different site in near real time?
Yes. If a disaster occurs at one site, very little data will be lost because almost everything will already have been copied to our backup site.
Do you have procedures in place for working with customers to determine an appropriate backup frequency?
No, we have a fixed backup cycle. We confirm backup services is enabled.
Do you regularly test your backups?
Yes, we test the entire process of recovery, including restoring entire systems from backup.
Do you store backups on disks, tapes, or other kinds of removable media?
Not applicable.
Do you have the capability to recover data for a specific customer in the case of a failure or data loss?
We do have backups of our data and our backend services are spread across different regions, with a DNS loadbalancer in place.
Do you have a retention procedure?
We shall retain data as long as the company has a need for its use, or to meet regulatory or contractual requirements. Once data is no longer needed, it shall be securely disposed of or archived. Data owners, in consultation with legal counsel, may determine retention periods for their data.
Client Workstations
Do you have operating system hardening and/or build standards for client systems?
Yes, all of our client systems are configured according to these standards, and/or they are built from standard images that comply with our hardening guidelines.
Do you have a process for installing operating system and application updates and security patches on client systems?
Yes, we diligently apply security updates to operating systems and applications.
Do you also have an emergency process for installing patches outside of the regular schedule when high-risk vulnerabilities are identified?
Yes, we carefully consider the risk associated with each vulnerability and decide whether the patch should be deployed outside of the regular schedule.
How do you know whether your systems are affected by vulnerabilities that require patching?
We run agents on our client systems to discover what software is installed and report that information back to a central repository + We use the patching mechanisms built into the operating systems (e.g. Windows Update). Relying on Auto-Update.
Do you have controls in place to protect client devices from malware?
Yes, we regularly scan our client devices for known malware, or limit them to whitelisted software identified by cryptographic hashes.
Which client devices do you currently support?
Windows and non-Windows workstations.
Do you currently have malware protection on client devices?
Yes. Both above mentioned devices.
What level of access do regular users have on their workstation/laptop?
Users are local administrators on their machines. Since we are a small IT company with only IT trained employees. We confirm that admin access is regularly reviewed.
Do all workstations/laptops use the same local administrator/root password?
Not applicable.
One major risk factor in many corporate environments is the use of unsupported Operating Systems. Does your company still have systems running unsupported versions?
No, all Operating System versions are supported.
Data Management (DPA - Data Processing Addendum (yasoon.com)
Are data input and output integrity routines (i.e., reconciliation and edit checks) implemented for application interfaces and databases to prevent manual or systematic processing errors or corruption of data?
We use Amazon RDS and DynamoDB to store our data. Both are encrypted on the file-system level with AWS KMS keys. We are using an up-to-date ORM in our code to prevent SQL injection attacks. Additionally we validate input for consistency.
Do you utilize Data Loss Prevention (DLP) tools via any of the following data transfer methods: email, HTTP/S or portable media?
Yes, for email.
Do you utilize an active discovery tool to identify all sensitive information stored, processed, or transmitted by the organization's technology systems, including those located on-site or at a remote service provider, and update the organization's sensitive information inventory?
Yes
Will you be segregating our data from other customer's data?
No. It's a SaaS application with a single database. All tables have a common column "client" that differentiates the data. Code ORM guards against developer errors.
Do separate environments exist for development, testing, and production?
Yes.
Is data sanitized for non-production environments?
Yes.
Do you protect test data from unauthorized access and how is the data protected?
Yes. Implementing production-like controls.
Do you encrypt data at rest?
Data transferred from and to our services are encrypted with TLS 1.2. The implementation of TLS enforces the use of strong ciphers and key-lengths where supported by the browser.
All customer data that are stored in our environment are encrypted on data drive level.
Additionally there are data we consider sensitive (e.g. access tokens) not even our support staff should have access to. These data are additionally encrypted within the database with AES-256.
Which data are stored?
We only store content that has been explicitly created by our apps. The exact data varies by used features.
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We utilize OAuth2 to get access to Microsoft Graph and Jira Cloud. These tokens are considered extremely sensitive and we use additional protection and encryption measures |
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We store Jira and Microsoft user ids, as well as their display name and email address. |
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We store data for each instance like URL, Jira and app version. These data also includes an instance-specific secret. |
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The app has a lot of settings that are stored in our database. |
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There are data that are business data, but not used immediately. |
Technical security testing (3rd party penetration tests)
Does an independent third party regularly perform penetration tests on all systems used to provide services to customers?
Yes. We run a Bug-Bounty-Programm on bugcrowd to encourage security researches looking for vulnerabilities and claim their bug bounties. We run pen-tests multiple times per year.
Are you willing to share a management summary of the most recent penetration testing reports?
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What industry-recognised qualifications and experience are held by the people who undertake your security testing?
Software engineer.
Security at the Office
Are all facilities used exclusively by your company, or are some shared?
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Staffed reception desk
Guards (shared by entire building)Motion detectors, Alarms
Electronic access control (e.g., swipe cards)
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Do you have an auditable process in place for granting and revoking physical access to office facilities? Are physical entry logs kept for at least six months?
Yes and yes.
Do you have a clear desk policy that also requires unattended equipment to be appropriately locked down e.g. Screen Lock, securing laptops with a cable etc.?
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All of these are well protected and locked away. Only a few IT employees have physical access to networking equipment.
Asset Management
Are all IT assets recorded in an up-to-date inventory? Please describe how IT assets are recorded. (e.g. a central database, excel spreadsheets etc.)
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Do all assets maintained in the inventory have a designated business owner?
Yes.
Personell Security
Do you have written job descriptions for employees with access to confidential or sensitive information?
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Yes, Roles are defined on Azure Entra Id and tied to the job role. Exceptions are handled by tickets and monitored at least once a year.
Are the roles defined in a way that ensures segregation of duties? e.g. ensuring someone raising a change cannot also approve it.
Yes.
Security Controls
Select the controls you currently maintain as elements of your information security and privacy program:
An external policy or notice to the public, users, or customers, describing how you protect the security and privacy of data
Written internal policies, guidelines, and documented practices for the safe handling and protection of data
Internal audits of the security and privacy program
Third-party audits of the security and privacy program
A risk assessment and risk management process to regularly review the threats your company is exposed to
A program to ensure security in your human resources processes
A process to ensure that your service providers and subcontractors are capable of taking appropriate steps to protect sensitive data and systems
Processes and procedures to ensure that security incidents are discovered in a timely manner and dealt with effectively
A change management process to ensure that all changes to networks, systems, and processes are appropriately reviewed
Audits
How often are internal information security and privacy audits performed?
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