2   Data Protection

2.1  Introduction

Our software service makes use of a fully managed database (Microsoft Azure SQL) and a combination of cross-region geo-replication and failover techniques to ensure data resiliency.

These measures, as well as data encryption and file scanning, protect customer data from unavailability, theft and corruption, minimizing negative outcomes for customers.

IMPORTANT

The scenarios described in this document are highly unlikely.

Admin By Request has procedures and policies in place to ensure that, in any unforeseen event, the resulting effects on our customers are minimized from the outset.

2.2  How is Customer Data protected?

2.2.1  Multiple-location storage

ABR hosts its service entirely in Microsoft Azure. At the time of writing, customer data is stored in Azure SQL databases located in six geographic regions. Each region operates a primary and a secondary data center.

Your data is stored in a data center that is located in one of the geographic locations listed below. These are in Europe, the USA, the UK and Asia.

To determine your data location, go to page Tenant Settings > Data in the portal and click the RETENTION tab.

Note the geographic location shown in field Data Location - it will be one of the following:

  • EU West, Netherlands (Europe)

  • US East, Virginia (USA)

  • US West, California (USA)

  • London, United Kingdom (UK)

  • EU Central, Germany (Europe)

  • Singapore (Asia)

2.2.2  Cold storage backups

Our service provides Acronis cold storage backups daily in case Microsoft Azure fails in both locations in your region.

2.2.3  Encryption

Customer data is protected both at rest and while in transit, using Azure SQL transparent data encryption and SSL encryption, respectively.

Raw data is protected using 256-bit encryption against attackers that may have physical access to a client.

2.2.4  Geo-replication

SQL replication between the two storage locations of your data preserves its consistency and integrity, and ensures it is backed up in case of an unforeseen event.

2.2.5  Failover

If one location fails, automatic failover switches the handling of your data to the secondary location in your region.

Refer to How We Handle Your Data for more information.

2.3  How is Customer Data restored?

2.3.1  Point-in-Time restore

Admin By Request uses Microsoft Azure SQL, which gives us the ability to do an Azure SQL restore from any point in time within the past 35 days.

2.3.2  Time taken for a data restore

The time taken for an Azure SQL restore varies depending on the size of the database and the point in time selected. It can range from minutes, to several hours for very large and/or active databases.

2.4  Other options for data access

Admin By Request provides customers with the ability to download all Auditlog data via our API and store it locally in a SIEM tool.

This ensures that, during a service outage event, customers still have access to their previously downloaded Auditlog data (keeping in mind, this data may not be completely up to date).

2.5  Other security measures

Before we even begin handling customer data, we ensure the integrity of our own files.

2.5.1  Access to the production environment

A strictly limited number of people have access to Admin By Request's production environment. These are:

  • The Head of Development

  • The Chief Technical Officer (CTO)

2.5.2  Internal security

We have strict security policies in place for all our employees. The Data Processing Agreement (Annex III: Technical and Organisational Measures) contains more information on the steps we take to protect your data.

We have been audited and are certified in a number of areas, including ISO 27001, Cyber Essentials Plus and several independent pentests - please refer to the Trust Center for full details.

Don't hesitate to contact us if you have any questions about data security at Admin By Request.

2.5.3  Software update security

When we do software updates, we use the Google service VirusTotal Monitor3 to scan the binary files by 70+ antimalware engines including Crowdstrike, McAfee, TrendMicro and Acronis. Files cannot be deployed without passing the scan of all 70+ engines, so before we put files into production for you to download, we have confirmation that they are safe.

Refer to our Data Processing Agreement (Annex III) for more information on internal security.

2.6  Customer confidentiality

Customer confidentiality in the case of an unforeseen event remains paramount, with Admin By Request adhering at all times to the European General Data Protection Regulation (GDPR). Specifically:

  • Clause 7.4 (b) of our Data Processing Agreement states that:

    "The processor shall grant access to the personal data undergoing processing to members of its personnel only to the extent strictly necessary for implementing, managing and monitoring of the contract. The processor shall ensure that persons authorised to process the personal data received have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality."

  • Section 17 of our Terms & Conditions requires (among other things) that Admin By Request keep confidential information of all customers strictly confidential, including not disclosing any confidential information to any person without prior written consent.

  • Annex III of our Data Processing Agreement requires Admin By Request to take appropriate technical and organizational security measures against the accidental loss of personal data and ensure that the data is not disclosed to any unauthorized person and is not misused or otherwise processed in contravention of the GDPR.

In the case of a personal data breach,Admin By Request shall notify affected customers in accordance with our DPA and applicable law.

More on the GDPR and customer confidentiality can be found in our Terms & Conditions and Data Processing Agreement documents.