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Protecting reporters, cases and companies

Secured, isolated, encrypted, audited

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Extract from Information security policy

Ethicontrol:

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provides support and continuous improvement of ISMS
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employees undergo regular information security training
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undergoes regular audits
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implemented a number of controls required by standards: database encryption, SSL encryption, proactive vulnerability scanning, ISM

Ethicontrol:

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collects limited data and never sells data
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familiarizes clients with the data we collect
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keeps a transparent list of subcontractors
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supports the right to be forgotten and deleted

Extract from Personal data protection policy

Check our certificates and confidential security documents at the vendor portal

ISO_blue

ISO 27001 Information
security certified

ISO_blue

ISO 27701 Privacy
management certified

GDPR compliance in a snapshot

Organisational level
Organisational level
  • Company registered in EU
  • Assigned Data Protection Officer
  • Created and maintain Privacy management system certified under ISO 27701 
  • Information security measures.
  • GDPR Handbook
  • Number of additional disclosures made on https://ethicontrol.gdprpage.com/
  • Support of DPA, data requests, data breach
    notifications, data deletion requests.
Technician checking routers in server room (1)
Technical level
  • Storage within EU only
  • No logging of personal data of visitors and whistleblowers
  • No use of scripts or any other digital footprint tracking tools
  • Encryption of data in transit and stored data
  • No metadata analysis or research with our customer data
  • Data protection disclaimers and other information during the reporting process
  • Special security functions in relation to
    access and processing of data
  • Single view of a person and collected
    data (Dossier) - ability to delete / sanitise
Side view portrait of businesswoman using computer at office desk (1)
Functional level
  • Reminders and notifications when certain data protection criteria occur
  • Support of sanitisation (anonymisation) of case details (e.g. personal data) and optionally also file attachments
  • Zero trust policy within apps
  • Authorisation management and role concept for fine-tuning access to sensitive case contents

Common Security Related Questions


World-class data centers

Ethicontrol hosts its servers  within data centers located elsewhere, depending on client needs. Ethicontrol's Data Center in the U.S is compliant with SSAE 16 Type II and ISO 27001 standard, and is located in San Jose, California.

Ethicontrol's European Data Center is hosted in Frankfurt, Germany, and is also
compliant with ISO 27001 and ISAE 3402 standards (equivalent to SSAE 16). This
data center is isolated and retains customer and sensitive data within the EU only.

In addition, Ethicontrol has data centers in UAE and other locations which require national data isolation.

Uptime of 99,9%

We track the uptime by several services and commit to SLA with our enterprise clients. For tracking we use UptimeRobot and Honeybadger. Access to uptime.ethicontrol.com page can be provided by request.

 

Two-factor authorisation

There is an option to enable additional one-time password codes for two-step authorization in Ethicontrol. Even if your password is stolen, your account will not be accessible to a would-be hacker.

 

Web application firewall

Proactive Web Application Firewall, which categorically blocks the vast majority of attacks on web applications.

 

Data classification

 

All cloud assets must have a defined owner, security classification, and purpose.


To better protect the data in our care, Ethicontrol classifies data into different levels and species the labeling and handling requirements for each of those classes.


Customer data is classified at the highest level. Data classifications are maintained as part of the asset management process. Ethicontrol inventories hardware, software, and data assets at least annually to maintain correct data classification.

 

Application isolation

 

The publicly accessible part of the Ethicontrol system - Ethicontrol intake and web-feedback application are separated from the Ethicontrol incident & case management application which is for client internal use only.

The data assembled during investigations is isolated in such a way that there is no possibility of receiving access to investigation data once the intake system is compromised.

In case of DDOS or other attacks against the Ethicontrol intake application, the case management application will remain fully operational and protected by more conservative tools and methods which cannot be used for public portals & applications.

 

Data isolation

 

User data (data of each company/customer) is separated at the database and cloud storage levels. The data of different companies is isolated in such a way that there is no possibility of receiving access to access of another user by accident.

Ethicontrol's production environment, where all customer data and customer-facing applications sit, is a logically isolated Virtual Private Cloud (VPC). Production and non-production networks are segregated. All network access between production hosts is restricted using firewalls to only allow authorized services to interact in the production network.

Network access to Ethicontrol's production environment from open, public networks (the internet) is restricted. Only a small number of production servers are accessible from the internet.

 

Authentication and Access Control

Each user in Ethicontrol has a unique account with a verified email address and is protected with a password, which is validated against password policies and stored securely using a strong hashing algorithm with unique salt for every password.

Administrative access to systems within the production network is limited to CTO only.

Customer data, including tasks and folders, can only be accessed by other users within your Ethicontrol account if those items were specifically shared with them. Otherwise, your cases and tasks are not accessible by other Ethicontrol users.

Development Guidelines

  • We use Guidelines documented in corporate Confluence pages.
  • We use brakeman, Bundler and RuboCop to run manually and by Circle CI.
  • We engage security experts to do white box testing such as fault injection (manual), penetration testing (manual), and vulnerabilities testing (both automatic and manual)

Ethicontrol also has a responsible disclosure program.

Software Development Life Cycle (SDLC)

Ethicontrol has a formal change management process where all changes are tracked and are approved. A change is reviewed before being moved into a staging environment where it is further tested before finally being deployed to production.

Defined in-house security requirements and policies, and well-known security best practices applied in every stage of the lifecycle.

Security review of architectures, design of features, and solutions.

Iterative manual and automated (using static code analyzers) source code review for security weaknesses, vulnerabilities, and code quality, and providing sufficient advice and guidance to the development team.

Regular manual assessment and dynamic scanning of the pre-production environment.
Security trainings is conducted for IT teams according to their respective job roles.

Continuously running a bug bounty program.

Continuously running internal and external security tests.

Monitoring user activities

Every action within the case management system is logged (managers, not reporters).
Ethicontrol offers the possibility to get a report with up-to-date account activity information, including authentication events, changes in the authorization and access controls, sharing cases, materials and tasks, and other security activities.

 

Continuous data backup

Ethicontrol is running daily backups. All backups are encrypted in transit and at rest using strong encryption. Backup files are stored redundantly across multiple availability zones and are encrypted.

 

Development Guidelines

  • We use Guidelines documented in corporate Confluence pages.
  • We use brakeman, Bundler and RuboCop to run manually and by Circle CI.
  • We engage security experts to do white box testing such as fault injection (manual), penetration testing (manual), and vulnerabilities testing (both automatic and manual)

Ethicontrol also has a responsible disclosure program.

Software Development Life Cycle (SDLC)

 

Ethicontrol has a formal change management process where all changes are tracked and are approved. A change is reviewed before being moved into a staging environment where it is further tested before finally being deployed to production.


Defined in-house security requirements and policies, and well-known security best practices applied in every stage of the lifecycle.


Security review of architectures, design of features, and solutions.


Iterative manual and automated (using static code analyzers) source code review for security weaknesses, vulnerabilities, and code quality, and providing sufficient advice and guidance to the development team.


Regular manual assessment and dynamic scanning of the pre-production environment.
Security trainings is conducted for IT teams according to their respective job roles.


Continuously running a bug bounty program.


Continuously running internal and external security tests.

 

Data isolation

 

User data (data of each company/customer) is separated at the database and cloud storage levels. The data of different companies is isolated in such a way that there is no possibility of receiving access to access of another user by accident.

Ethicontrol's production environment, where all customer data and customer-facing applications sit, is a logically isolated Virtual Private Cloud (VPC). Production and non-production networks are segregated. All network access between production hosts is restricted using firewalls to only allow authorized services to interact in the production network.

Network access to Ethicontrol's production environment from open, public networks (the internet) is restricted. Only a small number of production servers are accessible from the internet.

 

Authentication and Access Control

 

Each user in Ethicontrol has a unique account with a verified email address and is protected with a password, which is validated against password policies and stored securely using a strong hashing algorithm with unique salt for every password.

Administrative access to systems within the production network is limited to CTO only.

Customer data, including tasks and folders, can only be accessed by other users within your Ethicontrol account if those items were specifically shared with them. Otherwise, your cases and tasks are not accessible by other Ethicontrol users.

Web server

 

A specialized server environment that does not allow write access to the local file
the system is used along with a customized PHP module which ensures isolation among
users and security of user data.

 

Application level

 

Ethicontrol's proactive protection blocks 100% of web attacks attempting to use application vulnerabilities. Malicious users do not have any opportunity to load malicious code via PHP.
The web application conforms to WAFEC 1.0 standards.


Access to Ethicontrol is provided to users (companies) in complete isolation from other users with passwords encrypted via double md5.


Limitation to specific subnets and logging of potentially threatening activity is also possible.

 

Two-factor authorisation

 

The Etihcontrol OTP app provides one-time password codes for two-step
authorization in Ethicontrol and other Ethicontrol products. Even if your password is
stolen, your account will not be accessible to a would-be hacker.

 

Secured storage

 

All data centers used by Ethicontrol are protected in compliance with SAS 70 Type II
(which includes access to the physical storage media based on biometric data and
maximum protection against intrusion) and conform to the Safe Harbor standard.

 

Uptime of 99,9%

 

We track the uptime by several services. E.g. UptimeRobot. Access to uptime.ethicontrol.com page can be provided by request.

 

Software Development Life Cycle (SDLC)

 

Are there documented processes, procedures, standards, and templates used in your SDLC process?
YES.

Do the materials above include references to application security best practices and principles being followed?
YES.

Are our design and code reviews performed as part of your SDLC processes?
YES.

Are security considerations (checklists, standards, and policies) referenced in the design and code review?
YES.

Is app security threat modeling performed when deemed appropriate (i.e. new or changed architectures and approaches)?
NO.

Is application code managed in a secure configuration management system with access controls?
YES.

Is there a configuration management plan and are release artifacts maintained in a configuration management system?
YES.

Are test plans and records kept that reflect the tests performed and results observed for each release?
YES.

Is security testing defined and included in the test plan for each release?
YES.

Is a release criterion defined, measured, and reported on to confirm that targeted release quality is achieved?
YES. We do manual QA testing for each monthly release and deploy all new versions on Ethicontrol.com to be our own test subjects.

Are specific application security characteristics and measures part of the defined release criteria?
NO.

Enterprise Protection

 

Is antivirus protection enabled on endpoints?

  • NO. Antivirus solutions will be dependent on management decisions on device management strategy. We use Apple Macbook Pro's and Linux laptops. Mac's provide application sandboxing which will require the malware to escape; requires by default all applications installed are signed. Linux laptops are operating with user trust. Ethicontrol hosts are monitored utilizing Uptycs.
  • Yes. For PCs, we use Windows Defender. PC is used by the marketing team only which is isolated/restricted by default from development and production processes or client's systems or data.

 

Security Response

 

Do you have a documented company security incident response process?
YES. See security documentation as well as details on service level response times and priorities.

Do your maintenance releases include fixes for both quality and security-related issues?
YES.

Do you provide dedicated security patches for software versions that are released and supported in the field? How?
YES, for the latest release and the two prior monthly releases, when applicable.

Is there proactive notification provided to customers and software partners (PTC)? How?
YES. Notifications in the "version check" image, blog posts, tweets, and mailing list are just for security fixes.

Do you have a formal risk severity classification assessment approach?
NO.

Is there a specified response policy that includes the timeframe issues are to be addressed?
YES. See security documentation as well as details on service level response times and priorities.

 

Application isolation

 

The publicly accessible part of the Ethicontrol system - Ethicontrol intake and web-feedback application are separated from the Ethicontrol incident & case management application which is for client internal use only.

The data assembled during investigations is isolated in such a way that there is no possibility of receiving access to investigation data once the intake system is compromised.

In case of DDOS or other attacks against the Ethicontrol intake application, the case management application will remain fully operational and protected by more conservative tools and methods which cannot be used for public portals & applications.

 

Data classification

 

All cloud assets must have a defined owner, security classification, and purpose.


To better protect the data in our care, Ethicontrol classifies data into different levels and species the labeling and handling requirements for each of those classes.


Customer data is classified at the highest level. Data classifications are maintained as part of the asset management process. Ethicontrol inventories hardware, software, and data assets at least annually to maintain correct data classification.

 

Monitoring user activities

 

Every action within the system is logged.
Ethicontrol offers the possibility to get a report with up-to-date account activity information, including authentication events, changes in the authorization and access controls, sharing folders and tasks, and other security activities.

 

Operating system

 

At the level of the operating system, the Ethicontrol's web server is behind a firewall where all ports are closed with the exception of those which are used for system purposes. Technical access to the server is carried out exclusively through Ethicontrol subnets.

 

Browser level

 

Authentication data sent by a client machine can be encrypted using JavaScript and
and RSA key. Additionally, OTP (one-time password) technology can be engaged in
conjunction with an eToken.

 

Web application firewall

 

Proactive Web Application Firewall, which categorically blocks the vast majority of
attacks on web applications.

 

World-class data centers

 

Ethicontrol hosts its servers in locked cages within data centers located in the U.S and
EU: Trusted Data Center in the U.S is compliant with SSAE 16 Type II and ISO 27001
standard, and is located in San Jose, California.


Ethicontrol's European Data Center is hosted in Frankfurt, Germany, and is also
compliant with ISO 27001 and ISAE 3402 standards (equivalent to SSAE 16). This
data center is isolated and retains customer and sensitive data within the EU only.

Continuous data backup

 

Ethicontrol is running real-time database replication, to ensure that customer data is
both backed up and available on redundant and geographically dispersed servers,
physically separated from the primary Ethicontrol application servers, aiming to
ensure fault tolerance.


All backups are encrypted in transit and at rest using strong encryption. Backup files
are stored redundantly across multiple availability zones and are encrypted.

 

Governance

 

Do you maintain a quality management system (QMS) approved by management? In lieu of a formal and static QMS, Ethicontrol has a dynamic and responsive approach to quality management. Does your quality management system (QMS) include coverage for software application security principles?
YES

Is quality management system (QMS) content published and communicated to all relevant employees?
YES.

Is quality management system (QMS) content reviewed and updated (if appropriate) at least once per year?
It is considered a constant Work In Progress; and updated almost daily in small increments.

Is there defined management oversight who is responsible for application quality and security reporting & signoff?
YES.

Is access to and maintenance of applications, systems, network components (including routers, databases, firewalls, voice communications servers, voice recording servers, etc), operating systems, virtualization components, hypervisors, or other information objects restricted to authorized personnel only?
YES

Is access to and maintenance of applications, systems, network components (including routers, firewalls, voice communications servers, voice recording servers, voice response units (VRU), etc), operating systems, virtualization components, hypervisors, or other information objects granted based upon need-to-know job function?
YES

For all IT systems including but not limited to servers, routers, switches, firewalls, databases, and external social spaces, is management approval required prior to creating all user and privileged accounts (e.g., system or security administrator)?
YES

For all IT systems including but not limited to servers, routers, switches, firewalls, and databases are privileged accounts (e.g., system or security administrator) logged at all times and reviewed on at least a quarterly basis?
YES

Are all user accounts (including, but not limited to, standard user, system administrator, security administrator, internal social spaces, etc) assigned to an individual employee and not shared?
YES

Are all user accounts disabled after no more than ten unsuccessful login attempts?
YES

For all IT systems (including but not limited to servers, routers, databases, switches, firewalls, and external social spaces), are inactive users and privileged accounts (e.g., system administrator or security administrator) disabled after 90 days or more?
YES

Is a user's identity verified before communicating an initial/temporary password or initiating a password reset by an automated or manual process?
YES

Do application, system, and device passwords (including routers, firewalls, databases, and external social spaces) require passwords to have the following characteristics:

  1. minimum length of 8 characters,
  2. choose from any acceptable character sets available on the target system,
  3. includes at least one alphabetic and one numeric character.
YES


Are passwords prevented from being displayed in clear text during user authentication or in electronic/printed reports?
YES

Are passwords/PINs sent to users utilizing a secure method (e.g. secure e-mail) and sent separately from other authentication information such as the user account?
YES

For all IT systems (including but not limited to servers, routers, databases, switches, and firewalls), are user and privileged account (e.g., system or security administrator) passwords changed at least every 90 days?
YES

Are users required to authenticate prior to changing their password?
YES

Are all system, application, and device password files encrypted using an industry-standard encryption algorithm where technically feasible?
YES

In instances where a software token is used to access an application or system, is a password or PIN required?
YES

In instances where a software token is used to access an application or system, are stored keys and software token files encrypted using an industry-standard algorithm and smartcards compliant to FIPS level 2 or above?
YES

For an externally hosted environment, is there a separation of administrative access between the hosting infrastructure/platform and the hosted platform and data?
YES

If user accounts are assigned to non-permanent personnel (e.g., contractors, consultants) for troubleshooting purposes, are the accounts disabled or removed after each use?
YES

Is the retirement or replacement of encryption keys included in key management procedures when the integrity of the key has been weakened (such as the departure of an employee with key knowledge) or keys are suspected of being compromised?
YES

If you use cloud services, do you ensure that confidential data or aggregation of proprietary information that can reveal confidential information is encrypted to ensure confidentiality at rest and in transit?
YES

If you use cloud services, do you have key management procedures to manage and maintain encryption keys?
YES
Training

 

Is Internal company training available & performed commensurate with personnel roles and responsibilities?
YES; peer-to-peer training is commonplace.

Does the training include security awareness?
YES; as applicable for the role.

Does the training include education on policies, standards, procedures, and updates when needed?
YES; as applicable.

Are personnel training plans and records kept for internal company compliance purposes?
Tasks and training completed during onboarding are recorded.

 

Validation

 

Are results from the execution of test plans reported and used to track and justify release readiness?
YES. We require all automated tests to pass before any official release (monthly and patch versions), and perform manual QA testing for each monthly release.

Does the quality assurance organization have the authority to delay the shipment of releases due to non-conformance reasons?
YES.


Is some form of static code scanning performed as part of the release acceptance? What tools are used?
YES. For example, brakeman and bundler-audit are part of our test suite to be alerted to any security issues in our dependent Ruby libraries.

Is some form of dynamic code scanning performed as part of the release acceptance? What tools are used?
YES. We use Circle CI for this purpose.