Training

Non-Disclosure Agreements (NDAs)

Emails

• 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 give-aways (e.g. grammar mistakes, capital letters, excessive number of exclamation marks).

Passwords

• 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).
• Never write down a password.
• Exchange credentials only when absolutely necessary. When exchanging them in-person isn’t possible, employees should use the phone instead of email, and only if they personally recognize the person they are talking to.
• Change their passwords every three months.

Communication and data transfer

• 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 private, company or employee-owned Wi-Fi networks and not over public Wi-Fi or private connection.
• Ensure that the recipients of the data are properly authorized people or organizations and have adequate security policies.
• Report scams, privacy breaches and hacking attempts.

• When sharing a google document, spreadsheet, or slide, we always invite specific people instead of making the document available to view or edit permissions with the link.
• When sharing a Dropbox link, we only communicate the link to the appropriate party internally or externally.

• All of our communication systems are password-protected, role and permission-based, and have anti-virus and threat screening features.
• Channels and projects are siloed so employees, clients, partners, and contractors only have access to their channels and projects.
• We never share passwords, API keys, or data access via these communication platforms.

Additional measures

• Turn off their screens and lock their devices when leaving their desks.
• Report stolen or damaged equipment as soon as possible.
• 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, unauthorized or illegal software on their company equipment.
• Avoid accessing suspicious websites.

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.