1. Our Commitment to Security

At Codex Systems, security and compliance are fundamental to everything we do. We implement enterprise-grade security practices across all our development processes, infrastructure, and client engagements. Our commitment extends to protecting your data, maintaining compliance with industry standards, and ensuring the highest levels of security in all our Microsoft-based solutions.

2. Compliance Frameworks

We maintain compliance with the following industry standards and regulations:

3. Data Protection & Privacy

Encryption Standards

• Data in Transit: TLS 1.3 encryption for all data transmission
• Data at Rest: AES-256 encryption for stored data
• Database Encryption: Transparent Data Encryption (TDE) for Azure SQL databases
• Key Management: Azure Key Vault for secure key storage and rotation

Data Handling Practices

• Data minimization - collecting only necessary information
• Purpose limitation - using data only for specified purposes
• Data segregation - logical separation of client data
• Secure data deletion - certified data destruction procedures
• Data residency - compliance with regional data storage requirements

4. Application Security

Secure Development Lifecycle

• Threat Modeling: Security risk assessment during design phase
• Secure Coding: Following OWASP Top 10 and CWE/SANS Top 25 guidelines
• Code Review: Mandatory security-focused peer code reviews
• Static Analysis: Automated SAST tools integrated in CI/CD pipeline
• Dynamic Testing: DAST and penetration testing before deployment
• Dependency Scanning: Regular vulnerability scanning of third-party libraries

Security Testing

• Penetration testing by certified ethical hackers
• Vulnerability assessments and remediation
• Security regression testing
• API security testing

5. Infrastructure Security

Azure Cloud Security

• Network Security: Virtual Network isolation, Network Security Groups, Azure Firewall
• Identity & Access: Azure Active Directory with MFA, Conditional Access policies
• DDoS Protection: Azure DDoS Protection Standard
• Web Application Firewall: Azure WAF for application-layer protection
• Security Monitoring: Azure Security Center and Microsoft Sentinel

Access Controls

• Principle of least privilege (PoLP)
• Role-based access control (RBAC)
• Multi-factor authentication (MFA) required
• Regular access reviews and audits
• Privileged Identity Management (PIM)

6. Incident Response

We maintain a comprehensive incident response plan to address security incidents promptly and effectively:

• 24/7 Monitoring: Continuous security monitoring and alerting
• Incident Response Team: Dedicated team for security incident handling
• Response Procedures: Documented incident response playbooks
• Client Notification: Timely communication of security incidents affecting client data
• Post-Incident Review: Root cause analysis and corrective actions
• Regulatory Reporting: Compliance with breach notification requirements

7. Employee Security

• Background Checks: Comprehensive screening of all employees
• Security Training: Mandatory security awareness training for all staff
• NDA Requirements: Confidentiality agreements for all personnel
• Clean Desk Policy: Physical security measures in office environments
• Device Security: Encrypted laptops, mobile device management (MDM)
• Access Revocation: Immediate access termination upon employee departure

8. Business Continuity & Disaster Recovery

• Data Backup: Regular automated backups with geo-redundant storage
• Disaster Recovery Plan: Documented DR procedures with defined RTO/RPO
• High Availability: Multi-region deployment for critical systems
• Regular Testing: Quarterly DR drills and failover testing
• Business Continuity: Redundant systems and alternate work arrangements

9. Third-Party Security

• Vendor Assessment: Security evaluation of all third-party vendors
• Contractual Requirements: Security and compliance clauses in vendor agreements
• Ongoing Monitoring: Regular review of vendor security posture
• Data Processor Agreements: GDPR-compliant DPA with all processors

10. Audit & Compliance Monitoring

• Regular Audits: Annual third-party security audits
• Compliance Assessments: Ongoing compliance monitoring and gap analysis
• Audit Logging: Comprehensive logging of security-relevant events
• Log Retention: Secure log storage per regulatory requirements
• Audit Reports: SOC 2 reports available to clients upon request

11. Client Security Responsibilities

While we implement comprehensive security measures, clients share responsibility for security in the following areas:

• Maintaining strong passwords and credential security
• Enabling and using multi-factor authentication
• Promptly reporting suspected security incidents
• Following security guidelines provided for application usage
• Keeping client-side systems and devices secure

12. Security Certifications & Attestations

Upon request, we can provide the following documentation to demonstrate our security posture:

• SOC 2 Type II Report
• ISO 27001 Certificate
• Penetration Test Results Summary
• Security Questionnaire Responses
• Data Processing Agreement (DPA)

13. Policy Updates

This Security & Compliance Policy is reviewed and updated regularly to reflect changes in our security practices, regulatory requirements, and industry best practices. Material changes will be communicated to clients through email notification and posting on our website.

14. Contact Information

For security-related inquiries, to report a security vulnerability, or to request security documentation: