The purpose of this Policy is to safeguard information belonging to Pacific Global Solutions Ltd. (PGSL) and its stakeholder (third parties, clients or customers and the general public), within a secure environment.
It is the goal of the PGSL that:
- Information will be protected against unauthorised access or misuse.
- Confidentiality of information will be secured.
- Integrity of information will be maintained.
- Availability of information / information systems is maintained for service delivery.
- Business continuity planning processes will be maintained.
- Regulatory, contractual and legal requirements will be complied with.
- Physical, logical, environmental and communications security will be maintained.
- When information is no longer of use, it is disposed of in a suitable manner.
- All information security incidents will be reported to concern department, and investigated through the appropriate management channel.
Information relates to:
- Electronic information systems (software, computers, and peripherals) owned by the PGSL whether deployed or accessed in or out of the company.
- The PGSL’s computer network used either directly or indirectly.
- Hardware, software and data owned by the PGSL.
- Paper-based materials.
- Electronic recording devices (video, audio, CCTV systems).
2 The Policy
The University requires all users to exercise a duty of care in relation to the operation and use of its information systems.
2.1 Authorised users of information systems
With the exception of information published for public consumption, all users of PGSL systems must be formally authorised by appointment as a member of staff, by enrolment as an employee, or by other process specifically authorised by the authorize committee. Authorised users will be in possession of a unique user identity. Any password associated with a user identity must not be disclosed to any other person.
Authorised users will pay due care and attention to protect PGSL information in their personal possession. Confidential, personal or private information must not be copied or transported without consideration of:
- permission of the information owner
- the risks associated with loss or falling into the wrong hands
- how the information will be secured during transport and at its destination.
2.2 Acceptable use of information systems
Use of the PGSL’s information systems by authorised users will be lawful, honest and decent and shall have regard to the rights and sensitivities of other people. The detail of acceptable use in specific areas may be found in the list of subsidiary policies detailed in the Appendix.
2.3 Information System Owners
PGSL’s directors or concern department head who are responsible for information systems are required to ensure that:
- Systems are adequately protected from unauthorised access.
- Systems are secured against theft and damage to a level that is cost-effective.
- Adequate steps are taken to ensure the availability of the information system, commensurate with its importance (Business Continuity).
- Electronic data can be recovered in the event of loss of the primary source. I.e. failure or loss of a computer system. It is incumbent on all system owners to backup data and to be able to restore data to a level commensurate with its importance (Disaster Recovery).
- Data is maintained with a high degree of accuracy.
- Systems are used for their intended purpose and that procedures are in place to rectify discovered or notified misuse.
- Any electronic access logs are only retained for a justifiable period to ensure compliance with the data protection, investigatory powers and freedom of information acts.
- Any third parties entrusted with PGSL’s data understand their responsibilities with respect to maintaining its security.
2.4 Personal Information
Authorised users of information systems are not given rights of privacy in relation to their use of PGSL’s information systems. Duly authorised officers of the PGSL’s may access or monitor personal data contained in any PGSL’s system (mailboxes, web access logs, etc).
Individuals in breach of this policy are subject to disciplinary procedures (staff or vendor) at the instigation of the department head/Director with responsibility for the relevant information system, including referral to the Police where appropriate.
PGSL will take legal action to ensure that its information systems are not used by unauthorised persons.
The department head of Information security has direct responsibility for maintaining this policy and providing guidance and advice on its implementation.
Information system owners are responsible for the implementation of this Policy within their area, and to ensure adherence.