Information Security Policy
Purpose of this document
This Information Security Policy is a document which commits the organisation to ensuring adequate information security.
Areas of the GDPR addressed
The following articles of the GDPR are addressed by this document:
Article 32 – Security of Processing
The information security policy must be approved by management as evidence of their commitment.
You must ensure that this policy has been communicated to relevant staff, that they have understood the contents and that these facts are evidenced e.g. via meeting minutes.
We recommend this document is reviewed at least annually.
This Company cyber security policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your own policy.
How to use this template
1. Replace the <Company Name> in brackets with your business information
2. Update content to align with your business’s practices
3. Complete version date in footer section
4. Remove pages 2 & 3 prior to finalising this document
5. Ensure all your employees read and understand this policy
This document template is meant to provide general guidelines and should be used as a reference. It may not consider all relevant local, state or federal laws and is not a legal document. GDPA will not assume any legal liability that may arise from the use of this document. Your use of and reliance on this document template is at your sole risk.
Therefore, please note that it is your responsibility to ensure that the content of any document you create that is based on our templates is correct and appropriate for your needs and complies with relevant laws in your country.
You should take all reasonable and proper legal and other professional advice before using this document.
GDPA makes no claims, promises, or guarantees about the accuracy, completeness or adequacy of our document templates; assumes no duty of care to any person with respect its document templates or their contents; and expressly excludes and disclaims liability for any cost, expense, loss or damage suffered or incurred in reliance on our document templates, or in expectation of our document templates meeting your needs, including (without limitation) as a result of misstatements, errors and omissions in their contents.
SUMMARY OF CHANGES
Information Security Policy
Policy brief & purpose
This Information Security Policy is a formal set of rules by which those people who are given access to <Company Name> technology and information assets must abide.
It outlines our guidelines and provisions for preserving the security of our data and technology infrastructure.
The more we rely on technology to collect, store and manage information, the more vulnerable we become to severe security breaches. Human errors, hacker attacks and system malfunctions could cause great financial damage and may jeopardise our company’s reputation.
For this reason, we have implemented several security measures. We have also prepared instructions that may help mitigate security risks. We have outlined both provisions in this policy.
This policy applies to all our employees, contractors, volunteers and anyone who has permanent or temporary access to our systems and hardware.
Confidential data is secret and valuable. Common examples are:
● Unpublished financial information
● Personal information of customers/partners/vendors
● Patents, formulas or new technologies
● Customer lists (existing and prospective)
All employees are obliged to protect this data. In this policy, we will give our employees instructions on how to avoid security breaches.
Protect personal and company devices
When employees use their digital devices to access company emails or accounts, they introduce security risk to our data. We advise our employees to keep both their personal and company-issued computer, tablet and cell phone secure. They can do this if they:
● Keep all devices password protected.
● Choose and upgrade a complete antivirus software.
● Ensure they do not leave their devices exposed or unattended.
● Install security updates of browsers and systems monthly or as soon as updates are available.
● Log into company accounts and systems through secure and private networks only.
We also advise our employees to avoid accessing internal systems and accounts from other people’s devices or lending their own devices to others.
When new hires receive company-issued equipment they will receive instructions for:
● [Disk encryption setup]
● [Password management tool setup]
● [Installation of antivirus/ anti-malware software]
They should follow instructions to protect their devices and refer to our [Security Specialists/ Network Engineers] if they have any questions.
Keep emails safe
Emails often host scams and malicious software (e.g. worms.) To avoid virus infection or data theft, we instruct employees to:
● Avoid opening attachments and clicking on links when the content is not adequately explained (e.g. “watch this video, it’s amazing.”)
● Be suspicious of clickbait titles (e.g. offering prizes, advice.)
● Check email and names of people they received a message from to ensure they are legitimate.
● Look for inconsistencies or giveaways (e.g. grammar mistakes, capital letters, excessive number of exclamation marks.)
If an employee isn’t sure that an email they received is safe, they can refer to our [IT Specialist.]
Manage passwords properly
Password leaks are dangerous since they can compromise our entire infrastructure. Not only should passwords be secure so they won’t be easily hacked, but they should also remain secret. For this reason, we advise our employees to:
● Choose passwords with at least eight characters (including capital and lower-case letters, numbers and symbols) and avoid information that can be easily guessed (e.g. birthdays.)
● Remember passwords instead of writing them down. If employees need to write their passwords, they are obliged to keep the paper or digital document confidential and destroy it when their work is done.
● Exchange credentials only when absolutely necessary. When exchanging them in person isn’t possible, employees should prefer the phone instead of email, and only if they personally recognise the person they are talking to.
● Change their passwords every two months.
Remembering many passwords can be daunting. We will purchase the services of a password management tool which generates and stores passwords. Employees are obliged to create a secure password for the tool itself, following the above mentioned advice.
Transfer data securely
Transferring data introduces security risk. Employees must:
● Avoid transferring sensitive data (e.g. customer information, employee records) to other devices or accounts unless absolutely necessary. When mass transfer of such data is needed, we request employees to ask our [Security Specialists] for help.
● Share confidential data over the company network/ system and not over public Wi-Fi or private connection.
● Ensure that the recipients of the data are properly authorised people or organisations and have adequate security policies.
● Report scams, privacy breaches and hacking attempts
Our [IT Specialists/ Network Engineers] need to know about scams, breaches and malware so they can better protect our infrastructure. For this reason, we advise our employees to report perceived attacks, suspicious emails or phishing attempts as soon as possible to our specialists. Our [IT Specialists/ Network Engineers] must investigate promptly, resolve the issue and send a company-wide alert when necessary.
Our Security Specialists are responsible for advising employees on how to detect scam emails. We encourage our employees to reach out to them with any questions or concerns.
To reduce the likelihood of security breaches, we also instruct our employees to:
● Turn off their screens and lock their devices when leaving their desks.
● Report stolen or damaged equipment as soon as possible to [HR/ IT Department].
● Change all account passwords at once when a device is stolen.
● Report a perceived threat or possible security weakness in company systems.
● Refrain from downloading suspicious, unauthorised or illegal software on their company equipment.
● Avoid accessing suspicious websites.
We also expect our employees to comply with our social media and internet usage policy.
Our [Security Specialists/ Network Administrators] should:
● Install firewalls, anti-malware software and access authentication systems.
● Arrange for security training to all employees.
● Inform employees regularly about new scam emails or viruses and ways to combat them.
● Investigate security breaches thoroughly.
● Follow this policies provisions as other employees do.
Our company will have all physical and digital shields to protect information.
Remote employees must follow this policy’s instructions. Since they will be accessing our company’s accounts and systems from a distance, they are obliged to follow all data encryption, protection standards and settings, and ensure their private network is secure.
We encourage them to seek advice from our [Security Specialists/ IT Administrators.]
We expect all our employees to always follow this policy and those who cause security breaches may face disciplinary action:
● First-time, unintentional, small-scale security breach: We may issue a verbal warning and train the employee on security.
● Intentional, repeated or large scale breaches (which cause severe financial or other damage): We will invoke more severe disciplinary action up to and including termination.
We will examine each incident on a case-by-case basis.
Additionally, employees who are observed to disregard our security instructions will face discipline, even if their behaviour hasn’t resulted in a security breach.
Take security seriously
Everyone, from our customers and partners to our employees and contractors, should feel that their data is safe. The only way to gain their trust is to proactively protect our systems and databases. We can all contribute to this by being vigilant and keeping cyber security top of mind.
Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. GDPA will not assume any legal liability that may arise from the use of this policy.