1. Purpose
The purpose of this Data Transmission Policy is to ensure that data transmitted within and outside Igile Technologies India Pvt Ltd is protected from unauthorized access, alteration, or disclosure. This policy establishes guidelines for securely transmitting data over various communication channels, including email, file transfers, and network communications, to safeguard the confidentiality, integrity, and availability of data.
2. Scope
This policy applies to all employees, contractors, and third-party service providers involved in transmitting data on behalf of Igile Technologies India Pvt Ltd. It covers all forms of data transmission, including electronic communications, data transfers over networks, and other methods of data exchange.
3. Definitions
- Data Transmission: The process of sending or receiving data between systems, applications, or individuals via communication channels.
- Confidential Data: Sensitive information that must be protected from unauthorized access, including personal data, financial information, and proprietary business information.
- Encryption: The process of encoding data to protect it from unauthorized access during transmission.
- Data Integrity: Ensuring that data is accurate, consistent, and not altered during transmission.
- Secure Transmission Protocols: Protocols designed to ensure the secure transmission of data, such as HTTPS, SFTP, and VPN.
4. Policy Guidelines
4.1. Data Classification
- Confidential Data: Must always be encrypted during transmission using industry-standard encryption protocols. Examples include financial records, personal data, and proprietary information.
- Internal Use Data: Should be transmitted over secure channels, such as encrypted email or secure file transfer services, but may not require encryption for internal communications.
- Public Data: Data intended for public consumption that does not require encryption but should still be transmitted securely to avoid unauthorized modifications.
4.2. Encryption Requirements
- Encryption Standards: Use strong encryption methods, such as AES-256 or RSA with appropriate key lengths, for encrypting confidential data during transmission.
- Encryption Protocols: Employ secure transmission protocols, including HTTPS, SFTP, and VPN, to protect data in transit. Avoid using outdated or insecure protocols, such as FTP or HTTP.
- Key Management: Implement robust key management practices to protect encryption keys, including secure storage and regular key rotation.
4.3. Secure Transmission Channels
- Email: Use encrypted email services or secure file transfer methods for sending confidential data via email. Avoid sending sensitive information through unencrypted or public email channels.
- File Transfers: Utilize secure file transfer protocols, such as SFTP or secure cloud storage solutions, for transmitting files. Ensure that file transfers are encrypted and authenticated.
- Network Communications: Use Virtual Private Networks (VPNs) or other secure network connections to protect data transmitted over public or unsecured networks.
4.4. Authentication and Access Control
- Authentication: Ensure that data transmission channels are protected by strong authentication methods, such as multi-factor authentication (MFA) or secure access controls.
- Access Control: Limit access to transmission channels and data to authorized personnel only. Implement role-based access controls (RBAC) to enforce permissions and prevent unauthorized access.
4.5. Monitoring and Logging
- Monitoring: Regularly monitor data transmission activities to detect any anomalies or unauthorized access attempts. Use intrusion detection systems (IDS) or other monitoring tools to identify potential security breaches.
- Logging: Maintain logs of data transmission activities, including access, transfer details, and any security incidents. Ensure logs are securely stored and regularly reviewed for compliance and auditing purposes.
4.6. Data Integrity
- Integrity Checks: Implement mechanisms, such as checksums or digital signatures, to verify the integrity of data during transmission. Ensure that data is not altered or tampered with while in transit.
- Error Handling: Address any errors or issues detected during transmission promptly to prevent data loss or corruption.
4.7. Compliance and Legal Requirements
- Regulatory Compliance: Adhere to relevant data protection and privacy regulations, including GDPR, CCPA, and other applicable laws governing data transmission.
- Contractual Obligations: Ensure that data transmission practices meet any contractual requirements agreed upon with clients or partners.
5. Responsibilities
- IT Security Team: Responsible for implementing and maintaining encryption methods, secure transmission protocols, and monitoring systems.
- System Administrators: Ensure that secure transmission practices are enforced and that systems are configured to support encrypted data transmission.
- Employees: Adhere to the guidelines outlined in this policy when transmitting data and report any security incidents or policy violations to the IT Security Team.
- Compliance Officers: Ensure that data transmission practices comply with legal and regulatory requirements and assist in policy enforcement.
6. Policy Review and Updates
- Review Cycle: This policy will be reviewed annually or as needed based on changes in technology, regulatory requirements, or organizational needs.
- Updates: Any updates to the policy will be communicated to all relevant personnel, and training will be provided to reflect changes.
7. Enforcement
Failure to comply with this policy may result in disciplinary action, up to and including termination of employment. Compliance will be monitored through regular audits and assessments.
8. Contact Information
For questions or additional information regarding this policy, please contact the IT Security Team at [email protected].