Door utilises third-party products and services to support our mission and goals. Third-party relationships carry inherent and residual risks that must be considered as part of our due care and diligence. The Third-Party Information Security Risk Management Policy contains the requirements for how Door will conduct our third-party information security due diligence.
The following definitions apply only to aid the understanding of the reader of this policy:
Employee – defined as a person who is a part-time or full-time hourly or salaried employee who is performing work for Door as an employee, and not an independent contractor. Sometimes referred to as a “W2 employee”.Third-party – any person or organisation who provides a service or product to Door and is not an employee.Information Resources – any system involved in the creation, use, management, storage, and/or destruction of Door’s information and the information itself.Inherent information security risk – the information security risk related to the nature of the third-party relationship without accounting for any protections or controls. Inherent risk is sometimes referred to as “impact” and is used to classify third-party relationships as an indicator of what additional due diligence may be warranted.Residual information security risk – the information security risk remaining once all applicable protections and controls are accounted for.
The policy is organised into three sections; general, physical, and technical according to the precaution or requirement specified.
- Every third-party granted access to Door’s Information Resources must sign the Third-Party Non-Disclosure Agreement.
- All third-party relationships must be evaluated for inherent information security risk prior to any interaction with Door’s Information Resources.
- Criteria for inherent risk classifications must be established; “High”, “Medium”, and “Low”.
- All third-party relationships must be re-evaluated for inherent information security risk bi-annually and any time there is a material change in how Door utilises the third-party product or service.
- Third-party relationships with significant inherent risk (classified as “High” or “Medium”) must be evaluated for residual risk using questionnaires, publicly available information, and/or technical tools.
- Residual information security risk assessments must account for administrative, physical, and technical controls.
- Residual information security risk thresholds must be established for third-party relationships with significant inherent risk (classified as “High” or “Medium”).
- Third-party relationships that do not meet established residual information security risk thresholds:
- Must be terminated,
- Must be formally approved by executive management following an established waiver process, and/or;
- Changed in a manner that reduces inherent and/or residual information security risk to meet Door’s established thresholds.
- Third-party relationships concerning industry and/or regulatory requirements (i.e. PCI-DSS, HIPAA, etc.) must be reviewed on no less frequent than an annual basis.
- Third-party agreements and contracts must specify:
- The information on Door the vendor should have access to,
- How Door’s information is to be protected by the third-party,
- How Door’s information is to be transferred between Door and the third-party,
- Acceptable methods for the return, destruction or disposal of Door’s information in the third-party’s possession at the end of the relationship/contract,
- Minimum information security requirements,
- Information security incident response and notification requirements,
- Right for Door to audit third-party information security protections and controls.
- If the third-party subcontracts part of the information and communication technology service provided to Door, the third-party is required to ensure appropriate information security practices are followed throughout the supply chain,
- The third-party must only use Door’s Information Resources for the purpose of the business agreement and/or contract,
- Work outside of defined parameters in the contract must be approved in writing by the appropriate Door point of contact,
- Third-party performance must be reviewed annually to ensure compliance with agreed upon contracts and/or service level agreements (SLAs). In the event of non-compliance with contracts or SLAs regular meetings will be conducted until performance requirements are met.
- The third-party’s major IT work activities must be entered into or captured in a log:
- Made available to Door’s IT management upon request, and
- Must include events such as personnel changes, password changes, project milestones, deliverables, and arrival and departure times.
- Any other Door information acquired by the third-party during the contract cannot be used for the third-party’s own purposes or divulged to others.
- Third-party personnel must report all security incidents directly to the appropriate Door IT personnel.
- Door IT team will provide a technical point of contact for the third-party. The point of contact will work with the third-party to ensure compliance with this policy.
- Third-parties must provide Door a list of key personnel working on the contract when requested.
- Third-parties must provide Door with notification of key staff changes within 24 hours of change.
- Upon departure of a third-party employee from a contract, for any reason, the third-party will ensure all sensitive information is collected and returned to Door or destroyed within 24 hours.
- Upon termination of contract, third-parties must be reminded of confidentiality and non-disclosure requirements.
- Upon termination of contract or at the request of Door, the third-party must surrender all Door badges, access cards, equipment and supplies immediately.
- Any equipment and/or supplies to be retained by the third-party must be documented by authorised Door IT management.
Waivers from certain and specific policy provisions may be sought following the Door Waiver Process. There are no exceptions to any provisions noted in this policy until and unless a waiver has been granted.
This Third-Party Information Security Risk Management Policy supplements and compliments all other related information security policies, it does not supersede any such policy or vice versa. Where there are any perceived or unintended conflicts between Door policies, they must be brought to the attention of Door for immediate reconciliation.
Personnel found to have violated any provision of this policy may be subject to sanctions up to and including removal of access rights, termination of employment, termination of contract(s), and/or related civil or criminal penalties.
¶ 6. Review and Revision
This policy will be reviewed as it is deemed appropriate, but no less frequently than every 12 months.
Further information and advice on this policy can be obtained from the Door Team, policies@doorfunds.com.