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Data Protection Standards

This document outlines Bayat's standards and best practices for protecting data throughout its lifecycle across all projects and systems.

Table of Contents

Data Classification

All data must be classified according to these categories:

Classification Levels

  • Public: Information that can be freely disclosed to the public (e.g., marketing materials, public APIs)
  • Internal: Non-sensitive information for use within Bayat (e.g., internal documentation, non-sensitive emails)
  • Confidential: Business-sensitive information requiring protection (e.g., business plans, product strategy)
  • Restricted: Highly sensitive information with strict access controls (e.g., financial data, user credentials)
  • Regulated: Information subject to regulatory requirements (e.g., personal data, payment information)

Classification Process

  • Initial Classification: Data must be classified at creation/collection
  • Classification Review: Classification must be reviewed annually
  • Classification Authority: Data owners are responsible for classification
  • Clear Labeling: Classification level must be clearly marked on documents/systems

Data Collection and Minimization

Collection Standards

  • Purpose Limitation: Collect data only for specified, legitimate purposes
  • Minimization: Collect only what is necessary for the defined purpose
  • Legal Basis: Identify and document the legal basis for collection
  • Consent Management: Implement transparent consent mechanisms where required
  • Privacy Notices: Provide clear and accessible privacy information

Minimization Practices

  • Data Mapping: Document all data collection points and purposes
  • Collection Review: Regularly review data collection to eliminate unnecessary fields
  • Anonymization: Use anonymized data for analytics and testing
  • Pseudonymization: Implement pseudonymization for personal data when full identification is not required

Data Storage

Storage Locations

  • Approved Systems: Store data only in approved systems and locations
  • Data Segregation: Segregate data based on classification and sensitivity
  • Geographic Restrictions: Follow regulatory requirements for data location
  • Local Storage Limitations: Limit sensitive data on local devices

Database Security

  • Database Hardening: Follow database-specific hardening guidelines
  • Principle of Least Privilege: Implement minimal privileges for database users
  • Connection Security: Use encrypted connections to databases
  • Database Authentication: Use strong authentication for database access
  • Query Parameterization: Use parameterized queries to prevent injection

File Storage Security

  • Access Controls: Implement proper file-level access controls
  • Encryption at Rest: Encrypt sensitive files at rest
  • Secure File Transfers: Use secure protocols for file transfers
  • File Integrity: Implement file integrity monitoring for critical files

Data Encryption

Encryption Standards

  • Algorithms and Key Lengths:

    • Symmetric Encryption: AES-256
    • Asymmetric Encryption: RSA-2048 or better, ECDSA with P-256 or better
    • Hashing: SHA-256 or better
    • Key Exchange: Diffie-Hellman with minimum 2048-bit key or ECDHE
    • TLS: Minimum TLS 1.2, prefer TLS 1.3

  • Encryption Coverage:

    • Data at Rest: All confidential, restricted, and regulated data
    • Data in Transit: All data transmitted over networks
    • Data in Use: Use memory encryption for highly sensitive operations

Key Management

  • Key Generation: Use cryptographically secure random number generators
  • Key Storage: Store keys in dedicated hardware security modules (HSMs) or key management services
  • Key Rotation: Implement regular key rotation schedules
  • Key Access Control: Restrict access to encryption keys
  • Key Backup: Securely back up encryption keys
  • Key Destruction: Securely destroy keys at end of lifecycle

Data Access Controls

Access Control Principles

  • Least Privilege: Grant minimum access required for job function
  • Need-to-Know: Base access on demonstrated business need
  • Separation of Duties: Divide critical functions among different individuals
  • Defense in Depth: Implement multiple layers of access controls

Implementation Requirements

  • Strong Authentication: Require strong authentication methods
  • Role-Based Access Control (RBAC): Implement role-based permissions
  • Regular Review: Review access rights quarterly
  • Privileged Access Management: Implement enhanced controls for privileged accounts
  • Just-in-Time Access: Provide temporary elevated access when needed
  • Access Revocation: Promptly revoke access upon role change or departure

Data Transmission

Secure Channels

  • TLS Requirement: Use TLS 1.2+ for all data transmissions
  • Certificate Management: Implement proper certificate validation and management
  • Allowed Protocols: Restrict to secure transmission protocols (HTTPS, SFTP, etc.)
  • API Security: Follow API security standards document
  • File Transfer Security: Implement secure file transfer mechanisms

End-to-End Encryption

  • Required for: Communications with restricted or regulated data
  • Implementation Standards: Follow platform-specific E2EE guidelines
  • Key Verification: Implement key verification mechanisms
  • Forward Secrecy: Implement perfect forward secrecy where applicable

Data Retention and Deletion

Retention Policies

  • Retention Schedule: Document retention periods for all data types
  • Legal Holds: Implement processes for suspending deletion when required
  • Retention Enforcement: Automate retention policies where possible
  • Exceptions Management: Document and authorize exceptions to retention policies

Secure Deletion

  • Deletion Methods: Use secure deletion techniques appropriate to media type
  • Verification: Verify deletion of sensitive data
  • Hardware Disposal: Follow media sanitization standards for equipment disposal
  • Third-Party Deletion: Ensure third parties comply with deletion requirements

Data Processing

Secure Processing Requirements

  • Processing Limitations: Process data only for specified purposes
  • Data Integrity: Maintain accuracy and completeness during processing
  • Processing Logs: Maintain logs of significant data processing activities
  • Data Transformations: Document and validate data transformation processes

Secure Development

  • Secure SDLC: Follow secure development lifecycle for data processing systems
  • Security Testing: Test for data protection vulnerabilities
  • Privacy by Design: Incorporate privacy considerations in system design
  • Code Reviews: Include data protection in code review criteria

Data Sharing and Third Parties

Sharing Requirements

  • Data Sharing Agreements: Document all data sharing arrangements
  • Transfer Mechanisms: Use approved mechanisms for data transfers
  • Data Minimization: Share only necessary data elements
  • Tracking Shared Data: Maintain inventory of data shared externally

Third-Party Management

  • Vendor Assessment: Assess data protection capabilities before engagement
  • Contractual Requirements: Include data protection clauses in contracts
  • Ongoing Monitoring: Regularly review third-party compliance
  • Incident Response Coordination: Define incident response processes for third parties

Data Protection Impact Assessments

Assessment Requirements

  • When Required: Before implementing high-risk processing activities
  • Methodology: Follow structured assessment methodology
  • Approval Process: Document approval by privacy team
  • Remediation Planning: Address identified risks before implementation
  • Re-assessment: Conduct periodic reassessments

Documentation Requirements

  • Processing Activities: Document nature, scope, and purpose
  • Necessity Assessment: Demonstrate necessity and proportionality
  • Risk Assessment: Document risks to individuals
  • Mitigation Measures: Document controls to address risks
  • Consultation Records: Document stakeholder consultations

Data Backup and Recovery

Backup Standards

  • Coverage: Define what data requires backup
  • Frequency: Define backup frequency by data type
  • Retention: Define backup retention periods
  • Testing: Regularly test backup restoration
  • Encryption: Encrypt all backups
  • Off-site Storage: Store backups in geographically separate location

Recovery Requirements

  • Recovery Time Objectives: Define maximum acceptable downtime
  • Recovery Point Objectives: Define maximum acceptable data loss
  • Recovery Procedures: Document detailed recovery procedures
  • Recovery Testing: Conduct regular recovery exercises
  • Incident Classification: Define levels of data recovery incidents

Data Breach Response

Breach Readiness

  • Response Team: Establish data breach response team
  • Response Plan: Document and test data breach response procedures
  • Detection Capabilities: Implement breach detection mechanisms
  • Communication Templates: Prepare breach notification templates
  • Forensic Readiness: Establish forensic investigation capabilities

Response Requirements

  • Containment Procedures: Document steps to contain breaches
  • Impact Assessment: Process for assessing breach impact
  • Notification Procedures: Process for required notifications
  • Documentation Requirements: Document breach responses
  • Post-Incident Review: Conduct lessons learned analysis

Auditing and Logging

Logging Requirements

  • Events to Log: All access, changes, and processing of sensitive data
  • Log Content: Include who, what, when, and where for each event
  • Log Protection: Protect integrity and confidentiality of logs
  • Log Retention: Retain logs according to retention policy
  • Log Review: Regular review of security logs

Audit Controls

  • Internal Audits: Regular audits of data protection controls
  • External Audits: Periodic independent verification
  • Continuous Monitoring: Implement continuous compliance monitoring
  • Audit Trails: Maintain non-repudiable audit trails for sensitive operations
  • Remediation Tracking: Track remediation of audit findings

Compliance Requirements

Regulatory Compliance

  • GDPR: European data protection requirements
  • CCPA/CPRA: California privacy requirements
  • HIPAA: Health information protection (when applicable)
  • PCI DSS: Payment card data protection
  • Industry-Specific: Requirements specific to industry

Internal Compliance

  • Policy Training: Data protection training for all staff
  • Compliance Monitoring: Regular assessment of compliance status
  • Documentation: Maintain required compliance documentation
  • Control Mapping: Map controls to compliance requirements
  • Exception Management: Document and approve compliance exceptions

Implementation Guidelines by Platform

Cloud Environments

  • Configuration Standards: Secure configuration for cloud services
  • Cloud Security Tools: Use cloud provider security services
  • Shared Responsibility: Understand platform vs. customer security responsibilities
  • Cloud Storage Encryption: Encrypt all cloud-stored sensitive data
  • Cloud Access Security: Implement cloud access security broker where needed

Mobile Applications

  • Local Storage Security: Secure storage of data on mobile devices
  • Transit Security: Secure all communication with backend services
  • Authentication: Strong authentication for data access
  • Data Minimization: Limit sensitive data stored on mobile devices
  • Device Loss Protection: Implement remote wipe capabilities

Web Applications

  • Input Validation: Validate all data inputs
  • Output Encoding: Encode all outputs to prevent injection
  • Session Protection: Secure session management
  • Client-Side Security: Minimize sensitive data in client-side code
  • API Security: Follow API security standards

Desktop Applications

  • Local Data Security: Encrypt sensitive local data
  • Memory Protection: Protect sensitive data in memory
  • Secure Updates: Implement secure application update mechanism
  • Configuration Security: Secure application configuration data
  • Installation Security: Verify installation integrity

References