Security practices

Last Updated: June 17, 2018

We take the security of your data very seriously at Teebly. As transparency is one of the principles on which our company is built, we aim to be as clear and open as we can about the way we handle security.

If you have additional questions regarding security, we are happy to answer them. Please write to feedback@teebly.co and we will respond as quickly as we can.

Confidentiality

We place strict controls over our employees’ access to the data you and your users make available via the Teebly services, as more specifically defined in your agreement with Teebly covering the use of the Teebly services (“Customer Data”), and are committed to ensuring that Customer Data is not seen by anyone who should not have access to it. The operation of the Teebly services requires that some employees have access to the systems which store and process Customer Data. For example, in order to diagnose a problem you are having with the Teebly services, we may need to access your Customer Data. These employees are prohibited from using these permissions to view Customer Data unless it is necessary to do so. We have technical controls and audit policies in place to ensure that any access to Customer Data is logged.

All of our employees and contract personnel are bound to our policies regarding Customer Data and we treat these issues as matters of the highest importance within our company.

Personnel Practices

Teebly conducts background checks on all employees before employment, and employees receive privacy and security training during onboarding as well as on an ongoing basis. All employees are required to read and sign our comprehensive information security policy covering the security, availability, and confidentiality of the Teebly services.

Compliance

The environment that hosts the Teebly services maintains multiple certifications for its data centers, including ISO 27001 compliance, FedRAMP authorization, PCI Certification, and SOC reports. For more information about their certification and compliance, please visit the AWS Security website and AWS Compliance website. Teebly is a PCI Level 4 Merchant and has completed the Payment Card Industry Data Security Standard’s SAQ-A. We use a third party to process credit card information securely. Teebly is not currently a PCI-certified Service Provider.

Security Features for Team Members & Administrators

In addition to the work we do at the infrastructure level, we provide Customer with additional tools to enable their own users to protect their Customer Data.

Access Logging

Detailed access logs are available both to users and administrators of Customer. We log every time an Authorized User signs in, noting the type of device used and the IP address of the connection.

Customer can review consolidated access logs for their whole organisation. We also make it easy for Customer to remotely terminate all connections and sign out all devices authenticated to the Teebly services at any time, on-demand.

Team-Wide Two-Factor Authentication

Customer can require for all Authorized Users within their organisation to set up two-factor authentication on their accounts.

Data Retention

Customer can configure custom message and document retention policies on a team-wide and per-channel basis. Setting a custom duration for retention means that messages or files older than the duration you set will be deleted on a nightly basis.

Deletion of Customer Data

Teebly provides the option for Channel Owners to delete Customer Data at any time during a subscription term. Within 24 hours of Channel Owner initiated deletion, Teebly hard deletes all information from currently-running production systems (excluding team and channel names, and search terms embedded in URLs in web server access logs). Teebly services backups are destroyed within 14 days.

Customer Data sent to or received from Authorized Users others than employees of the Channel will remain as a copy available to these Authorized Users.

Return of Customer Data

Customer data can be exported on request. Teebly will comply with this request within thirty (30) days or within a reasonable period if the request is excessive.

Data Encryption In Transit and At Rest

The Teebly services support the latest recommended secure cipher suites and protocols to encrypt all traffic in transit. Customer Data is encrypted at rest. This makes sure, that Teebly employees will never see Customer Data unless necessary, defined under “Confidentiality”.

We monitor the changing cryptographic landscape closely and work promptly to upgrade the service to respond to new cryptographic weaknesses as they are discovered and implement best practices as they evolve. For encryption in transit, we do this while also balancing the need for compatibility for older clients.

Availability

We understand that you rely on the Teebly services to work. We’re committed to making Teebly a highly-available service that you can count on. Our infrastructure runs on systems that are fault tolerant, for failures of individual servers or even entire data centers. Our operations team tests disaster-recovery measures regularly and staffs an around-the-clock on-call team to quickly resolve unexpected incidents.

Disaster Recovery

Customer Data is stored redundantly at multiple locations in our hosting provider’s data centers to ensure availability. We have well-tested backup and restoration procedures, which allow recovery from a major disaster. Customer Data and our source code are automatically backed up nightly. The Operations team is alerted in case of a failure with this system. Backups are fully tested at least every 90 days to confirm that our processes and tools work as expected.

Network Protection

In addition to sophisticated system monitoring and logging, we have implemented two-factor authentication for all server access across our production environment. Firewalls are configured according to industry best practices and unnecessary ports are blocked by configuration with AWS Security Groups.

Host Management

We perform automated vulnerability scans on our production hosts and remediate any findings that present a risk to our environment. We enforce screens lockouts and the usage of full disk encryption for company laptops.

Logging

Teebly maintains an extensive, centralized logging environment in its production environment which contains information pertaining to security, monitoring, availability, access, and other metrics about the Teebly services. These logs are analyzed for security events via automated monitoring software, overseen by the security team.

Incident Management & Response

In the event of a security breach, Teebly will promptly notify you of any unauthorized access to your Customer Data. Teebly has incident management policies and procedures in place to handle such an event.

External Security Audits

We contract with respected external security firms who perform regular audits of the Teebly services to verify that our security practices are sound and to monitor the Teebly services for new vulnerabilities discovered by the security research community. In addition to periodic and targeted audits of the Teebly services and features, we also employ the use of continuous hybrid automated scanning of our web platform.

Product Security Practices

New features, functionality, and design changes go through a security review process facilitated by the security team. In addition, our code is audited with automated static analysis software, tested, and manually peer-reviewed prior to being deployed to production. The security team works closely with development teams to resolve any additional security concerns that may arise during development.

Teebly also operates a security bug bounty program. More details of this program are available upon request.