Data Privacy and Security Plan

1. How we implement applicable data security and privacy contract requirements over the life of the Contract

• Continuous Monitoring: Real-time security monitoring through Sentry and PostHog analytics

• Regular Security Reviews: Quarterly security assessments and penetration testing

• Compliance Updates: Annual review and updates to security policies and procedures

• Vendor Management: Ongoing assessment of third-party service providers (Stripe, DigitalOcean, PostHog)

• Incident Response: 24/7 monitoring with aggressive response timelines (see section 5)

2. Administrative, operational and technical safeguards and practices to protect PII

• Continuous Monitoring: Real-time security monitoring through Sentry and PostHog analytics

• Regular Security Reviews: Quarterly security assessments and penetration testing

• Compliance Updates: Annual review and updates to security policies and procedures

• Vendor Management: Ongoing assessment of third-party service providers (Stripe, DigitalOcean, PostHog)

• Incident Response: 24/7 monitoring with aggressive response timelines (see section 5)

• Access Control: Role-based access control (RBAC) with principle of least privilege

• Employee Screening: Background checks for all employees with access to PII

• Security Policies: Comprehensive security policies and procedures documented and regularly updated

• Incident Response Plan: Documented procedures for security incidents and data breaches

• MFA Enforcement: Multi-factor authentication required for all admin accounts and infrastructure access

• Session Management: Secure session handling with automatic timeout and secure cookie settings

• Audit Logging: Comprehensive logging of all system access and data modifications

• Backup Procedures: Automated daily backups with encryption and secure storage

• Encryption at Rest: All data encrypted using encryption at rest

• Encryption in Transit: TLS 1.3 encryption for all data transmission

• API Security: REST API with JWT authentication and rate limiting

• Webhook Security: Stripe webhook signature verification with key rotation

• Database Security: Connection encryption and access controls

• Application Security: Built-in security middleware

3. Training received by employees and subcontractors on federal and state laws governing PII confidentiality

• FERPA Compliance: Family Educational Rights and Privacy Act training for all staff

• COPPA Compliance: Children's Online Privacy Protection Act training

• New York Education Law §2-d: State-specific data privacy requirements

• GDPR Awareness: General Data Protection Regulation training for international compliance

• Security Best Practices: Annual cybersecurity awareness training

• New Employee Training: Within 30 days of hire

• Annual Refresher: Yearly mandatory training updates

• Incident Response Training: Quarterly tabletop exercises

• Subcontractor Training: Required before access to any systems or data

• Online learning modules with completion tracking

• In-person workshops for complex topics

• Regular security newsletters and updates

• Knowledge assessments and certifications

4. Contracting processes to ensure employees and subcontractors are bound by written agreement to Contract requirements

• Confidentiality Agreements: All employees sign comprehensive confidentiality agreements

• Data Handling Policies: Written acknowledgment of data privacy and security policies

• Acceptable Use Policies: Clear guidelines for system and data access

• Termination Procedures: Immediate revocation of access upon employment termination

• Data Processing Agreements: All subcontractors sign DPAs with strict data protection requirements

• Security Requirements: Contractual obligations for security controls and incident reporting

• Audit Rights: Right to audit subcontractor security practices

• Liability Provisions: Clear liability for data breaches and security incidents

• Security Assessments: Regular security reviews of all third-party vendors

• Contract Reviews: Annual review of vendor contracts and security requirements

• Performance Monitoring: Ongoing monitoring of vendor security performance

5. Data security and privacy incident management and breach response procedures

• Automated Monitoring: 24/7 security monitoring through Sentry and PostHog

• Log Analysis: Real-time analysis of system logs and access patterns

• User Reporting: Anonymous incident reporting system for staff and users

• Vendor Alerts: Integration with vendor security alert systems

• Immediate Containment: Isolate affected systems and prevent further data exposure

• Evidence Preservation: Secure and preserve all evidence for investigation

• Stakeholder Notification: Notify affected users, EA, and regulatory authorities as required

• Remediation: Implement fixes and security improvements

• Post-Incident Review: Document lessons learned and update procedures

6. Data transition procedures when no longer needed to meet contractual obligations

• Data Export: Export all PII in standardized, machine-readable formats

• Secure Transfer: Use encrypted channels for data transfer to EA

• Verification: Confirm successful data transfer with EA

• Documentation: Maintain detailed records of all data transfers

• Secure Deletion: Use industry-standard secure deletion methods

• Backup Cleanup: Remove all data from backup systems and archives

• Third-Party Cleanup: Ensure all third-party systems are cleaned

• Destruction Certification: Provide written certification of data destruction

7. Secure destruction procedures for data no longer needed

• Secure Deletion: Use DoD 5220.22-M compliant deletion methods

• Database Cleanup: Complete removal from all database systems

• Log Cleanup: Secure deletion of all related log files

• Backup Destruction: Secure deletion of all backup copies

• Hard Drive Destruction: Physical destruction of all storage media

• Document Shredding: Cross-cut shredding of all printed materials

• Certification: Written certification of destruction completion

8. Backup and Recovery Plan

• Database Backups: Daily automated backups with point-in-time recovery capability

• Application Backups: Weekly full backups of application code and configurations

• Configuration Backups: Daily backups of system configurations and settings

• User Data Backups: Real-time replication for critical user data

• Primary Storage: Encrypted storage in DigitalOcean's secure data centers

• Secondary Storage: Cross-region replication for disaster recovery

• Retention Policy: 90-day retention for operational backups, 1-year for compliance

• Encryption: All backups encrypted at rest and in transit

• Recovery Time Objective (RTO): 4 hours for critical systems

• Recovery Point Objective (RPO): 1 hour for critical data

• Testing: Monthly recovery testing and validation

• Documentation: Detailed recovery procedures and runbooks