Overview

At CakeHR we take the protection of customer data extremely seriously. This CakeHR Security Policy describes the organisational and technical measures CakeHR implements platform wide designed to prevent unauthorised access, use, alteration or disclosure of customer data. The CakeHR services operate on Amazon Web Services (“AWS”); this policy describes activities of CakeHR within its instance on AWS unless otherwise specified. As you continue to learn more about CakeHR we recommend you also review our Terms & Conditions and Privacy Policy.

Best Practices

Incident Response Plan

  • We have implemented a formal procedure for security events and have educated all our staff on our policies.
  • When security events are detected they are escalated to our emergency alias, employees are notified and assembled to rapidly address the event.
  • After a security event is fixed we write up a post-mortem analysis.
  • The analysis is reviewed in person, distributed across the company and includes action items that will make the detection and prevention of a similar event easier in the future.
  • CakeHR will promptly notify you in writing upon verification of a security breach of the CakeHR services that affects your data. Notification will describe the breach and the status of CakeHR’s investigation.

Build Process Automation

  • We have functioning, frequently used automation in place so that we can safely and reliably rollout changes to our application within minutes.
  • We typically deploy code to production once per week and have high confidence that we can get a security fix out quickly when required.

Infrastructure

  • All of our services run in the cloud. CakeHR does not run our own routers, load balancers, DNS servers, or physical servers.
  • All of our services and data are hosted in AWS facilities in the Ireland and protected by AWS security, as described at https://www.heroku.com/policy/security. CakeHR services have been built with disaster recovery in mind.
  • Amazon does not disclose exact location of its data centers. As such, CakeHR builds on the physical security and environmental controls provided by AWS. See https://www.heroku.com/policy/security for details of AWS security infrastructure.
  • CakeHR uses a backup solution for datastores that contain customer data.

Data

  • All customer data are stored in the European Union (EU).
  • Customer data is stored in multi-tenant datastores; we do not have individual datastores for each customer. However, strict privacy controls exist in our application code that are designed to ensure data privacy and to prevent one customer from accessing another customer’s data (i.e., logical separation). We have many behaviour and integration tests in place to ensure these privacy controls work as expected. These tests are run every time our codebase is updated and even one single test failing will prevent new code being shipped to production.
  • Each CakeHR system used to process customer data is adequately configured and patched using commercially-reasonable methods according to industry-recognized system-hardening standards.
  • CakeHR engages certain sub-processors to process customer data. These subprocessors are listed in “Third parties” policy, as may be updated by CakeHR from time to time.
  • We back up Customer data every hour during the last 24 hours. In addition to that, we keep 4 weekly backups and 12 monthly backups. All backup files older than 12 months are automatically deleted.
  • When Customer account is deleted, we keep the data in our backup files for 12 months. If there is a requirement to delete all data, please contact our support.

Data Transfer

  • All data sent to or from CakeHR is encrypted in transit using 256-bit encryption.
  • Our API and application endpoints are TLS/SSL only and score an "A" rating on SSL Labs' tests. This means we only use strong cipher suites.

Authentication

  • CakeHR is served 100% over https.
  • There are no corporate resources or additional privileges from being on CakeHR’s network.
  • We have strong password policies on GitHub, Google, Heroku and CakeHR to ensure access to cloud services are protected.

Permissions and Admin Controls

  • CakeHR enables permission levels to be set for any employees with access to CakeHR.
  • Permissions and access can be set to include app settings, billing, user data.

Application Monitoring

  • On an application level, we produce audit logs for all activity.
  • All access to CakeHR applications is logged and audited.
  • All actions taken in the CakeHR application are logged.

Security Audits and Certifications

Payment Processing

All payment instrument processing for purchase of the CakeHR services is performed by Stripe. For more information on Stripe’s security practices, please see https://stripe.com/docs/security/stripe.

Customer Responsibilities

  • Managing your own user accounts and roles from within the CakeHR services.
  • Protecting your own account and user credentials by using long passwords or enabling Single Sign On (SSO) for all of your employees accessing the CakeHR services.
  • Compliance with the terms of your services agreement with CakeHR, including with respect to compliance with laws.
  • Promptly notifying CakeHR if a user credential has been compromised or if you suspect possible suspicious activities that could negatively impact security of the CakeHR services or your account.
  • You may not perform any security penetration tests or security assessment activities without the express advance written consent of CakeHR.

Service Level Agreement

This CakeHR Service Level Agreement ("SLA") accompanies the CakeHR Subscription Terms of Service (the "Agreement") entered into between you ("Customer") and CakeHR. Capitalized terms used in this SLA that are not defined herein have the meanings given to them in the Agreement.

  1. Target Availability. CakeHR will use commercially reasonable efforts to make each Service available with an uptime of 99.8% of each calendar month ("Target Availability").
  2. Exclusions. The calculation of uptime will not include unavailability to the extent due to: (a) use of the Service by Customer in a manner not authorized in this Agreement or the applicable Documentation; (b) general Internet problems, force majeure events or other factors outside of CakeHR's reasonable control; (c) Customer's equipment, software, network connections or other infrastructure; (d) third party systems, acts or omissions; or (e) Scheduled Maintenance or reasonable emergency maintenance.
  3. Scheduled Maintenance. "Scheduled Maintenance" means CakeHR's scheduled routine maintenance of the Services for which CakeHR notifies Customer at least twenty-four (24) hours in advance. Scheduled Maintenance will not exceed eight (8) hours per month. Customer will not be notified is Scheduled Maintenance is less than ten (10) minutes long.
  4. Remedy for Failure to Meet Target Availability. If there is a verified failure of a Service to meet Target Availability in two (2) consecutive months, then Customer may terminate the applicable Subscription Term by sending written notice of termination within thirty (30) days after the end of the second such month, in which case CakeHR will refund to Customer any fees Customer has pre-paid for use of such Service for the terminated portion of the applicable Subscription Term. This termination and refund right is Customer's sole and exclusive remedy, and CakeHR's sole and exclusive liability, for CakeHR's failure to meet the Target Availability.

Third Parties

CakeHR engages certain onward sub-processors that may process personal data submitted to CakeHR's services. These subprocessors are listed below, as may be updated by CakeHR from time to time:

Amazon Web Services
https://aws.amazon.com/compliance/gdpr-center/

Bonsai
https://bonsai.io/blog/gdpr/

CloudFlare
https://www.cloudflare.com/gdpr/introduction/

Google
https://www.google.com/intl/ru_ALL/cloud/security/gdpr/

Heroku
https://www.salesforce.com/gdpr/overview/

Intercom
https://www.intercom.com/help/pricing-privacy-and-terms/data-protection/how-intercom-complies-with-gdpr

Papertrail
https://help.papertrailapp.com/kb/how-it-works/security-compliance/#general-data-protection-regulation-gdpr

Pingdom
https://www.solarwindsmsp.com/resources/gdpr

Pusher
https://pusher.com/legal/data-protection

Stripe
https://stripe.com/guides/general-data-protection-regulation

SendGrid
https://sendgrid.com/resource/general-data-protection-regulation/

Sentry
https://sentry.io/security/#gdpr

Slack
https://slack.com/gdpr

(Last updated: 11/12/2018)

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