Terms & Conditions

AXspace.com

ACCEPTABLE USE POLICY

 
 Information Security Policy 

INFINET CO Ltd

This Policy Document encompasses all aspects of security surrounding confidential company information and must be distributed to all company employees. All company employees must read this document in its entirety and sign the form confirming they have read and understand this policy fully. This document will be reviewed and updated by Management on an annual basis or when relevant to include newly developed security standards into the policy and distribute it all employees and contracts as applicable.

AXSpace (INFINET CO Ltd) handles sensitive cardholder information daily.  Sensitive Information must have adequate safeguards in place to protect them, to protect cardholder privacy, to ensure compliance with various regulations and to guard the future of the organisation.
AXSpace (INFINET CO Ltd) commits to respecting the privacy of all its customers and to protecting any data about customers from outside parties.  To this end management are committed to maintaining a secure environment in which to process cardholder information so that we can meet these promises.
Employees handling Sensitive cardholder data should ensure

  • Handle Company and cardholder information in a manner that fits with their sensitivity;
  • Limit personal use of AXSpace (INFINET CO Ltd) information and telecommunication systems and ensure it doesn’t interfere with your job performance;
  • AXSpace (INFINET CO Ltd) reserves the right to monitor, access, review, audit, copy, store, or delete any electronic communications, equipment, systems and network traffic for any purpose;
  • Do not use e-mail, internet and other Company resources to engage in any action that is offensive, threatening, discriminatory, defamatory, slanderous, pornographic, obscene, harassing or illegal;
  • Do not disclose personnel information unless authorised;
  • Protect sensitive cardholder information;
  • Keep passwords and accounts secure;
  • Request approval from management prior to establishing any new software or hardware, third party connections, etc.;
  • Do not install unauthorised software or hardware, including modems and wireless access unless you have explicit management approval;
  • Always leave desks clear of sensitive cardholder data and lock computer screens when unattended;
  • Information security incidents must be reported, without delay, to the individual responsible for incident response locally – Please find out who this is.

We each have a responsibility for ensuring our company’s systems and data are protected from unauthorised access and improper use.  If you are unclear about any of the policies detailed herein you should seek advice and guidance from your line manager.

The Management’s intentions for publishing an Acceptable Use Policy are not to impose restrictions that are contrary to the company’s established culture of openness, trust and integrity. Management is committed to protecting the employees, partners and AXSpace (INFINET CO Ltd) from illegal or damaging actions by individuals, either knowingly or unknowingly. The company will maintain an approved list of technologies and devices and personnel with access to such devices as detailed in Appendix B

  • Employees are responsible for exercising good judgment regarding the reasonableness of personal use.
  • Employees should take all necessary steps to prevent unauthorized access to confidential data which includes card holder data.
  • Keep passwords secure and do not share accounts. Authorized users are responsible for the security of their passwords and accounts.
  • All PCs, laptops and workstations should be secured with a password-protected screensaver with the automatic activation feature.
  • All POS and PIN entry devices should be appropriately protected and secured so they cannot be tampered or altered.
  • Because information contained on portable computers is especially vulnerable, special care should be exercised.
  • Postings by employees from a Company email address to newsgroups should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of the company, unless posting is in the course of business duties.
  • Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain viruses, e-mail bombs, or Trojan horse code.  

Violation of the standards, policies and procedures presented in this document by an employee will result in disciplinary action, from warnings or reprimands up to and including termination of employment. Claims of ignorance, good intentions or using poor judgment will not be used as excuses for non compliance.

All sensitive cardholder data stored and handled by AXSpace (INFINET CO Ltd) and its employees must be securely protected against unauthorised use at all times. Any sensitive card data that is no longer required by AXSpace (INFINET CO Ltd) for business reasons must be discarded in a secure and irrecoverable manner.

It is strictly prohibited to store:

  • The contents of the payment card magnetic stripe (track data) on any media whatsoever. 
  • The CVV/CVC (the 3 or 4 digit number on the signature panel on the reverse of the payment card) on any media whatsoever. 
  • The PIN or the encrypted PIN Block under any circumstance

Data and media containing data must always be labelled to indicate sensitivity level:

  • Confidential data might include information assets for which there are legal requirements for preventing disclosure or financial penalties for disclosure, or data that would cause severe damage to AXSpace (INFINET CO Ltd) if disclosed or modified.  Confidential data includes cardholder data.
  • Internal Use data might include information that the data owner feels should be protected to prevent unauthorized disclosure;
  • Public data is information that may be freely disseminated.

All Access to sensitive cardholder should be controlled and authorised. Any Job functions that require access to cardholder data should be clearly defined.

  • Any display of the card holder should be restricted at a minimum of the first 6 and the last 4 digits of the cardholder data.
  • Access to sensitive cardholder information such as PAN’s, personal information and business data is restricted to employees that have a legitimate need to view such information.
  • No other employees should have access to this confidential data unless they have a genuine business need.
  • If cardholder data is shared with a Service Provider (3rd party) then a list of such Service Providers will be maintained as detailed in Appendix B.
  • AXSpace (INFINET CO Ltd) will ensure a written agreement that includes an acknowledgement is in place that the Service Provider will be responsible for the for the cardholder data that the Service Provider possess.
  • AXSpace (INFINET CO Ltd) will ensure that a there is an established process including proper due diligence is in place before engaging with a Service provider.
  •  AXSpace (INFINET CO Ltd) will have a process in place to monitor the PCI DSS compliance status of the Service provider. 

Access to sensitive information in both hard and soft media format must be physically restricted to prevent unauthorised individuals from obtaining sensitive data.

  • Media is defined as any printed or handwritten paper, received faxes, floppy disks, back-up tapes, computer hard drive, etc. 
  • Media containing sensitive cardholder information must be handled and distributed in a secure manner by trusted individuals. 
  • Visitors must always be escorted by a trusted employee when in areas that hold sensitive cardholder information.
  • Procedures must be in place to help all personnel easily distinguish between employees and visitors, especially in areas where cardholder data is accessible. “Employee” refers to full-time and part-time employees, temporary employees and personnel, and consultants who are “resident” on AXSpace (INFINET CO Ltd) sites. A “visitor” is defined as a vendor, guest of an employee, service personnel, or anyone who needs to enter the premises for a short duration, usually not more than one day.
  • All computer that store sensitive cardholder data must have a password protected screensaver enabled to prevent unauthorised use.

All sensitive cardholder data must be protected securely if it is to be transported physically or electronically.

  • Card holder data (PAN, track data etc) must never be sent over the internet via email, instant chat or any other end user technologies.
  • If there is a business justification to send cardholder data via email then it should be done after authorization and by using a strong encryption mechanism (i.e. – AES encryption, PGP encryption).   
  • The transportation of media containing sensitive cardholder data to another location must be authorised by management, logged and inventoried before leaving the premises. Only secure courier services may be used for the transportation of such media. The status of the shipment should be monitored until it has been delivered to its new location.  
  • All data must be securely disposed of when no longer required by the company, regardless of the media or application type on which it is stored.
  • An automatic process must exist to permanently delete on-line data, when no longer required.
  • All hard copies of cardholder data must be manually destroyed as when no longer required for valid and justified business reasons. A quarterly process must be in place to confirm that all non-electronic cardholder data has been appropriately disposed of in a timely manner.
  • AXSpace (INFINET CO Ltd) will have procedures for the destruction of hardcopy (paper) materials. These will require that all hardcopy materials are crosscut shredded, incinerated or pulped so they cannot be reconstructed.
  • The Company will have documented procedures for the destruction of electronic media. These will require:
    • All cardholder data on electronic media must be rendered unrecoverable when deleted e.g. through degaussing or electronically wiped using military grade secure deletion processes or the physical destruction of the media;
    • If secure wipe programs are used, the process must define the industry accepted standards followed for secure deletion.
  • All cardholder information awaiting destruction must be held in lockable storage containers clearly marked “To Be Shredded” – access to these containers must be restricted.

The policies and procedures outlined below must be incorporated into company practice to maintain a high level of security awareness. The protection of sensitive data demands regular training of all employees and contractors.

  • Review handling procedures for sensitive information and hold periodic security awareness meetings to incorporate these procedures into day to day company practice.
  • Distribute this security policy document to all company employees to read. It is required that all employees confirm that they understand the content of this security policy document by signing an acknowledgement form (see Appendix A)
  • All employees that handle sensitive information will undergo background checks (such as criminal and credit record checks, within the limits of the local law) before they commence their employment with the company.
  • All third parties with access to credit card account numbers are contractually obligated to comply with card association security standards (PCI/DSS). 
  • Company security policies must be reviewed annually and updated as needed. 

Employees of AXSpace (INFINET CO Ltd) will be expected to report to the security officer for any security related issues. The role of the security officer is to effectively communicate all security policies and procedures to employees within AXSpace (INFINET CO Ltd) and contractors. In addition to this, the security officer will oversee the scheduling of security training sessions, monitor and enforce the security policies outlined in both this document and at the training sessions and finally, oversee the implantation of the incident response plan in the event of a sensitive data compromise.

Incident Response Plan 

  • In the event of a suspected security breach, alert the information security officer or your line manager immediately. 
  • The security officer will carry out an initial investigation of the suspected security breach. 
  • Upon confirmation that a security breach has occurred, the security officer will alert management and begin informing all relevant parties that may be affected by the compromise.  

 
If the data security compromise involves credit card account numbers, implement the following procedure:

  • Shut down any systems or processes involved in the breach to limit the extent, and prevent further exposure. 
  • Alert all affected parties and authorities such as the Merchant Bank (your Bank), Visa Fraud Control, and the law enforcement.
  • Provide details of all compromised or potentially compromised card numbers to Visa Fraud Control within 24 hrs. 
  • For more Information visit: http://usa.visa.com/business/accepting_visa/ops_risk_management/cisp_if_ compromised.html 


AXSpace
INFINET CO