Performance Characteristics of Data Security. Fabasoft Cloud

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1 Performance Characteristics of Data Security Valid from October 13 th, 2014

2 Copyright GmbH, A-4020 Linz, All rights reserved. All hardware and software names used are registered trade names and/or registered trademarks of the respective manufacturers. These documents are highly confidential. No rights to our software or our professional services, or results of our professional services, or other protected rights can be based on the handing over and presentation of these documents. Distribution, publication or duplication is not permitted. 2

3 Contents 1 Data Protection Issues in Accordance with the GTC 4 2 Data Protection Obligation Arising from ISO Certification 4 3 Data Protection Obligations Arising from an ISAE 3402 Type 2 Test Procedure 4 4 Locations 4 5 Information Provided During Registration Optional User Information 5 6 Registering your Contacts 7 7 Data Available in all Cloud Locations Users Groups Organization Organizational Units Settings in your Working Environment 9 8 Plug-in for Web Browsers 10 9 Access to Teamrooms Access to Objects on your Desktop Searching for Contacts Searching for Documents Traceability and Auditing Secure Communication Encryption of Information and Documents in the Data Center Operations Log Data is Processed by Fabasoft Passing Information on to a Third Party Rights to Information and Cancelation Rights Availability of Data Protection Provisions 12 3

4 The protection of your personal data and the protection of documents you store in the is of paramount importance to Fabasoft. This data protection statement supplements the General Terms and Conditions (GTC). This data protection statement provides information about what data is collected, how the Fabasoft Cloud processes your data and how you can exchange this data with other users. 1 Data Protection Issues in Accordance with the GTC In accordance with this Contract, Fabasoft shall be obliged to prevent data, information or materials provided by the Customer in the context of its use of the services from being accessed, pursuant to the GTC, by any person other than Fabasoft itself, and shall be prohibited from using such data. Full details of the GTC can be found at 2 Data Protection Obligation Arising from ISO Certification Fabasoft is subject to the data protection obligations set out in ISO 27001, in particular, in the context of data center operations, in respect of the data centers. This also includes emergency and recovery plans and corresponding tests. More details are available at 3 Data Protection Obligations Arising from an ISAE 3402 Type 2 Test Procedure The operation of the has been tested in accordance with ISAE 3402 Type 2. Consequently, Fabasoft has certified the exact design and effectiveness of the internal control system in compliance with the auditing standard of the American Institute of Certified Public Accounts (AICPA). More details are available at 4 Locations The is composed of multiple locations. Each Cloud location is an independent system in itself, which is operated by Fabasoft in a particular country or at a customer site. The locations are currently implemented in Austria and Germany. The locations allow users to determine themselves the location of where their data is saved. In their working environment each user selects the location in which they want to be active in and thereby determines where their data (such as Teamrooms, folders, documents and other application data) is saved. This data is only available in the selected location, i.e. a user in the location Austria cannot access data in the location Germany. To enable collaboration across different companies and countries however, certain information needs to be made available in all locations. This affects in particular data for: Users and contacts Groups Organizations 4

5 Organizational units Settings in the user s working environment This data is automatically interchanged/replicated between the locations. 5 Information Provided During Registration In order for the services to be used, the needs to collect specific personal information from you when you register and to process this information. This information is as follows: Address (same as future login name) First Name Last Name Mobile Phone Number Country / Location Password Once your registration information has been collected, an will be sent to the address given asking you confirm that address. The password you select will not be saved and will therefore not be visible to operations management in the data protection center or to other users. Consequently, only you will be able to login to the using the address and password you have provided. The entry of a country is required during the registration process to ensure that the optimal Fabasoft Cloud location is assigned to your new account. The location determined during registration can be changed afterwards. After you have logged in for the first time, depending on the edition, further login procedures can be selected. The following additional options are available: Mobile PIN with SMS Active Directory Federation Service Certificate-based login Digital ID with the German ID Card, Austrian Citizen Card (Mobile Phone Signature) or SuisseID Please note that for this the entry of extra information (such as mobile phone number, unique identifier from the selected digital ID etc.) may be required. 5.1 Optional User Information The will create your user profile from the information provided when you first register, which you can edit via the Account interface under My Contact Information. The following other optional entries are also possible here: Photo Title Post Title Middle Initial 5

6 Sex Salutation Date of Birth Organization Data Domain Certificate Information A list of Mailing Addresses A list of Telephone Numbers A list of Addresses User s Web Site URL Data About Licensed Apps and Storage Space In the case of contacts, the following information will be added by the (cannot be changed): Entries Registration Status Created by Created on/at Last Changed by Last Changed on/at Date of birth A list of Mailing Addresses A list of Telephone Numbers A list of Addresses User s Web Site Address are only accessible to users who you explicitly invite to collaborate. you store in your list of contacts. are already aware of this information. When pairing your account with a mobile phone for the use of the secure login variant Mobile PIN with SMS the following additional data is saved: Your Mobile Phone Number The following information is saved when pairing your account with a digital ID: Your Digital ID s Unique Identifier o o o Austria: WBPK Germany: Pseudonym Switzerland: SuisseID Number 6

7 First and Last Name from your Digital ID Note: If you use the German ID Card the data extracted from the ID card is not saved. However, during the course of the pairing you have the opportunity to enter this data manually in order to mark your account as secure. The following information is saved when pairing your account with an OpenID: Your OpenID from a supported OpenID Provider Login via Open-ID is deprecated. The following information is saved when pairing your accounts with your Facebook account: Your Facebook ID Note: During the pairing with your Facebook account your first name, last name, country and address are also extracted from Facebook and the data in your profile is updated. You can connect your account with Facebook as long as the address used by Facebook is also assigned to your account or can be assigned to your account. The country is only used during registration via Facebook in order to determine the most suitable location. Login via Facebook ID is deprecated. 6 Registering your Contacts The offers you the option in the Contacts section of the portal on your Fabasoft Cloud desktop. It allows you to enter other people as contacts, create teams from this, and invite these contacts to collaborate in your teams. The following information can be entered when creating a contact: Address (must be provided, same as the unique contact identifier) First name (must be provided) Last Name (must be provided) Middle Initial Photo Title Post Title Sex Date of Birth Language Salutation Organization Data Domain Contact s Web Site URL In the case of contacts, the following information will be added by the (cannot be changed): Registration Status Created by 7

8 Created on/at Last Changed by Last Changed on/at Contacts, which you create on your desktop, are, in principle, only accessible to you and are not available to other users. The respective contacts will not be known to each other until you create a team with these contacts or invite them to collaborate. The contact details of all users in a Teamroom will therefore be visible to all the other users in the room. 7 Data Available in all Cloud Locations With the help of the locations you can determine where your data is saved. Your Teamrooms, folders and documents are only saved in the location selected by you. However, to enable collaboration across different companies and countries, the following data needs to be replicated in all locations: 7.1 Users Login Address Facebook ID or Open ID Data for Pairing with a Digital ID Data for Pairing with a Mobile Phone for Login with Mobile PIN First Name Last Name Title Title After Name Further First Names Photo Gender Salutation Date of Birth Organization Data Domain Certificate Information A List of Mailing Addresses A List of Phone Numbers A List of Addresses A User s Web-Site URL Data about Licensed Apps and Storage Space Registration Status 8

9 Used Storage Space and Number of Used Objects Various Working Environment Settings (selected language, selected locale etc.) 7.2 Groups Name Subject Members Publishing State 7.3 Organization Name Members Organizational Units Publishing State Organization s Minimum Security Level Certificate Information Logo and Theme Licensed Apps A List of Mailing Addresses A List of Phone Numbers A List of Addresses Payment User VAT Number 7.4 Organizational Units Name Subject Members Publishing State 7.5 Settings in your Working Environment To make your work across different locations as easy as possible, selected settings in your working environment are kept synchronized in other locations in which you have been active. This includes: Language, Locale and Standard Currency Export and Import Confirmation Type of Use, Prefer to Read Documents and Properties Home View etc. 9

10 8 Plug-in for Web Browsers In order to make full use of the functionality of the, you must install the Fabasoft Cloud plug-in for your web browser. This will allow seamless integration into the operating system and for third party applications on a user s end device. For example, it will be possible to import documents from the desktop environment of the end device onto the desktop using drag & drop. On login, the plug-in will detect your work station identifier. This is the computer name and Mac address. This data will be saved under Account - Account Activity and allows you to check when and where you have logged in. The welcome screen will also show the work station on which your user account was last used. No further data will be collected by the plug-in. Clicking on the support interface will generate a support query which you can send along with a screen shot and system information. The Plug-in also allows to synchronize documents and data to the local workstation for the user for offline usage. Synchronized documents and data are not protected by the login, so the user has to take care to prevent unauthorized use of that documents and data. 9 Access to Teamrooms You are the owner of each Teamroom you create on your desktop. Other users cannot access these rooms unless you expressly and knowingly invite them to collaborate and add them to the list of authorized users. You have the option to grant read, editing, or administrator rights to each user in your Teamroom and you alone decide who receives what rights. You can also make access to Teamrooms public. In this case, any registered user will be able to find such Teamrooms and read the documents stored there (optionally) via the search functions. If documents are stored in a Teamroom, access authorization to these documents will be based on access authorization to the respective Teamroom. The Teamroom owner thus has control over all the documents stored in his/her Teamroom. Teamrooms that you assign to an organization belong to the organization. This then gives the organization owner in the full control in these Teamrooms and the data within them. 10 Access to Objects on your Desktop Other users have no access per se to objects you have stored on your Fabasoft Cloud desktop unless they have express authorization or are assigned to a Teamroom. 11 Searching for Contacts You have the option to search for names of other users and invite them to collaborate. You will not receive a full address in the search results, but a name, domain and, if provided, the organization. 12 Searching for Documents You have the option to search for your documents in the. However, generally and without exception, you will only find documents you are authorized to access. 10

11 Conversely, other users will only be able find documents belonging to you if you have previously actively authorized them to do so. Any user will be able to access documents in public Teamrooms. 13 Traceability and Auditing In terms of Trusted Cloud Collaboration, the ensures the secure, reliable, and traceable collection and storage of information and documents which arise in the context of team collaboration. The following auditing information is collected by the in the context of traceability: Access to documents (read and write authorizations) Change to metadata This audit information allows activities to be traced within the context of team collaboration and is only available to team members for evaluations in specific editions of the (see the Shop for details). In addition full access rights are required by a user to access the audit information. Fabasoft may delete audit data: 12 month after the event that generates the audit information After termination of the contract with that service package that allows the owner of the concerned objects to access the audit information. 14 Secure Communication For your security, communication between the web browser used by a user on his or her end device and the services is encrypted. Connections are made on the basis of the Secure http TLS standard. A secure connection is identifiable through a closed lock symbol in the browser. 15 Encryption of Information and Documents in the Data Center Data is saved to encrypted hard drives or encrypted hard drive partitions. This protects the data in case of the loss of hardware. The stores information and documents in the data center in the form and the format that is used by the user or by the tool the user uses. users have the option to encrypt certain documents using an encryption tool that is available and familiar to them. They can also store these documents in encrypted format on the desktop or in a Teamroom (e.g. as a password-protected zip file) These users must, however, ensure that these documents can be unencrypted by the users themselves and by authorized team members for the duration of the storage of these documents in the. 16 Operations Log Our servers automatically record all requests. A typical web server entry contains an IP address (Internet Protocol Address) Date and time 11

12 URL requested Browser type Cookie Language The application log still records the precise duration of user activity. This information is used exclusively by operations management for the constant improvement of our services. After 14 days, the detailed data is summarized and presented as a statistic. 17 Data Processed by Fabasoft After you have logged in (with user name and password) the services use Session Cookies which can identify you during your visit. These Session Cookies contain elements of your login data in encrypted format. Session Cookies expire automatically at the end of the respective session. Please note that the services cannot be used if cookies are blocked. Cookies are small files that allow us to store specific information about you (the user), your PC, or another end device. The services use permanent cookies to obtain information about users who repeatedly access the services. The reason why we use these permanent cookies is so that we can constantly improve our products and services and make them easier for you to use. We do not create individual profiles of your usage behavior. You can deactivate the storage of cookies in your browser, limit to specific websites, or adjust your browser settings so that you receive a message as soon as a cookie is sent. You can also delete cookies from your computer s hard drive. A newsletter will automatically be sent to your address, which you can cancel. 18 Passing Information on to a Third Party Fabasoft shall not make your data available to a third party, except in the event of a statutory obligation or if you make such a request. This will be the case, for example, when sending an invitation to a Teamroom or when purchasing a Cloud App. 19 Rights to Information and Cancelation Rights You may, depending on the respective authorization of your identity, obtain information about your personal data stored by us. You may arrange for data collected by us to be blocked, amended, or deleted at, provided that you are not able to block, amend, or delete this yourself. Please write to the address given in the legal notice in this case. Please do not hesitate to contact us if you have any further questions regarding our data protection information or the processing of your personal details. Please note that data protection provisions and data protection management may change on an ongoing basis. It is therefore advisable and essential that you routinely identify any changes to statutory provisions and company practices. 20 Availability of Data Protection Provisions You can view and print out the data protection provisions as a PDF file at 12

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