Data Security
Data Security & Privacy @ Proowrx
At Proowrx, we recognize that data security is of paramount importance to our
clients and to our business. We strive to protect all sensitive information we
possess or process by implementing a strong IT control environment. This policy
document outlines our commitment to data security and the measures we have
put in place to ensure that our clients’ data is secure.
4 Pillars of Data Security & Privacy @ Proowrx
1. Administrative Security
Proowrx prioritises administrative security in its overall security strategy, which includes comprehensive policies and procedures for system access regulation, confidential information protection, and internet use monitoring to avoid unauthorised disclosure. The company takes its responsibility seriously and maintains the highest level of administrative security by signing non-disclosure agreements, adhering to codes of ethics, and following anti-bribery laws.
System Level Controls:
1. Paperless Operation: The team at Proowrx operates entirely paperless. Broker partners share their clients’ files or folders through OneDrive/DropBox/Google Drive/our cloud space partners, or any other cloud-based file-sharing systems.
2. Access Control: Broker partners control access to their clients’ files or folders. They allow us only the required level of access and can withdraw it after the loan processing tasks are completed.
3. USB Ports: All the USB ports are hardened for data access purposes.
4. Data Loss Prevention and EDP Control Software: All the machines are installed with Data Loss Prevention and Electronic data processing (EDP) control software from one of the leading data security software companies. The systems are secure and only allow access to websites/portals that are required for the work.
5. Whitelisted Websites: Employees can access only whitelisted websites which are required by the company for processing purposes.
6. Data and Productivity Monitoring: Other than this data and productivity monitoring software is also available on an optional basis which can help monitor an employee’s work more minutely.
7. Anti-virus Software: All individual team members’ laptop devices and our servers have also been secured with the latest and ongoing anti-virus subscriptions.
8. Employee Training: Team members are regularly trained with respect to identifying potential security threats and how to maintain a strong IT control environment.
9. Mobile Phones: Employees leave their mobiles outside the work area in individual lockers.
10. Laptops: Employees use laptops at the office and do not take the
machines back home.
11. Printers and Scanners: Employees do not have direct access to
printers/scanners.
2. Technological Security
Proowrx places a strong emphasis on protecting electronic data and preventing cyber-attacks through the implementation of various technological security measures. This includes the use of firewalls to protect against external threats, data encryption to safeguard sensitive information, and secure file exchange tools to ensure safe data sharing. Proowrx is deeply committed to providing the highest level of technological security to their clients and upholding the highest
standards of security to prevent any unauthorized access or breach of
information. Here are some key pointers that illustrate how Proowrx prioritizes technological security:
1. The team at Proowrx operates completely paperless.
2. All the machines are installed with Data Loss Prevention and Electronic Data Processing (EDP) control software.
3. Employees can access only whitelisted websites.
4. Other than this data and productivity monitoring software is also
available on an optional basis.
5. All individual team members’ laptop devices and our servers have also been secured with the latest and ongoing anti-virus subscriptions.
6. Team members are regularly trained with respect to identifying potential security threats and how to maintain a strong IT control environment.
3. Physical Security
Proowrx understands the critical importance of maintaining robust security measures to safeguard confidential information. Whether it’s through technological security or physical security, the company is committed to providing their clients with the highest level of protection. In addition to implementing comprehensive security strategies, Proowrx adheres to strict
policies and procedures, including signing non-disclosure agreements and following codes of ethics and anti-bribery laws, to ensure the utmost security and confidentiality. Here are some key pointers that illustrate how Proowrx prioritises security:
1. Access to the office building is restricted and is controlled through
biometric systems.
2. All visitors are required to provide identification and are logged in before being allowed to enter the premises.
3. The office has CCTV cameras installed throughout the premises to
monitor any suspicious activity.
4. All the office equipment, including laptops, computers, and servers, are kept locked when not in use.
5. The office premises are equipped with fire extinguishers and smoke
detectors to ensure the safety of the employees and the equipment.
4. Operational security
Proowrx understands the importance of operational security to protect its dayto-day operations and business processes. To achieve this, the company has implemented robust access controls, incident response plans, and business continuity strategies to ensure critical operations continue uninterrupted, even in the event of a security breach or disaster. Proowrx works closely with its IT, security, and business teams to identify and address potential security risks, ensuring a secure and seamless operation for the company. Here are some key pointers that demonstrate how Proowrx prioritizes operational security:
1. The team at Proowrx operates completely paperless. Broker partners
share their clients’ files or folders through OneDrive/DropBox/Google
Drive/our cloud space partners or any other cloud-based file-sharing
systems.
2. Broker partners control access to their clients’ files or folders. They allow us only the required level of access and can withdraw it after the loan processing tasks are completed.
3. Employees can access only whitelisted websites which are required by the company for processing purposes.
4. All individual team members’ laptop devices and our servers have also been secured with the latest and ongoing anti-virus subscriptions.
5. Team members are regularly trained with respect to identifying potential security threats and how to maintain a strong IT control environment.
6. Employees leave their mobiles outside the work area in individual lockers.
7. Employees use laptops at the office and do not take the machines back home.
8. Employees do not have direct access to printers / scanners.
5. HR Security
At Proowrx, human resources security is a top priority. The company
understands that its employees play a critical role in maintaining the security of sensitive data, and therefore implements robust policies and procedures to ensure that its workforce is well-qualified, trustworthy, and adequately trained in security measures. From thorough background checks to access control measures, Proowrx takes every possible step to ensure the security and privacy of client data. Here are some of the key HR security measures implemented at Proowrx:
1. Employee Qualifications: Employees are well qualified and have
bachelor’s and/or Master’s degrees in accounting or finance.
2. Employee Screening: All the employees have been screened, and a
detailed reference check is done before hiring. Their background is
thoroughly checked, including verifying their legality to work, getting
relevant clearance certificates, and performing employer reference
checks.
3. Employee Training: Employees are adequately trained in data breaches, IT risks, and security measures.
4. Access Control: Entry to the office is access controlled. Access to the work area is granted only to employees.
5. Work from Home: Employees work from the office in all situations. Work from home is exercised in unavoidable circumstances such as
Government mandated lockdowns.
6. CCTV Monitoring: Staff is monitored through multiple CCTV cameras
installed in the work area. Additionally, there is an option for employees to work with the video feed from the local machine.
7. Non-Disclosure Agreement: All Employees sign a Non-Disclosure
Agreement to ensure the sanctity of data privacy norms.
6. Data Breach Policy
At Proowrx, protecting sensitive data from unauthorized access and breaches is a top priority. To ensure that the company is always prepared to respond effectively to any security incidents, Proowrx has developed a comprehensive data breach policy. Here are some of the Data Breach policy of Proowrx.
Incident Management:
In case of a security breach, a detailed investigation is conducted to identify the cause of the breach and to prevent future breaches. The breach is reported to the affected clients and regulatory authorities as required. An action plan is prepared to mitigate the impact of the breach and to restore the affected data.
Third-party Controls:
Vendor Management: All the vendors who have access to our systems and data go through a thorough vetting process. We ensure that their controls and policies are aligned with ours.
Outsourcing:
We do not outsource any critical functions related to data handling or
processing. Any outsourcing of non-critical functions is subject to the same security and privacy controls as in-house functions.
Compliance:
Proowrx complies with all applicable laws and regulations related to data privacy and security. The company regularly assesses its controls and processes to ensure compliance with regulatory requirements.
7. Other General Controls
Physical Access:
1. The office building is centrally located with full ease of accessibility near the International Airport. The building also has several other IT and ITES offices within the premises.
2. The building complex has secure physical access. No unwarranted person can pass through the security Gate.
3. There is a designated area for visitors separated entirely from the work area and located on a different floor to ensure no access or visibility of the work area.
4. The office has CCTV cameras installed across the premises. The office is functional 24/7 with security at the main gate.
Penalties for non-confirmation:
1. Employees are issued a memo in case of non-confirmation to any of the security protocols as defined in the Security policy. In case of issuance of up to 3 Memos, the employee will be terminated from the company.
2. Vendor is issued a warning in case of non-confirmation to the protocols as defined in the policy and business can be stopped with the vendor in case of second incidence of protocol breach by the vendor.