WORKSHARE SECURITY OVERVIEW

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1 WORKSHARE SECURITY OVERVIEW April 2016

2 COMPANY INFORMATION Workshare Security Overview Workshare Ltd. (UK) 20 Fashion Street London E1 6PX UK Workshare Website: Workshare Inc. (USA) 625 Market Street, 15 th Floor San Francisco CA USA Trademarks Trademarked names may appear throughout this guide. Instead of listing these here or inserting numerous trademark symbols, Workshare wishes to state categorically that no infringement of intellectual or other copyright is intended and that trademarks are used only for editorial purposes. Disclaimers The authors/publishers of this guide and any associated Help material have used their best efforts to ensure accuracy and effectiveness. Due to the continuing nature of software development, it may be necessary to distribute updated Help from time to time. The authors would like to assure users of their continued best efforts in supplying the most effective Help material possible. The authors/publishers, however, make no warranty of any kind, expressed or implied, with regard to Workshare programs or Help material associated with them, including this guide. The authors/publishers shall not be liable in the event of incidental or consequential damages in connection with, or arising out of, the programs or associated Help instructions. Copyright Workshare Ltd. All rights reserved. Workshare Professional and Workshare DeltaView are registered trademarks of Workshare Ltd. Workshare Compare, Workshare Protect, Workshare 3, Workshare DeltaServer, SafetyGain, and the Workshare logo are trademarks of Workshare Ltd. All other trademarks are those of their respective holders. 2

3 TABLE OF CONTENTS Introduction... 4 Application and Interface Security... 4 Audit Assurance and Compliance... 4 Business Continuity Management and Operational Resilience... 5 Change Control and Configuration Management... 5 Data Security and Information Lifecycle Management... 5 Datacenter Security... 6 Encryption and Key Management... 6 Governance and Risk Management... 6 Human Resources... 7 Identity and Access Management... 7 Infrastructure and Virtualization Security... 7 Interoperability and Portability... 8 Security Incident Management, E-Discovery and Cloud Forensics... 8 Threat and Vulnerability Management

4 INTRODUCTION For more than 15 years, Workshare s been helping people work securely. We keep your files safe and enable you to share them in a secure way no matter who you share them with. At the application level, we provide granular permissions that allow you to control who accesses or modifies your files. We also provide auditing and reporting tools so you can oversee what s happening to your content. You have full control of your of where your data is. We provide multiple data locations, in the EU, US and APAC. If you prefer on-premise storage, you can choose our Workshare Hybrid Storage solution. We have fully documented data flows so you can understand where your data goes and when. We take your data seriously. We will not use customer data for purposes other than providing the service, and we will never share the data with third parties unless legally required to do so. APPLICATION AND INTERFACE SECURITY To ensure our applications are secure, we follow a Secure Development Life Cycle (SDLC) process. All changes to the system are assessed against known threats, and we constantly review it against any new threats discovered. As part of our SDLC, we develop against industry security standards such as the Open Web Application Security Project (OWASP). All of our software and products are reviewed for compliance with required legal, statutory and regulatory obligations. We regularly review changes in regulation and legislation to ensure that they stay so. Policies are in place to ensure that confidentiality, integrity and availability are maintained across all system interfaces, business functions and jurisdictions and to prevent improper disclosure, alteration or destruction. AUDIT ASSURANCE AND COMPLIANCE Workshare takes compliance seriously. We have a control framework capturing standards, regulatory, legal and statutory requirements. This framework is reviewed and audited yearly. Any non-conformity or possible improvement found as part of this process will be resolved. Workshare has been certified ISO compliant. This means that our processes are well defined and cover the security requirements, including software development, operations and HR. The certification is audited every year by external auditors. 4

5 BUSINESS CONTINUITY MANAGEMENT AND OPERATIONAL RESILIENCE Workshare has established Business Continuity plans to ensure that critical functions of the business keep running in the event of disaster and there are policies to support it across the business. The plans are continually reviewed as part of standard business changes and tested at least once a year. Impact analysis is performed regularly to identify critical products and services, identify all dependencies and establish maximum tolerable disruption periods as well as recovery priorities. As part of plan we have carefully selected our suppliers. We ensure they provide enough resilience and we engage with them to ensure they meet our continuity requirements. CHANGE CONTROL AND CONFIGURATION MANAGEMENT Change, release and configuration management policies are in place to ensure changes do not reduce the security or reliability of the system. These processes cover both internally- and externally-developed code. As part of this policy, QA and security verification processes are applied to all code in multiple environments before code is deployed into production. Automation is used to ensure consistent results and reduce the possibility for human error. We test and time the implementation of new changes and the roll back process to ensure that disruptions do not occur outside of scheduled maintenance periods or affect the SLA we provide to our customers. DATA SECURITY AND INFORMATION LIFECYCLE MANAGEMENT Workshare takes data security seriously. We have strict policies to manage data and workflows across the company. All data is classified as per its confidentiality. All customer data is classified as confidential, requiring the highest level of security in handling and storage. 5

6 Customer data is encrypted with industry-standard ciphers, both in-transit and at-rest. All data access is logged and managed to ensure strict compliance with customer and regulatory requirements. Data will not be moved across regional boundaries without authorization to do so from the customer. Production data both customer and non-customer data is completely segregated from non-production environments. We will never copy or transfer production data outside to development or testing environments and it will never be used for testing. DATACENTER SECURITY Workshare is a cloud company. Our suppliers, Microsoft Azure and Amazon AWS, provide excellent security on their datacenters and networks. Please refer to specific documentation for further information. ENCRYPTION AND KEY MANAGEMENT We use encryption for data at rest and in transit, with strong, industry-standard ciphers. Keys are stored separately from the data and are rotated on a quarterly basis, as per the company security policy. Control and usage of keys is segregated. Applications and users do not have access to manage the keys if they use them as part of their normal work. Only members of the operations team have access to the keys, and all access to them is logged and audited on a regular basis. GOVERNANCE AND RISK MANAGEMENT We have company-wide Governance and Risk Management processes, based around the ISO framework. As part of these processes, we have established baseline security requirements that are part of the initial requirements of any new project. This baseline is reviewed annually and we identify potential issues that may be traced back to the baseline. Regular risk assessments are performed, and the data is reviewed by senior management in order to decide on the actions and priorities regarding risk controls. The assessment includes data storage and transmission, retention periods, data classification and confidentiality, integrity and availability requirements. As part of the induction, all employees have to do security awareness training as well as agree to a fair usage policy that includes security policies and procedures and the disciplinary measures that might be taken in case of violation. 6

7 HUMAN RESOURCES The Human Resources management is based around the requirements of the ISO standard, which covers all the stages of the employment process. In the recruitment process, we do background screening or reference checking as per the applicable laws. At the time of joining the company, employees are required to sign employment agreements (including nondisclosure agreements, role description and details of the responsibilities that they entitle), the acceptable use policy for company equipment, including portable and mobile devices, and any other documentation relevant to their job. During employment, all Workshare employees are required to undertake regular security awareness training, especially when changing roles within the company. We also have a clean desk and secure workstation usage policy. At termination time, standard policies require prompt termination of all access to company systems and the return of all assets, including computers, mobile phones, access cards. IDENTITY AND ACCESS MANAGEMENT Workshare s policy around Identity and Access management is comprehensive and covers all systems within the company. The policy is based around the least required access principle, which ensures that users only have the minimum level of clearance required for performing these duties, requires all users to have dedicated accounts and forbids the use of shared accounts or sharing personal accounts in order to ensure the auditability of logs. It also requires all third parties including contractors and suppliers to abide to the same rules. When possible, segregation of duties is applied. Access to restricted systems, especially those containing live data or customer data, networking equipment, source code, auditing tools or management systems is restricted and only granted when requested via standard channels. Use access revocation is routinely done as part of the termination process or role changes. INFRASTRUCTURE AND VIRTUALIZATION SECURITY The architecture of the system is based around a multi-tier architecture, split into separate firewalled networks. External access to the applications is restricted to HTTP/HTTPS ports. System access to the platform is restricted to internal networks with no exceptions users are required to connect to a VPN in order to be able to access any internal system. 7

8 Extensive, centralized logging is in place, covering access, event and change logs as well as anomaly detection. It is integrated with an Intrusion Detection System (IDS). Real-time reporting and in-depth analysis are possible. In order to enable cross-relation of events, all system clocks are synchronized via NTP. We have a Capacity Management process, which continuously measures the performance of the system against existing events and allows us to scale the system, do resource planning and maintain our SLA. Network security is maintained by the use of firewalls that restrict access between networks. We regularly perform internal and external vulnerability scanning/penetration testing, and action any findings from these tests. We use Configuration Management (CM) tools to ensure the reproducibility of all configurations across environments. The CM system ensures that base controls and OS hardening is applied to all the machines in our system. It also provides us with the means to perform changes to our systems in a controlled and verified manner. Production and non-production environments are segmented. Each environment is unable to communicate with any of the other environments and they have increasing levels of access restrictions. No data is copied from production to other environments unless it has been sanitized. Wireless networks are segmented from all of our development, test and production systems. INTEROPERABILITY AND PORTABILITY We provide APIs, using standard encrypted protocols to support interoperability with the platform. We provide reporting and data exporting in industry-standard formats. SECURITY INCIDENT MANAGEMENT, E- DISCOVERY AND CLOUD FORENSICS Our Incident Management policy is extensive and covers reporting, analysis, root cause detection, mitigating actions, legal response and preparation and contact with the authorities. We continuously measure response and recovery times to ensure that we are within SLA and to improve the process. We regularly run reviews of the process and make optimizations based on the findings. We manage supplier relationships via a standardize process, which ensures transparency and accountability. During the selection process we run internal assessments on all possible providers and review all the agreements. Once we have established a relationship, we conduct governance reviews and assessments based on metrics. When possible, we run audits on our suppliers. 8

9 THREAT AND VULNERABILITY MANAGEMENT As part of our standard build and policies, all the relevant systems have antivirus and protection against malicious software installed. s sent through our systems are protected by both antivirus and Workshare Protect to ensure that no data leakage occurs. Vulnerability and patch management is done routinely as part of system management and in the event of major vulnerabilities found in any of the platforms we use. 9

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