Purpose and Scope
This Information Security Policy addresses the information security policy topics and requirements which maintain the security, confidentiality, integrity, and availability of Tekai applications, systems, infrastructure, and data. The topics and requirements called out in this policy should be continuously improved upon to maintain a secure information security posture. From time to time, Tekai may update this policy and implement different levels of security controls for different information assets based on risk and other considerations. This policy is guided by security requirements specific to Tekai including compliance with applicable laws and regulations.
This policy applies to all Tekai assets utilized by personnel acting on behalf of Tekai or accessing its applications, infrastructure, systems, or data. All personnel are required to read, accept, and follow all plans upon starting Tekai policies and plans upon starting and at least annually.
Information Security Communication
Please contact Tekai Management team if you have any questions about the Tekai information security program.
People Security
Backgroud Check
All Tekai personnel are required to complete a background check. An authorized member of Tekai must review each background check in accordance with local laws.
Confidentiality
Prior to accessing sensitive information, personnel are required to sign an industry-standard confidentiality agreement protecting Tekai’s confidential information.
Security Awareness Training
Tekai has a security awareness training program in place to promote the understanding of security policies and procedures. All personnel are required to undergo training following initial employment and annually thereafter. Completion of the training program is logged by Tekai.
Secure Coding
Tekai promotes the understanding of secure coding to its engineers in order to improve the security and robustness of Tekai products.
Physical Security
Clear Desk
Tekai personnel are required to ensure that all sensitive information in hardcopy or electronic form is secure in their work area when it is unattended. This requirement extends to both remote and in-office work.
Tekai personnel must remove hard copies of sensitive information from desks and lock the information in a drawer when desks are unoccupied and at the end of the workday. Keys used to access sensitive information must not be left at an unattended desk.
Clear Screen
Tekai employees and contractors must be aware of their surroundings at all times and ensure that no unauthorized individuals have access to see or hear sensitive information. All mobile and desktop devices must be locked when unoccupied. Session time-outs and lockouts are enforced through technical controls for all systems containing covered information.
All devices containing sensitive information, including mobile devices, shall be configured to automatically lock after a period of inactivity (e.g. screen saver).
Remote Work
Any Tekai issued devices used to access company applications, systems, infrastructure, or data must be used only by the authorized employee or contractor of such device.
Employees or contractors accessing the Tekai network or other cloud-based networks or tools are required to use HTTPS/TLS 1.2+ at a minimum to protect data-in-transit.
If employees are in a public space, they must ensure their sight lines are blocked and they do not have customer conversations or other confidential conversations. If someone is close to them, they must assume they can see and hear everything. Connecting directly to a public wireless network that doesn't employ, at minimum, WPA-2 or an equivalent wireless protocol is prohibited.
While working at home, employees and applicable contractors should be mindful when visitors (e.g. maintenance personnel) are at their residences, as visitors could become privy to sensitive information left up on computer screens.
System Access Security
Tekai adheres to the principle of least privilege, specifying that team members will be given access to only the information and r esources necessary to perform their job functions as determined by management or a designee. Requests for escalation of privileges or changes to privileges and access permissions are documented and require approval by an authorized manager. System access is revoked immediately upon termination or resignation.
Account Audits
Audits of access and privileges to sensitive Tekai applications, infrastructure, systems, and data are performed regularly and reviewed by authorized personnel.
Password Security
Unique accounts and passwords are required for all users. Passwords must be kept confidential and not shared with anyone. Where possible, all user and system accounts must invoke password complexity requirements specified in the Access Control Policy. All accounts must use unique passwords not shared with any other accounts.
Rotation Requirements
If a password is suspected to be compromised, the password should be rotated immediately and the security team should be immediately notified.
Storing Passwords
Passwords must only be stored using a Tekai approved password manager. Tekai does not hard code passwords or embed credentials in static code.
Asset Security
Tekai maintains a Code of conduct designed to track and set configuration standards to protect Tekai devices, networks, systems, and data. In compliance with such policy, Tekai may provide team members laptops or other devices to perform their job duties effectively.
Data Management
Tekai stores and disposes of sensitive data in a manner that; reasonably safeguards the confidentiality of the data; protects against the unauthorized use or disclosure of the data; and renders the data secure or appropriately destroyed. Data entered into Tekai applications must be validated where possible to ensure quality of information processed and to mitigate the impacts of web-based attacks on the systems.
Data Classification
Tekai defines the handling and classification of data in the Cryptography policy.
Data Retention and Disposal Policy
The time periods for which Tekai must retain customer data depends on the purpose for which it is used. Tekai etains customer data as long as an account is active, as needed to provide services to the customer, or in accordance with the agreement(s) between Tekai and the customer. An exemption to this policy would include if Tekai is required by law to dispose of data earlier or keep data longer.Tekai may retain and use customer data to comply with its legal obligations, resolve disputes, and enforce agreements.
Except as otherwise set forth in the Tekai policies, Tekai also disposes of customer data when requested by customers.
Tekai maintains a sanitization process that is designed to prevent sensitive data from being exposed to unauthorized individuals. Tekai hosting and service providers are responsible for ensuring the removal of data from disks allocated to Tekai use before they are repurposed or destroyed.
Change and Development Management
To protect against unauthorized changes and the introduction of malicious code, Tekai maintains a Business continuity and disaster recovery plan with change management procedures that address the types of changes, required documentation, required review and/or approvals, and emergency changes. Changes to Tekai production infrastructure, systems, and applications must be documented, tested, and approved before deployment.
Vulnerability and Patch Management
Tekai uses a proactive vulnerability and patch management process that prioritizes and implements patches based on classification. Such classification may include whether the severity is security-related or based on other additional factors. Tekai schedules third-party penetration tests and/or performs internal assessments at least annually.
If you believe you have discovered a vulnerability, please email address and Tekai will aim to address the vulnerability, if confirmed, as soon as possible.
Environment Separation
As necessary, Tekai maintains requirements and controls for the separation of development and production environments.
Source Code
Tekai controlled directories or repositories containing source code are secured from unauthorized access.
Logging and Monitoring
Tekai collects and monitors audit logs and alerts on key events stemming from production systems, applications, databases, servers, message queues, load balancers, and critical services, as well as IAM user and admin activities.
Tekai manages logging solution(s) and/or SIEM tool(s) to collect event information of the aforementioned systems and activities. Tekai implements filters, parameters, and alarms to trigger alerts on logging events that deviate from established system and activity baselines. Logs are securely stored and archived for a minimum of 1 year to assist with potential forensic efforts.
Logs are made available to relevant team members for troubleshooting, auditing, and capacity planning activities. System and user activity logs may be utilized to assess the causes of incidents and problems. Tekai utilizes access control to prevent unauthorized access, deletion, or tampering of logging facilities and log information.
When events and alerts are generated from monitoring solutions and mechanisms, Tekai correlates those events and alerts across all sources to identify root causes and formally declare incidents, as necessary, in accordance with the Security Incident Response Policy and Change Management Policy.
Additionally, Tekai utilizes threat detection solution(s) to actively monitor and alert on network and application-based threats.
Business Continuity and Disaster Recovery
Tekai maintains a plan for continuous business operations if facilities, infrastructure or systems fail. The plan is tested, reviewed and updated at least annually.
Backup Policy
Backups are performed according to appropriate backup schedules to ensure critical systems, records, and configurations can be recovered in the event of a disaster or media failure.
Security Incident Response
Tekai maintains a plan that defines responsibilities, detection, and corrective actions during a security incident. The plan will be executed following the discovery of an incident such as system compromise, or unintended/unauthorized acquisition, access, use or release of non-public information. The plan is tested, reviewed and updated at least annually.
Tekai utilizes various monitoring and surveillance tools to detect security threats and incidents. Early detection and response can mitigate damages and minimize further risk to Tekai.
A message should be sent to Tekai if you believe there may be a security incident or threat.
Risk Management
Tekai requires a risk assessment to be performed at least annually. For risks identified during the process, Tekai must classify the risks and develop action plans to mitigate discovered risks.
Vendor Management
Tekai requires a vendor security assessment before third-party products or services are used confirming the provider can maintain appropriate security and privacy controls. The review may include gathering applicable compliance audits (SOC 1, SOC 2, PCI DSS, HITRUST, ISO 27001, etc.) or other security compliance evidence. Agreements will be updated and amended as necessary when business, laws, and regulatory requirements change.
Exceptions
Tekai business needs, local situations, laws, and regulations may occasionally call for an exception to this policy or any other Tekai policy. If an exception is needed, Tekai management will determine an acceptable alternative approach.
Enforcement
Any violation of this policy or any other Tekai policy or procedure may result in disciplinary action, up to and including termination of employment.
Tekai reserves the right to notify the appropriate law enforcement authorities of any unlawful activity and to cooperate in any investigation of such activity.
Tekai does not consider conduct in violation of this policy to be within an employee’s or contractor’s course and scope of work.
Any employee or contractor who is requested to undertake an activity that he or she believes is in violation of this policy must provide a written or verbal complaint to his or her manager or any other manager of Tekai as soon as possible.
The disciplinary process should also be used as a deterrent to prevent employees and contractors from violating organizational security policies and procedures, and any other security breaches.
Responsibility, Review, and Audit
Tekai reviews and updates its security policies and plans to maintain organizational security objectives and meet regulatory requirements at least annually. The results are shared with appropriate parties internally and findings are tracked to resolution. Any changes are communicated across the organization.
This document is maintained by Jarvis (Hai) Luong.
This document was last updated on 21/01/2025.