This Information Security Policy is intended to protect Climateplan Inc's employees, partners and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.
Last updated: Mar 01, 2023
Overview
Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, web browsing, and file transfers, are the property of Climateplan Inc. These systems are to be used for business purposes in serving the interests of the company, and of our clients and customers in the course of normal operations.
Effective security is a team effort involving the participation and support of every Climateplan Inc employee or contractor who deals with information and/or information systems. It is the responsibility of every team member to read and understand this policy, and to conduct their activities accordingly.
Purpose
The purpose of this policy is to communicate our information security policies and outline the acceptable use and protection of Climateplan Inc's information and assets. These rules are in place to protect customers, employees, and Climateplan Inc. Inappropriate use exposes Climateplan Inc to risks including virus attacks, compromise of network systems and services, financial and reputational risk, and legal and compliance issues.
The Climateplan Inc "Information Security Policy" is comprised of this policy and all Climateplan Inc policies referenced and/or linked within this document.
Scope
This policy applies to the use of information, electronic and computing devices, and network resources to conduct Climateplan Inc business or interact with internal networks and business systems, whether owned or leased by Climateplan Inc, the employee, or a third party. All employees, contractors, consultants, temporary, and other workers at Climateplan Inc and its subsidiaries are responsible for exercising good judgment regarding appropriate use of information, electronic devices, and network resources in accordance with Climateplan Inc policies and standards, and local laws and regulations.
This policy applies to employees, contractors, consultants, temporaries, and other workers at Climateplan Inc, including all personnel affiliated with third parties. This policy applies to allClimateplan Inc-controlled company and customer data as well as all equipment, systems, networks and software owned or leased by Climateplan Inc.
Security Incident Reporting
Whistleblower Anonymous Fraud Reporting
Our Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that we can address and correct inappropriate conduct and actions. It is the responsibility of all employees to report concerns about violations of our code of ethics or suspected violations of law or regulations that govern our operations.
It is contrary to our values for anyone to retaliate against any employee or who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.
Anonymous reports may be submitted via the following form.
Mobile Device Policy
All end-user devices (e.g., mobile phones, tablets, laptops, desktops) must comply with this policy. Employees must use extreme caution when opening email attachments received from unknown senders, which may contain malware.
System level and user level passwords must comply with the Access Control Policy. Providing access to another individual, either deliberately or through failure to secure a device is prohibited.
All end-user, personal (BYOD) or company owned devices used to access Climateplan Inc information systems (i.e. email) must adhere to the following rules and requirements:
Devices must be locked with a password (or equivalent control such as biometric) protected screensaver or screen lock after 5 minutes of non-use
Devices must be locked whenever left unattended
Users must report any suspected misuse or theft of a mobile device immediately to Climateplan Inc's Security Department (security@waterplan.com)
Confidential information must not be stored on mobile devices or external devices like USB drives (this does not apply to business contact information, e.g., names, phone numbers, and email addresses)
Any mobile device used to access company resources (such as file shares and email) must not be shared with any other person
Upon termination users agree to return all company owned devices and delete all company information and accounts from any personal devices
Devices must be configured not to auto run content in removable devices
Clear Screen Clear Desk Policy
Remote Access Policy
Laptops and other computer resources that are used to access the Climateplan Inc network must conform to the security requirements outlined in Climateplan Inc's Information Security Policies and adhere to the following standards:
To ensure mobile devices do not connect a compromised device to the company network, Antivirus policies require the use and enforcement of client-side antivirus software
Antivirus software must be configured to detect and prevent or quarantine malicious software, perform periodic system scans, and have automatic updates enabled
Users must not connect to any outside network without a secure, up-to-date software firewall configured on the mobile computer
Users are prohibited from changing or disabling any organizational security controls such as personal firewalls, antivirus software on systems used to access Climateplan Inc resources
Use of remote access software and/or services (e.g., VPN client) is allowable as long as it is provided by the company and configured for multifactor authentication MFA
Unauthorized remote access technologies may not be used or installed on any Climateplan Inc system
Users shall use a VPN when transmitting confidential information on public Wi-Fi
If you access from a public computer (e.g., from a business center, hotel, etc.), log out of the session and don't save anything. Don't check "remember me", collect all printed materials and do not download files to a non-Climateplan Inc controlled system
Acceptable Use Policy
Climateplan Inc reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.
Unacceptable Use
The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities with properly documented Management approval. Under no circumstances is an employee of Climateplan Inc authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing.
Climateplan Inc-owned resources or while representing Climateplan Inc in any capacity. The list below is not exhaustive, but attempts to provide a framework for activities which fall into the category of unacceptable use.
The following activities are strictly prohibited, with no exceptions:
01.
Violations of the rights of any person or company protected by copyright, trade secret, patent, or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of "pirated" or other software products that are not appropriately licensed for use by Climateplan Inc
04.
Exporting software, technical information, encryption software, or technology, in violation of international or regional export control laws, is illegal. The appropriate management shall be consulted prior to export of any material that is in question
07.
Inappropriate password storage such as paper or embedded in code, configuration files, batch files, scripts, or any other mechanism that is discoverable by anyone
10.
Making fraudulent offers of products, items, or services originating from any Climateplan Inc account
13.
Circumventing user authentication or security of any host, network, or account
16.
Providing information about, or lists of: Climateplan Inc employees, contractors, partners, or customers to parties outside Climateplan Inc without authorization
02.
Accessing data, a server, or an account for any purpose other than conducting Climateplan Inc business, even if you have authorized access, is prohibited
05.
Introduction of malicious programs into the network or systems (e.g., viruses, worms, Trojan horses, email bombs, etc.)
08.
Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient, or logging into a server or account that the employee is not expressly authorized to access, unless these duties are within the scope of regular duties. For purposes of this section, "disruption" includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes
11.
Making statements about warranty, expressly or implied, unless it is a part of normal job duties
14.
Executing any form of network monitoring which will intercept data not intended for the employee's host, unless this activity is a part of the employee's normal job/duty
17.
Interfering with or denying service to any user other than the employee's host (for example, denial of service attack)
03.
Unauthorized copying of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books, or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which Climateplan Inc or the end user does not have an active license
06.
Revealing your account password to others or allowing use of your account by others. This includes family and other household members when work is being done at home
09.
Using a Climateplan Inc computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws
12.
Port scanning or security scanning is expressly prohibited unless prior notification to the Climateplan Inc security team is made
15.
Introducing honeypots, honeynets, or similar technology on the Climateplan Inc network.
18.
Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user's session, via any means
Email and Communication Activities
When using company resources to access and use the Internet, users must realize they represent the company and act accordingly.
The following activities are strictly prohibited, with no exceptions:
Sending unsolicited email messages, including the sending of "junk mail", or other advertising material to individuals who did not specifically request such material (email spam)
Any form of harassment via email, telephone, or texting, whether through language, frequency, or size of messages
Unauthorized use, or forging, of email header information
Solicitation of email for any other email address, other than that of the poster's account, with the intent to harass or to collect replies
Creating or forwarding "chain letters", "Ponzi", or other "pyramid" schemes of any type
Use of unsolicited email originating from within Climateplan Inc networks or other service providers on behalf of, or to advertise, any service hosted by Climateplan Inc or connected via Climateplan Inc's network
Additional Policies and Procedures Incorporated by Reference
Roles
Purpose
Access Control Policy.
To limit access to information and information processing systems, networks, and facilities to authorized parties in accordance with business objectives.
Asset Management Policy
To identify organizational assets and define appropriate protection responsibilities.
Business Continuity & Disaster Recovery Plan
To prepare Climateplan Inc in the event of extended service outages caused by factors beyond our control (e.g., natural disasters, man-made events), and to restore services to the widest extent possible in a minimum time frame.
Cryptography Policy
To ensure proper and effective use of cryptography to protect the confidentiality, authenticity and/or integrity of information.
Data Management Policy
To ensure that information is classified and protected in accordance with its importance to the organization.
Human Resources Policy
To ensure that employees and contractors meet security requirements, understand their responsibilities, and are suitable for their roles.
Operations Security Policy
To ensure the correct and secure operation of information processing systems and facilities.
Physical Security Policy
To prevent unauthorized physical access or damage to the organization's information and information processing facilities.
Risk Management Policy
To define the process for assessing and managing Climateplan Inc's information security risks in order to achieve the company's business and information security objectives.
Secure Development Policy
To ensure that information security is designed and implemented within the development lifecycle for applications and information systems.
Third-Party Management Policy
To ensure protection of the organization's data and assets that are shared with, accessible to, or managed by suppliers, including external parties or third-party organizations such as service providers, vendors, and customers, and to maintain an agreed level of information security and service delivery in line with supplier agreements.
