SECURITY

Updated April 16, 2018

The protection of customer data and privacy is 4me’s number one operational priority.

4me recognizes that its information security practices are important to customers of 4me’s services. The information provided here is an introduction to 4me’s approach to security. It explains the measures that are in place to secure confidentiality, integrity and availability of customer data. In addition, general information is provided on the controls and features that 4me makes available to customers to meet their security objectives.

Questions regarding the security of 4me’s services can always be submitted to 4me’s support team by writing to support@4me.com.

Security Measures

Confidentiality

Security starts with the people at 4me.  4me staff members are required to conduct themselves in a manner consistent with 4me’s guidelines regarding confidentiality, business ethics, appropriate usage, and professional standards.

All staff members undergo appropriate backgrounds checks prior to hiring.

All staff members sign a confidentiality agreement outlining their responsibility in protecting customer data.

We continuously train staff members on best security practices, including how to identify social hacks, phishing scams, and hackers.

4me maintains your data privacy by allowing only authorized individuals access to information when it is critical to complete tasks for you. 4me staff members will not process customer data without authorization.

Internal R&D Processes

Security and privacy are fundamental to the design of the 4me services. Security-oriented environments start with high coding standards that guard against attempted security breaches and are accompanied by rigorous code reviews and automated tests with high code coverage. 4me relies only on open source software to ensure the code that the 4me services depend on is known.  4me employs the strictest development processes and coding standards to ensure that both adhere to the best security practices. In addition, 4me’s continuous validation and testing platform performs a set of various white box and black box tests for quality assurance, including regular penetration tests. 4me’s processes are implemented and supported with security as a top priority across all system layers, from the physical layers up to the application layer.

Internal Security

4me has no office, which rules out an entire class of security threats often associated with offices and internal networks.

Key staff members are spread over 3 continents: the U.S., Europe and APAC, ensuring continuity of the business.

Physical Security

All customer data uploaded to the 4me services is always stored within the European Economic Area (EEA). 4me does not allow customer data to be stored anywhere else. 4me has made this choice because the EEA has the most comprehensive data protection laws.

4me relies solely on the exceptionally flexible and secure cloud infrastructure provided by AWS to store and process all customer data. AWS makes abiding by industry and government requirements simple and ensures the highest standards in data security, privacy and protection. AWS has a comprehensive suite of AWS Compliance Programs, with robust controls in place that 4me relies on. The IT infrastructure that AWS provides is designed and managed in alignment with security best practices and a variety of IT security and compliance standards, including:

  • SOC 1 (Audit Controls)
  • SOC 2 (Security, Availability & Confidentiality)
  • SOC 3 (General Controls)
  • ISO 9001 (Global Quality Standards)
  • ISO 27018 (Personal Data Protection)
  • HIPPA (Protected Health Information)
  • FIPS (Government Security Standards)
  • FedRAMP (Government Data Standards)
  • FISMA (Federal Information Security Management)

All data centers within the EEA that run the 4me services are secured and monitored 24/7 and physical access to AWS facilities is strictly limited to select AWS staff. No staff of 4me has, nor will be permitted to have, physical access to the AWS facilities.

For more information about AWS Cloud Security, see https://aws.amazon.com/security/.

For more information about AWS Compliance Programs, see https://aws.amazon.com/compliance/.

Although 4me relies solely on AWS to deliver the 4me services, this does not mean 4me is locked into AWS. The 4me services can be transferred easily to any other cloud provider should the need ever arise. This fact is proven by customers that run the 4me software within their own premises.

Infrastructure Security

The 4me infrastructure is electronically accessible to 4me staff, contractors and any other person as necessary to provide the 4me services. 4me maintains access controls and policies to manage what access is allowed to the 4me infrastructure from each network connection and user, including the use of firewalls or functionally equivalent technology and authentication controls. 4me maintains corrective action and incident response plans to respond to potential security threats.

4me takes all necessary precautions to ensure that every layer involved in data transfer is secured by best-of-breed technologies. Services are based on a security-oriented bare minimal, lightweight operating system, preventing the exploitation of entire classes of zero-day and other vulnerabilities. Additionally, 4me uses certain techniques that avoid erroneous instance-configuration changes, upgrades and corruption that are common sources of security breaches.

4me codes and automates its infrastructure. Any infrastructure changes are coded, reviewed, run automatically as code, validated and tested in 4me’s segregated development, staging and QA environments before being deployed to the production environments. This too avoids a whole range of erroneous and ad-hoc infrastructure changes that are common sources of security breaches and unavailability.

Firewalls are configured according to industry best practices and unnecessary ports are blocked by configuration with security groups. All 4me services run within VPCs with ACLs and additional custom measures. The network is continuously monitored and 4me has various controls in place to trigger security alerts.

Customer Data Security in Transit and At Rest

The 4me services support the latest recommended secure cipher suites and protocols to encrypt all traffic in transit.

All customer data is encrypted at rest – including databases, search indexes, files storage, memory caches, log data, backups, and all disks.

4me monitors the changing cryptographic landscape closely and works promptly to upgrade the 4me services to respond to new cryptographic weaknesses as they are discovered and implements best practices as they evolve. For encryption in transit, 4me does this while balancing the need for compatibility with older clients.

Access Management

4me has established a password policy with required configurations and expiration intervals for all systems it controls. Passwords must be long and complex and are forced to be changed every 90 days.

No internal server under the control of 4me is accessible with a password. Only key based systems are allowed, which keys are regularly rotated. In addition, multi-factor authentication is required, also at the API level and when working through a command-line interface.

4me segregates all its different environments: development, staging, QA, demo and production. All these environments have no users defined, so no one can access the production environment directly. Access is granted via a role-based system in a bastion account.

Availability & Performance

We are committed to making 4me a highly-available and highly-performant service. See our history at http://status.4me.com/.

Disaster Recovery

Customer data is stored logically across multiple physical locations within the EEA, protecting the services from loss of connectivity, power infrastructure and other common location-specific failures.

Production transactions are replicated among these discrete operating environments, to protect the availability of the 4me services in the event of a location-specific catastrophic event. All databases can be restored to a recent point in time. 4me ensures at least quarterly that backups can be correctly restored.

Monitoring

4me gains deep visibility into all API calls and all infrastructure changes including when, what, who and from where calls and changes were made. 4me staff is alerted when specific events occur or thresholds are exceeded. 4me maintains an extensive, centralized encrypted logging environment in all of its environments which contains information pertaining to security, monitoring, availability, access, and other metrics about the 4me services, to help with streamlining the services, investigations and compliance reporting, and to improve the security measures and reduce the risk profile.

Security Incidents

When a breach of security occurs, 4me promptly notifies the affected customers of any unauthorized access to their customer data. 4me has incident management policies and procedures in place to handle such events.

External Audits

4me engages credentialed external auditors to verify the adequacy of its security and privacy measures.

4me engages independent entities to conduct regular application-level and infrastructure-level penetration tests. 4me’s security team reviews and prioritizes the reported findings and tracks them to resolution.

Security features for 4me Administrators

In addition to the security measures 4me employs for its processes and systems, 4me provides customers capabilities to protect their data.

Audit Trails

4me keeps an audit trail of all changes to customer data, that customers can view. A limited number of 4me support staff can view a limited subset of the audit trail, only to enable them to fulfil their support duties towards customers.

System Logs

4me gives insights into events, particularly access events, happening within a 4me account via a system log that 4me administrators can keep track of and analyze.

Authentication Logs

Detailed authentication logs are available both to 4me users and administrators. 4me logs every access attempt, noting the IP address of the connection.

Role-Based Access

4me supports role-based access through its interface. Customer’s 4me administrators manage and control user access, including the provisioning of new users with a defined access level.

Single Sign-On

A 4me account can be integrated with a wide variety of SAML-based single sign-on (SSO) providers, such as OneLogin, Okta, Azure, Google Cloud Identity and more.

SCIM provisioning

A 4me account can be provisioned and managed with users, organizations and sites via the 4me SCIM API. SCIM is used by Single Sign-On (SSO) services and identity providers to manage people across a variety of tools.

Multi-Factor Authentication

All users can enable multi-factor authentication to access 4me.

Password Policy

A customer’s 4me administrator can define a password policy that all of the customer’s 4me users must adhere to.

Idle Session Timeout

A customer’s 4me administrator can define the idle session timeout duration for the customer’s 4me users.

Malware Detection

All inbound email and all attachments that are uploaded by a customer’s 4me users are checked for viruses, unwanted applications, and other malware.

Data Retention

Customers can define a data retention policy for the record types that may contain personally identifiable information (PII).

Anonymization

Persons who request to be forgotten can be anonymized in the 4me services.

Return of Customer Data

4me customers own the data they store in the 4me service. Customers are free to export this data at any given time.

Reporting Security Issues

4me welcomes any feedback that can help make the 4me services more secure. To report a possible security issue that affects the 4me services, send an email to security@4me.com.

When reporting a possible security issue, please include a detailed summary of the issue, as this will allow 4me’s support staff to respond more rapidly and effectively. Security issues are given priority over any other incidents that may affect the 4me services (even over incidents that affect the availability of the service) and are handled through a separate procedure. Throughout this procedure, 4me is committed to safeguarding the privacy of the person who reported the possible security issue. Use the 4me Security public key to encrypt sensitive information sent via email.

After reporting a potential security issue, 4me will confirm that it has been received. 4me will subsequently attempt to validate and reproduce the reported vulnerability. If additional information is required in order to validate or reproduce the issue, 4me will work with the person who reported the possible security issue as needed. When the initial investigation is complete, results will be delivered to you. If the issue cannot be validated, this will be shared with this person.

On the other hand, if the vulnerability has been verified, a plan for its resolution and public disclosure will be shared instead. If the vulnerability is found to be caused by a third-party software product, 4me will notify this third party. 4me will continue to work with the third party to ensure that a fix gets implemented. The identity of the person who reported the possible security issue will not be disclosed to the third party without this person’s explicit permission.

4me will coordinate public notification of the validated vulnerability with the person who reported it. 4me security bulletins are posted within the 4me service. The person who reported it, or his/her company, may want to post its advisories on its own website or in security forums. When possible, 4me would prefer that the respective public disclosures be posted simultaneously.

Responsible Disclosure

Notifying a vendor before publicly releasing information about a security issue is a best practice known as responsible disclosure. Responsible disclosure allows companies like 4me to better protect its customers by fixing vulnerabilities before they are brought to the attention of someone who may want to exploit them. We strongly encourage anyone who is interested in researching and reporting security issues to observe the simple courtesies of responsible disclosure. 4me follows the same practice when it discovers and reports security vulnerabilities to other organizations.

Security Notifications

For the protection of our customers, 4me does not disclose, discuss or confirm security issues until a full investigation has occurred and any necessary patches or releases have been implemented. Once a security issue has been fixed, 4me publishes a 4me security bulletin about the issue via a broadcast within the 4me service.