Data security & privacy

ClientManager Data Security Summary

Introduction

At ClientManager, we understand that the security of your data is paramount. This page provides a summary of the measures we take to protect the information you entrust to our ClientManager CRM application. We're committed to maintaining a robust security posture in line with industry best practices and applicable data protection laws, particularly South Africa's Protection of Personal Information Act (POPI).

Our Commitment to Data Security

Our primary goal is to ensure the confidentiality, integrity, and availability of your Customer Data. We achieve this through a combination of technical safeguards, organisational policies, and a commitment to continuous improvement.

Key Security Measures

1. Data Confidentiality

Confidential Information: All Customer Data is treated as strictly Confidential Information, as defined in our Terms and Conditions. This means we are legally and contractually bound not to disclose or publish your data to any third party without your consent, unless legally required.
Limited Access: Access to Customer Data by ClientManager personnel is strictly limited to those who require it for operational purposes (e.g., providing support, performing maintenance). All personnel are bound by confidentiality obligations.

2. Data Integrity and Accuracy

Secure Input: The Services are designed to ensure the integrity of the data you input.
Customer Responsibility: While we provide the platform, the Customer remains solely responsible for the legality, reliability, integrity, accuracy, and quality of the Customer Data they input into the system. We encourage you to keep your data up to date.

3. Data Availability and Resilience

Uptime: We strive to make the Services and Documentation available 24 hours a day, 7 days a week, with planned maintenance windows communicated in advance (Friday 19:00 to Sunday 19:00, with unscheduled maintenance from 19:00 to 07:00).
Back-ups: We maintain back-ups of Customer Data for a maximum period of 30 rolling calendar days. In the event of data loss or damage on our side, our sole remedy is to use reasonable commercial endeavours to restore your data from the latest back-up.
Your Back-up Responsibility: We strongly recommend and advise that you, as the Customer, download back-ups of your Customer Data at regular intervals. This provides an additional layer of security and control for your business.

4. Technical and Organisational Safeguards

Risk Management: We take reasonable steps to identify all reasonably foreseeable internal and external risks to Customer Data under our possession or control.
Safeguard Implementation: We establish and maintain appropriate safeguards against identified risks and regularly verify that these safeguards are effectively implemented.
Security Measures: We implement appropriate and reasonable technical and organisational measures to prevent the loss of, damage to, or unauthorised destruction of Customer Data and the unlawful access to or processing thereof. This includes measures against Viruses and malicious code.
Network Security: We reserve the right to take any action deemed necessary to preserve the security, integrity, and reliability of our network and back-office applications.

5. Compliance and Incident Response

Data Protection Laws: We are committed to strictly complying with all applicable Data Protection Laws, including POPI, and ensure our systems and operations meet the minimum security standards required by these laws.
Breach Notification: In the event of any unlawful or unauthorised access, disclosure, copying, destruction, or amendment to your Customer Data, or if it is suspected, we will notify you as soon as reasonably possible with sufficient information for you to report the incident appropriately.

Customer Responsibilities for Security

While ClientManager implements robust security measures, your active participation is crucial for overall data security:

Authorised User Management: Ensure that only the permitted number of Authorised Users access the Services and that each Authorised User maintains a secure password.
Prohibited Use: Do not access, store, distribute, or transmit any Viruses or unlawful, harmful, or offensive material. Do not attempt to copy, modify, or reverse engineer the Software.
Secure Network: You are responsible for procuring and maintaining your own secure network connections and telecommunications links to our data centres.
No Tampering: Do not utilise the Services in any manner that may compromise the security of our networks or tamper with the Services in any way.

Important Considerations

Third-Party Programmes: If you choose to integrate or interact with third-party programmes via our Services, please be aware that ClientManager has no control over their security practices or data handling. You use such programmes at your own risk.
No Absolute Guarantee: While we employ stringent security measures, no system connected to the internet can guarantee 100% security. We continuously work to protect your data but cannot eliminate all risks.

Questions about Security?

If you have any further questions or concerns about our data security practices, please don't hesitate to reach out to us at support@clientmanager.co.za .