Security Practices

Effective: February 7, 2024

We take the security of your data very seriously at 5 Dynamics. 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 support@simpli5.com 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 Simpli5 platform, as more specifically defined in your agreement with 5 Dynamics covering the use of the Simpli5 platform (“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 Simpli5 platform 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 Simpli5 platform, 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 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

5 Dynamics 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 Simpli5 platform.

Compliance

The following security-related audits and certifications are applicable to the Simpli5 platform:

PCI: 5 Dynamics is not currently a PCI-certified Service Provider. We are a PCI Level 4 Merchant and have completed the Payment Card Industry Data Security Standard’s SAQ-A, allowing us to use a third party to process your credit card information securely.

The environment that hosts the Simpli5 platform maintains multiple certifications for its data centers, including ISO 27001 compliance, PCI Certification, and SOC reports. For more information about their certification and compliance, please visit the AWS Security website and the AWS Compliance website.

Security Features for Team Members & Administrators

In addition to the work we do at the infrastructure level, we provide Team Administrators of the Simpli5 platform with additional tools to enable their own users to protect their Customer Data.

Access Logging

Detailed access logs are available internally to 5 Dynamics administrators. We log every time an account signs in, noting the type of device used and the IP address of the connection.

Administrators can review consolidated access logs for any organization. We also make it easy for administrators to remotely terminate connections to the Simpli5 platform at any time, on-demand.

Deletion of Customer Data

Simpli5 provides the option for organization administrators to delete Customer Data at any time during a subscription term. When a user connection is removed from an organization, their data is no longer visible to the organization. If that user is not a member of any other organization, Simpli5 hard deletes all information from currently-running production systems (excluding search terms embedded in URLs in web server access logs). Simpli5 platform backups are destroyed within 30 days.

Data Encryption In Transit

The Simpli5 platform supports the latest recommended secure cipher suites and protocols to encrypt all traffic in transit. Customer Data is encrypted during transit.

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 Simpli5 platform to work. We’re committed to making Simpli5 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

5 Dynamics maintains extensive, centralized logging in its production environment which contains information pertaining to security, monitoring, availability, access, and other metrics about the Simpli5 platform. 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, 5 Dynamics will promptly notify you of any unauthorized access to your Customer Data. 5 Dynamics has incident management policies and procedures in place to handle such an event.

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.