Vitalvox trust center
Ensure the security of your conversations at every stage
Secure your data at all business levels with advanced enterprise-grade security, ensuring reliability and privacy throughout.
Our compliance milestones
Vitalvox trust center
Ensure the security of your conversations at every stage
Secure your data at all business levels with advanced enterprise-grade security, ensuring reliability and privacy throughout.
Our compliance milestones
App Security
Application Security
Code Detection
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Code Development
VitalVox developers follow industry-standard practices, including OWASP Secure Coding Guidelines. All code is tested for security and functionality before production. The Application Security team offers annual, language-specific secure coding training with assessments to ensure compliance.
Credentials Management
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Data Security
Data Security
Data Backups
At VitalVox, we prioritize the security and reliability of your data through regular and secure data backups. Our systems are designed to automatically back up all critical information at scheduled intervals, ensuring that your data is protected against accidental loss, corruption, or unforeseen incidents. These backups are stored in secure, encrypted environments, allowing for quick recovery and minimal downtime in case of any disruptions. By implementing robust backup protocols, we guarantee the continuity and integrity of your data, giving you peace of mind that your information is always safe with VitalVox.
Encryption-in-Transit
At VitalVox, we ensure the security of your data through Encryption-in-Transit protocols. This means that any data transmitted between your device and our servers is encrypted using industry-standard encryption techniques, such as SSL/TLS. By encrypting data during transit, we protect it from being intercepted, altered, or accessed by unauthorized parties while it moves across networks. This layer of security ensures that sensitive information remains confidential and secure as it is transferred, safeguarding your data from potential threats.
Encryption-at-Rest
At VitalVox, we protect your data through Encryption-at-Rest, ensuring that all stored information is encrypted while it resides on our servers. This security measure uses advanced encryption techniques to safeguard data, preventing unauthorized access even if the storage devices are compromised. By encrypting data at rest, we provide an additional layer of protection, ensuring that sensitive information remains secure and private, even when not actively in use. This commitment to security helps keep your data safe from potential breaches and unauthorized access.
Physical Security
Badge Access
All access to VitalVox facilities is controlled through a secure badging system. Employees are required to carry their badges at all times to gain entry into any company space. Regular audits are conducted by the Facilities Manager or a designated representative to ensure that no former employees have retained active badge access after termination.
Visitor Access
Visitors are not allowed access to VitalVox premises without prior approval from authorized management. All visitors must check in, receive a visitor badge, and be accompanied by their host throughout their visit. Hosts are responsible for ensuring their visitors follow company security protocols. If the host lacks the proper authorization for access to specific areas, they must be accompanied by a staff member with the necessary clearance.
Prohibited Items
VitalVox strictly prohibits weapons or any items that could be used as weapons on company property, at company events, or during any company-related activities. This policy is enforced to maintain a safe and secure environment for all personnel.
Access Monitoring
At VitalVox, we prioritize the security of our facilities and information through comprehensive access monitoring practices. All entry points to our premises are equipped with surveillance systems that continuously track and record access activities. This monitoring ensures that only authorized personnel can enter sensitive areas, providing real-time visibility into who is accessing our facilities and when.
Regular reviews of access logs are conducted to detect any unusual or unauthorized access attempts. In addition, alerts are generated for suspicious activities, allowing our security team to respond swiftly to potential security breaches. By implementing robust access monitoring measures, we ensure a safe and secure environment for all employees and visitors while safeguarding our critical assets.
Endpoint Security
Endpoint Security
Endpoint Detection
At VitalVox, we ensure robust protection of our servers and employee computers by utilizing commercial-grade antivirus software. This software is regularly updated with the latest vendor patches and releases to maintain peak security. Our antivirus solution includes comprehensive features such as anti-malware, sandboxing, firewall protection, and intrusion prevention. Every server and machine is equipped with antivirus protection that is updated immediately when new updates become available. Additionally, we implement advanced Endpoint Detection and Response (EDR) to monitor and safeguard against potential threats, ensuring timely detection and removal or quarantine of viruses and malware on Windows servers and workstations.
Intrusion Detection System
At VitalVox, we implement a robust Intrusion Detection System (IDS) to safeguard our network and sensitive data from potential security threats. The IDS continuously monitors network traffic and system activities for any signs of unauthorized access or suspicious behavior. By analyzing patterns and anomalies in real-time, the system can promptly detect and alert our security team to potential intrusions.
Our IDS is designed to enhance our overall security posture, providing an additional layer of defense alongside our existing security measures. Regular updates and configuration adjustments ensure that the system remains effective against evolving threats. By leveraging advanced detection capabilities, we strive to protect our critical assets and maintain the integrity of our systems.
Customer Data
At VitalVox, we enforce strict policies regarding the storage of customer data on endpoints. End users are prohibited from saving client information on their local drives, and local administrator accounts are disabled to minimize security risks. Access to client data is limited to authorized personnel only, ensuring that sensitive information remains centrally managed and safeguarded.
To reinforce this policy, we utilize group policies and access controls that prevent users from saving data locally. Additionally, all firm-issued laptops are equipped with full disk encryption using AES-256, providing an extra layer of protection for client data. This comprehensive approach helps maintain the confidentiality and integrity of sensitive customer information.
Network Security
Network Security
Firewall
At VitalVox, we safeguard our network and application perimeters using advanced firewalls and session border controllers. These systems provide robust protection by filtering incoming and outgoing traffic, ensuring that only legitimate data is allowed through.
We also utilize content filtering and Intrusion Detection Systems (IDS) to actively monitor network activity for any suspicious traffic or potential attacks. Additionally, our firewall blacklisting strategy helps prevent unauthorized access, reinforcing our multi-layered security approach to protect our systems and sensitive information.
Data Loss Prevention
At VitalVox, we employ comprehensive Data Loss Prevention (DLP) strategies to safeguard sensitive information and prevent unauthorized access or data breaches. Our DLP solutions monitor and control data transfers across networks and endpoints, ensuring that critical data is protected at all times.
We implement robust policies to restrict the sharing of sensitive information via email and other communication channels, automatically scanning for potential risks. Additionally, our DLP tools provide real-time alerts and logging for any suspicious activity, enabling swift response to potential threats.
By prioritizing Data Loss Prevention, we protect our clients’ information and maintain compliance with industry regulations, ensuring that our data remains secure and confidential.
IDS/ IPS
At VitalVox, we utilize Intrusion Detection Systems (IDS) and Intrusion Prevention Systems (IPS) to enhance our network security. The IDS continuously monitors network traffic for suspicious activities, while the IPS actively blocks potential threats in real time. This dual approach helps us detect, analyze, and respond to security incidents promptly, ensuring the integrity of our systems and protecting sensitive data from intrusions.
Zero Trust
At VitalVox, we implement a Zero Trust security model that assumes potential threats can come from both inside and outside our network. This approach mandates continuous verification of user identities and device security, ensuring that access is never granted by default.
We enforce strict access controls, allowing only authenticated users and devices to access sensitive data, with each user given the minimum privileges necessary for their roles. Our systems continuously monitor user behavior for any anomalies that may indicate a security breach.
By adopting a Zero Trust framework, we enhance our protection of vital information and strengthen our defenses against evolving threats.
Corporate Security
Corporate Security
Email Protection
At VitalVox, we prioritize Email Protection to safeguard our communications against phishing, malware, and unauthorized access. Our advanced filtering systems detect and block suspicious emails, ensuring that sensitive information remains secure. By employing encryption and secure authentication methods, we protect both our organization and our clients from potential threats associated with email communications.
Emergency Response
At VitalVox, we maintain a comprehensive Emergency Response plan to effectively manage unforeseen incidents and ensure the safety of our employees and assets. Our trained response teams are prepared to act swiftly in the event of a security breach, natural disaster, or other emergencies. We implement clear communication protocols, conduct regular drills, and continually update our response strategies to minimize impact and maintain business continuity. By prioritizing preparedness, we ensure a rapid and effective response to any emergency situation.
Employee Training
At VitalVox, we are committed to ongoing Employee Training to enhance skills, knowledge, and performance. Our training programs cover essential areas such as data security, compliance, and best practices to ensure that all employees are equipped to fulfill their roles effectively. We prioritize a culture of continuous learning through workshops, online courses, and hands-on training sessions, fostering professional growth and collaboration within the team. By investing in our employees’ development, we enhance overall productivity and strengthen our organizational capabilities.
Penetration Testing
At VitalVox, we conduct regular Penetration Testing to identify vulnerabilities within our systems and networks. This proactive approach involves simulated attacks by skilled professionals to assess our security defenses and uncover potential weaknesses before they can be exploited by malicious actors. The findings from these tests guide our security improvements and reinforce our commitment to safeguarding sensitive information. By continuously testing our systems, we enhance our overall security posture and ensure robust protection against emerging threats.
Access Control
Access Control
Logging
At VitalVox, we implement comprehensive Logging practices to monitor and record system activities across our network. This includes capturing critical events, user access, and system changes to create a detailed audit trail. Our logging system enables us to detect anomalies, investigate incidents, and ensure compliance with regulatory standards. By analyzing these logs, we can enhance our security measures and respond swiftly to potential threats, thereby maintaining the integrity and security of our operations.
Password Security
At VitalVox, we enforce stringent Password Security policies to protect sensitive data and systems. Employees are required to use strong, unique passwords, combining letters, numbers, and special characters. Multi-factor authentication (MFA) is also employed to add an additional layer of security. Passwords must be changed regularly, and reuse of old passwords is prohibited. By implementing these practices, we reduce the risk of unauthorized access and enhance the overall security of our network and data.
Data Access
At VitalVox, we enforce strict Data Access controls to ensure that sensitive information is only accessible to authorized personnel. Access to data is granted based on role-specific permissions, following the principle of least privilege, meaning users have access only to the information necessary for their responsibilities. We regularly audit access rights and use encryption and authentication protocols to protect data. These measures help safeguard critical information, prevent unauthorized access, and maintain data integrity across our systems.
Data Privacy
Data Privacy
Privacy Trainings
Our company conducts regular Employee Privacy Training to ensure that all staff understand the importance of protecting personal and sensitive data. This training helps employees stay informed about data protection laws, recognize privacy risks, and follow secure practices when handling customer and company information. By prioritizing privacy, we maintain compliance, safeguard trust, and prevent potential data breaches.
Cookies
Our company uses cookies to enhance user experience, analyze website performance, and personalize content. Cookies are small data files stored on your device that help us remember your preferences and understand how you interact with our site. Some cookies are essential for site functionality, while others allow us to track usage and improve services. You can manage or disable cookies through your browser settings, but please note that doing so may affect certain features of our website. We are committed to respecting your privacy and ensure that any data collected through cookies is used responsibly.
Privacy Violation Notices
In the event of a breach involving PHI (Protected Health Information) under HIPAA, the company will notify the customer without unreasonable delay, and no later than 60 days after discovering the breach. The company will assist the customer in identifying affected individuals and complying with notification requirements. For personal data breaches under GDPR, the company will notify supervisory authorities within 72 hours of awareness unless the breach poses minimal risk. Data processors will also inform the company of breaches without delay, and affected individuals will be notified if the breach presents a high risk. All breaches will be documented and available for supervisory authorities.
Policies
Policies
Access Control Policy
At VitalVox, our Access Control Policy is designed to safeguard sensitive information by ensuring that access to systems and data is restricted to authorized personnel only. Access rights are assigned based on the principle of least privilege, meaning employees are granted the minimum access necessary to perform their job functions. We implement multi-factor authentication (MFA), role-based permissions, and encryption to protect access points.
Regular audits and reviews of access levels are conducted to ensure compliance and adjust permissions as needed. By enforcing this policy, we protect our systems from unauthorized access and maintain the integrity and security of our data.
Acceptable Use Policy
At VitalVox, our Acceptable Use Policy ensures that all employees use company systems and resources responsibly and for business purposes only. Unauthorized activities such as accessing restricted data, installing unapproved software, or engaging in illegal or unethical behavior are prohibited. By following this policy, we maintain a secure and efficient work environment while protecting company assets.
Software Use Policy
At VitalVox, our Software Use Policy governs the proper use of software on company devices and networks. Employees are only permitted to install and use approved, licensed software necessary for their job functions. Unauthorized software installations, use of pirated software, or any alterations to company systems are strictly prohibited. This policy ensures compliance with licensing agreements, enhances security, and protects against malware or system vulnerabilities.
Legal
Legal
Terms of Service
The Terms of Service outline the rules and conditions under which users may access and use VitalVox’s services. By using our platform, customers agree to comply with all applicable laws, refrain from any unauthorized activities, and ensure that their use does not harm our systems or violate the rights of others. VitalVox reserves the right to modify, suspend, or terminate services if these terms are breached. These terms also cover service limitations, user responsibilities, and liability disclaimers, ensuring a transparent and secure service experience for all users.
Privacy Policy
At VitalVox, we are committed to protecting your privacy and handling your personal information with care. Our Privacy Policy explains how we collect, use, store, and safeguard your data. We collect information to provide and improve our services, but only with your consent or as required by law. Personal data is protected through encryption and secure storage, and we do not share your information with third parties without your permission, except for trusted partners necessary for service delivery. You have the right to access, update, or request the deletion of your personal information at any time.
Data Use Contract
The Data Use Contract at VitalVox outlines the terms governing how we collect, process, and utilize customer data. By entering into this contract, customers agree to allow VitalVox to handle their data for the purpose of providing services, improving user experience, and ensuring compliance with legal obligations. We commit to using the data solely for the agreed-upon purposes, maintaining confidentiality, and protecting it through encryption and security measures. Any sharing of data with third parties will be strictly limited to essential service providers, and only with customer consent or as required by law.
App Security
Application Security
Code Detection
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Code Development
VitalVox developers follow industry-standard practices, including OWASP Secure Coding Guidelines. All code is tested for security and functionality before production. The Application Security team offers annual, language-specific secure coding training with assessments to ensure compliance.
Credentials Management
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Data Security
Data Security
Data Backups
At VitalVox, we prioritize the security and reliability of your data through regular and secure data backups. Our systems are designed to automatically back up all critical information at scheduled intervals, ensuring that your data is protected against accidental loss, corruption, or unforeseen incidents. These backups are stored in secure, encrypted environments, allowing for quick recovery and minimal downtime in case of any disruptions. By implementing robust backup protocols, we guarantee the continuity and integrity of your data, giving you peace of mind that your information is always safe with VitalVox.
Encryption-in-Transit
At VitalVox, we ensure the security of your data through Encryption-in-Transit protocols. This means that any data transmitted between your device and our servers is encrypted using industry-standard encryption techniques, such as SSL/TLS. By encrypting data during transit, we protect it from being intercepted, altered, or accessed by unauthorized parties while it moves across networks. This layer of security ensures that sensitive information remains confidential and secure as it is transferred, safeguarding your data from potential threats.
Encryption-at-Rest
At VitalVox, we protect your data through Encryption-at-Rest, ensuring that all stored information is encrypted while it resides on our servers. This security measure uses advanced encryption techniques to safeguard data, preventing unauthorized access even if the storage devices are compromised. By encrypting data at rest, we provide an additional layer of protection, ensuring that sensitive information remains secure and private, even when not actively in use. This commitment to security helps keep your data safe from potential breaches and unauthorized access.
Physical Security
Badge Access
All access to VitalVox facilities is controlled through a secure badging system. Employees are required to carry their badges at all times to gain entry into any company space. Regular audits are conducted by the Facilities Manager or a designated representative to ensure that no former employees have retained active badge access after termination.
Visitor Access
Visitors are not allowed access to VitalVox premises without prior approval from authorized management. All visitors must check in, receive a visitor badge, and be accompanied by their host throughout their visit. Hosts are responsible for ensuring their visitors follow company security protocols. If the host lacks the proper authorization for access to specific areas, they must be accompanied by a staff member with the necessary clearance.
Prohibited Items
VitalVox strictly prohibits weapons or any items that could be used as weapons on company property, at company events, or during any company-related activities. This policy is enforced to maintain a safe and secure environment for all personnel.
Access Monitoring
At VitalVox, we prioritize the security of our facilities and information through comprehensive access monitoring practices. All entry points to our premises are equipped with surveillance systems that continuously track and record access activities. This monitoring ensures that only authorized personnel can enter sensitive areas, providing real-time visibility into who is accessing our facilities and when.
Regular reviews of access logs are conducted to detect any unusual or unauthorized access attempts. In addition, alerts are generated for suspicious activities, allowing our security team to respond swiftly to potential security breaches. By implementing robust access monitoring measures, we ensure a safe and secure environment for all employees and visitors while safeguarding our critical assets.
Endpoint Security
Endpoint Security
Endpoint Detection
At VitalVox, we ensure robust protection of our servers and employee computers by utilizing commercial-grade antivirus software. This software is regularly updated with the latest vendor patches and releases to maintain peak security. Our antivirus solution includes comprehensive features such as anti-malware, sandboxing, firewall protection, and intrusion prevention. Every server and machine is equipped with antivirus protection that is updated immediately when new updates become available. Additionally, we implement advanced Endpoint Detection and Response (EDR) to monitor and safeguard against potential threats, ensuring timely detection and removal or quarantine of viruses and malware on Windows servers and workstations.
Intrusion Detection System
At VitalVox, we implement a robust Intrusion Detection System (IDS) to safeguard our network and sensitive data from potential security threats. The IDS continuously monitors network traffic and system activities for any signs of unauthorized access or suspicious behavior. By analyzing patterns and anomalies in real-time, the system can promptly detect and alert our security team to potential intrusions.
Our IDS is designed to enhance our overall security posture, providing an additional layer of defense alongside our existing security measures. Regular updates and configuration adjustments ensure that the system remains effective against evolving threats. By leveraging advanced detection capabilities, we strive to protect our critical assets and maintain the integrity of our systems.
Customer Data
At VitalVox, we enforce strict policies regarding the storage of customer data on endpoints. End users are prohibited from saving client information on their local drives, and local administrator accounts are disabled to minimize security risks. Access to client data is limited to authorized personnel only, ensuring that sensitive information remains centrally managed and safeguarded.
To reinforce this policy, we utilize group policies and access controls that prevent users from saving data locally. Additionally, all firm-issued laptops are equipped with full disk encryption using AES-256, providing an extra layer of protection for client data. This comprehensive approach helps maintain the confidentiality and integrity of sensitive customer information.
Network Security
Network Security
Firewall
At VitalVox, we safeguard our network and application perimeters using advanced firewalls and session border controllers. These systems provide robust protection by filtering incoming and outgoing traffic, ensuring that only legitimate data is allowed through.
We also utilize content filtering and Intrusion Detection Systems (IDS) to actively monitor network activity for any suspicious traffic or potential attacks. Additionally, our firewall blacklisting strategy helps prevent unauthorized access, reinforcing our multi-layered security approach to protect our systems and sensitive information.
Data Loss Prevention
At VitalVox, we employ comprehensive Data Loss Prevention (DLP) strategies to safeguard sensitive information and prevent unauthorized access or data breaches. Our DLP solutions monitor and control data transfers across networks and endpoints, ensuring that critical data is protected at all times.
We implement robust policies to restrict the sharing of sensitive information via email and other communication channels, automatically scanning for potential risks. Additionally, our DLP tools provide real-time alerts and logging for any suspicious activity, enabling swift response to potential threats.
By prioritizing Data Loss Prevention, we protect our clients’ information and maintain compliance with industry regulations, ensuring that our data remains secure and confidential.
IDS/ IPS
At VitalVox, we utilize Intrusion Detection Systems (IDS) and Intrusion Prevention Systems (IPS) to enhance our network security. The IDS continuously monitors network traffic for suspicious activities, while the IPS actively blocks potential threats in real time. This dual approach helps us detect, analyze, and respond to security incidents promptly, ensuring the integrity of our systems and protecting sensitive data from intrusions.
Zero Trust
At VitalVox, we implement a Zero Trust security model that assumes potential threats can come from both inside and outside our network. This approach mandates continuous verification of user identities and device security, ensuring that access is never granted by default.
We enforce strict access controls, allowing only authenticated users and devices to access sensitive data, with each user given the minimum privileges necessary for their roles. Our systems continuously monitor user behavior for any anomalies that may indicate a security breach.
By adopting a Zero Trust framework, we enhance our protection of vital information and strengthen our defenses against evolving threats.
Corporate Security
Corporate Security
Email Protection
At VitalVox, we prioritize Email Protection to safeguard our communications against phishing, malware, and unauthorized access. Our advanced filtering systems detect and block suspicious emails, ensuring that sensitive information remains secure. By employing encryption and secure authentication methods, we protect both our organization and our clients from potential threats associated with email communications.
Emergency Response
At VitalVox, we maintain a comprehensive Emergency Response plan to effectively manage unforeseen incidents and ensure the safety of our employees and assets. Our trained response teams are prepared to act swiftly in the event of a security breach, natural disaster, or other emergencies. We implement clear communication protocols, conduct regular drills, and continually update our response strategies to minimize impact and maintain business continuity. By prioritizing preparedness, we ensure a rapid and effective response to any emergency situation.
Employee Training
At VitalVox, we are committed to ongoing Employee Training to enhance skills, knowledge, and performance. Our training programs cover essential areas such as data security, compliance, and best practices to ensure that all employees are equipped to fulfill their roles effectively. We prioritize a culture of continuous learning through workshops, online courses, and hands-on training sessions, fostering professional growth and collaboration within the team. By investing in our employees’ development, we enhance overall productivity and strengthen our organizational capabilities.
Penetration Testing
At VitalVox, we conduct regular Penetration Testing to identify vulnerabilities within our systems and networks. This proactive approach involves simulated attacks by skilled professionals to assess our security defenses and uncover potential weaknesses before they can be exploited by malicious actors. The findings from these tests guide our security improvements and reinforce our commitment to safeguarding sensitive information. By continuously testing our systems, we enhance our overall security posture and ensure robust protection against emerging threats.
Access Control
Access Control
Logging
At VitalVox, we implement comprehensive Logging practices to monitor and record system activities across our network. This includes capturing critical events, user access, and system changes to create a detailed audit trail. Our logging system enables us to detect anomalies, investigate incidents, and ensure compliance with regulatory standards. By analyzing these logs, we can enhance our security measures and respond swiftly to potential threats, thereby maintaining the integrity and security of our operations.
Password Security
At VitalVox, we enforce stringent Password Security policies to protect sensitive data and systems. Employees are required to use strong, unique passwords, combining letters, numbers, and special characters. Multi-factor authentication (MFA) is also employed to add an additional layer of security. Passwords must be changed regularly, and reuse of old passwords is prohibited. By implementing these practices, we reduce the risk of unauthorized access and enhance the overall security of our network and data.
Data Access
At VitalVox, we enforce strict Data Access controls to ensure that sensitive information is only accessible to authorized personnel. Access to data is granted based on role-specific permissions, following the principle of least privilege, meaning users have access only to the information necessary for their responsibilities. We regularly audit access rights and use encryption and authentication protocols to protect data. These measures help safeguard critical information, prevent unauthorized access, and maintain data integrity across our systems.
Data Privacy
Data Privacy
Privacy Trainings
Our company conducts regular Employee Privacy Training to ensure that all staff understand the importance of protecting personal and sensitive data. This training helps employees stay informed about data protection laws, recognize privacy risks, and follow secure practices when handling customer and company information. By prioritizing privacy, we maintain compliance, safeguard trust, and prevent potential data breaches.
Cookies
Our company uses cookies to enhance user experience, analyze website performance, and personalize content. Cookies are small data files stored on your device that help us remember your preferences and understand how you interact with our site. Some cookies are essential for site functionality, while others allow us to track usage and improve services. You can manage or disable cookies through your browser settings, but please note that doing so may affect certain features of our website. We are committed to respecting your privacy and ensure that any data collected through cookies is used responsibly.
Privacy Violation Notices
In the event of a breach involving PHI (Protected Health Information) under HIPAA, the company will notify the customer without unreasonable delay, and no later than 60 days after discovering the breach. The company will assist the customer in identifying affected individuals and complying with notification requirements. For personal data breaches under GDPR, the company will notify supervisory authorities within 72 hours of awareness unless the breach poses minimal risk. Data processors will also inform the company of breaches without delay, and affected individuals will be notified if the breach presents a high risk. All breaches will be documented and available for supervisory authorities.
Data Privacy
Data Privacy
Privacy Trainings
Our company conducts regular Employee Privacy Training to ensure that all staff understand the importance of protecting personal and sensitive data. This training helps employees stay informed about data protection laws, recognize privacy risks, and follow secure practices when handling customer and company information. By prioritizing privacy, we maintain compliance, safeguard trust, and prevent potential data breaches.
Cookies
Our company uses cookies to enhance user experience, analyze website performance, and personalize content. Cookies are small data files stored on your device that help us remember your preferences and understand how you interact with our site. Some cookies are essential for site functionality, while others allow us to track usage and improve services. You can manage or disable cookies through your browser settings, but please note that doing so may affect certain features of our website. We are committed to respecting your privacy and ensure that any data collected through cookies is used responsibly.
Privacy Violation Notices
In the event of a breach involving PHI (Protected Health Information) under HIPAA, the company will notify the customer without unreasonable delay, and no later than 60 days after discovering the breach. The company will assist the customer in identifying affected individuals and complying with notification requirements. For personal data breaches under GDPR, the company will notify supervisory authorities within 72 hours of awareness unless the breach poses minimal risk. Data processors will also inform the company of breaches without delay, and affected individuals will be notified if the breach presents a high risk. All breaches will be documented and available for supervisory authorities.
Policies
Policies
Access Control Policy
At VitalVox, our Access Control Policy is designed to safeguard sensitive information by ensuring that access to systems and data is restricted to authorized personnel only. Access rights are assigned based on the principle of least privilege, meaning employees are granted the minimum access necessary to perform their job functions. We implement multi-factor authentication (MFA), role-based permissions, and encryption to protect access points.
Regular audits and reviews of access levels are conducted to ensure compliance and adjust permissions as needed. By enforcing this policy, we protect our systems from unauthorized access and maintain the integrity and security of our data.
Acceptable Use Policy
At VitalVox, our Acceptable Use Policy ensures that all employees use company systems and resources responsibly and for business purposes only. Unauthorized activities such as accessing restricted data, installing unapproved software, or engaging in illegal or unethical behavior are prohibited. By following this policy, we maintain a secure and efficient work environment while protecting company assets.
Software Use Policy
At VitalVox, our Software Use Policy governs the proper use of software on company devices and networks. Employees are only permitted to install and use approved, licensed software necessary for their job functions. Unauthorized software installations, use of pirated software, or any alterations to company systems are strictly prohibited. This policy ensures compliance with licensing agreements, enhances security, and protects against malware or system vulnerabilities.
Legal
Legal
Terms of Service
The Terms of Service outline the rules and conditions under which users may access and use VitalVox’s services. By using our platform, customers agree to comply with all applicable laws, refrain from any unauthorized activities, and ensure that their use does not harm our systems or violate the rights of others. VitalVox reserves the right to modify, suspend, or terminate services if these terms are breached. These terms also cover service limitations, user responsibilities, and liability disclaimers, ensuring a transparent and secure service experience for all users.
Privacy Policy
At VitalVox, we are committed to protecting your privacy and handling your personal information with care. Our Privacy Policy explains how we collect, use, store, and safeguard your data. We collect information to provide and improve our services, but only with your consent or as required by law. Personal data is protected through encryption and secure storage, and we do not share your information with third parties without your permission, except for trusted partners necessary for service delivery. You have the right to access, update, or request the deletion of your personal information at any time.
Data Use Contract
The Data Use Contract at VitalVox outlines the terms governing how we collect, process, and utilize customer data. By entering into this contract, customers agree to allow VitalVox to handle their data for the purpose of providing services, improving user experience, and ensuring compliance with legal obligations. We commit to using the data solely for the agreed-upon purposes, maintaining confidentiality, and protecting it through encryption and security measures. Any sharing of data with third parties will be strictly limited to essential service providers, and only with customer consent or as required by law.
Policies
Policies
Access Control Policy
At VitalVox, our Access Control Policy is designed to safeguard sensitive information by ensuring that access to systems and data is restricted to authorized personnel only. Access rights are assigned based on the principle of least privilege, meaning employees are granted the minimum access necessary to perform their job functions. We implement multi-factor authentication (MFA), role-based permissions, and encryption to protect access points.
Regular audits and reviews of access levels are conducted to ensure compliance and adjust permissions as needed. By enforcing this policy, we protect our systems from unauthorized access and maintain the integrity and security of our data.
Acceptable Use Policy
At VitalVox, our Acceptable Use Policy ensures that all employees use company systems and resources responsibly and for business purposes only. Unauthorized activities such as accessing restricted data, installing unapproved software, or engaging in illegal or unethical behavior are prohibited. By following this policy, we maintain a secure and efficient work environment while protecting company assets.
Software Use Policy
At VitalVox, our Software Use Policy governs the proper use of software on company devices and networks. Employees are only permitted to install and use approved, licensed software necessary for their job functions. Unauthorized software installations, use of pirated software, or any alterations to company systems are strictly prohibited. This policy ensures compliance with licensing agreements, enhances security, and protects against malware or system vulnerabilities.
Legal
Legal
Terms of Service
The Terms of Service outline the rules and conditions under which users may access and use VitalVox’s services. By using our platform, customers agree to comply with all applicable laws, refrain from any unauthorized activities, and ensure that their use does not harm our systems or violate the rights of others. VitalVox reserves the right to modify, suspend, or terminate services if these terms are breached. These terms also cover service limitations, user responsibilities, and liability disclaimers, ensuring a transparent and secure service experience for all users.
Privacy Policy
At VitalVox, we are committed to protecting your privacy and handling your personal information with care. Our Privacy Policy explains how we collect, use, store, and safeguard your data. We collect information to provide and improve our services, but only with your consent or as required by law. Personal data is protected through encryption and secure storage, and we do not share your information with third parties without your permission, except for trusted partners necessary for service delivery. You have the right to access, update, or request the deletion of your personal information at any time.
Data Use Contract
The Data Use Contract at VitalVox outlines the terms governing how we collect, process, and utilize customer data. By entering into this contract, customers agree to allow VitalVox to handle their data for the purpose of providing services, improving user experience, and ensuring compliance with legal obligations. We commit to using the data solely for the agreed-upon purposes, maintaining confidentiality, and protecting it through encryption and security measures. Any sharing of data with third parties will be strictly limited to essential service providers, and only with customer consent or as required by law.
App Security
Application Security
Code Detection
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Code Development
VitalVox developers follow industry-standard practices, including OWASP Secure Coding Guidelines. All code is tested for security and functionality before production. The Application Security team offers annual, language-specific secure coding training with assessments to ensure compliance.
Credentials Management
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Data Security
Data Security
Data Backups
At VitalVox, we prioritize the security and reliability of your data through regular and secure data backups. Our systems are designed to automatically back up all critical information at scheduled intervals, ensuring that your data is protected against accidental loss, corruption, or unforeseen incidents. These backups are stored in secure, encrypted environments, allowing for quick recovery and minimal downtime in case of any disruptions. By implementing robust backup protocols, we guarantee the continuity and integrity of your data, giving you peace of mind that your information is always safe with VitalVox.
Encryption-in-Transit
At VitalVox, we ensure the security of your data through Encryption-in-Transit protocols. This means that any data transmitted between your device and our servers is encrypted using industry-standard encryption techniques, such as SSL/TLS. By encrypting data during transit, we protect it from being intercepted, altered, or accessed by unauthorized parties while it moves across networks. This layer of security ensures that sensitive information remains confidential and secure as it is transferred, safeguarding your data from potential threats.
Encryption-at-Rest
At VitalVox, we protect your data through Encryption-at-Rest, ensuring that all stored information is encrypted while it resides on our servers. This security measure uses advanced encryption techniques to safeguard data, preventing unauthorized access even if the storage devices are compromised. By encrypting data at rest, we provide an additional layer of protection, ensuring that sensitive information remains secure and private, even when not actively in use. This commitment to security helps keep your data safe from potential breaches and unauthorized access.
Physical Security
Badge Access
All access to VitalVox facilities is controlled through a secure badging system. Employees are required to carry their badges at all times to gain entry into any company space. Regular audits are conducted by the Facilities Manager or a designated representative to ensure that no former employees have retained active badge access after termination.
Visitor Access
Visitors are not allowed access to VitalVox premises without prior approval from authorized management. All visitors must check in, receive a visitor badge, and be accompanied by their host throughout their visit. Hosts are responsible for ensuring their visitors follow company security protocols. If the host lacks the proper authorization for access to specific areas, they must be accompanied by a staff member with the necessary clearance.
Prohibited Items
VitalVox strictly prohibits weapons or any items that could be used as weapons on company property, at company events, or during any company-related activities. This policy is enforced to maintain a safe and secure environment for all personnel.
Access Monitoring
At VitalVox, we prioritize the security of our facilities and information through comprehensive access monitoring practices. All entry points to our premises are equipped with surveillance systems that continuously track and record access activities. This monitoring ensures that only authorized personnel can enter sensitive areas, providing real-time visibility into who is accessing our facilities and when.
Regular reviews of access logs are conducted to detect any unusual or unauthorized access attempts. In addition, alerts are generated for suspicious activities, allowing our security team to respond swiftly to potential security breaches. By implementing robust access monitoring measures, we ensure a safe and secure environment for all employees and visitors while safeguarding our critical assets.
Endpoint Security
Endpoint Security
Endpoint Detection
At VitalVox, we ensure robust protection of our servers and employee computers by utilizing commercial-grade antivirus software. This software is regularly updated with the latest vendor patches and releases to maintain peak security. Our antivirus solution includes comprehensive features such as anti-malware, sandboxing, firewall protection, and intrusion prevention. Every server and machine is equipped with antivirus protection that is updated immediately when new updates become available. Additionally, we implement advanced Endpoint Detection and Response (EDR) to monitor and safeguard against potential threats, ensuring timely detection and removal or quarantine of viruses and malware on Windows servers and workstations.
Intrusion Detection System
At VitalVox, we implement a robust Intrusion Detection System (IDS) to safeguard our network and sensitive data from potential security threats. The IDS continuously monitors network traffic and system activities for any signs of unauthorized access or suspicious behavior. By analyzing patterns and anomalies in real-time, the system can promptly detect and alert our security team to potential intrusions.
Our IDS is designed to enhance our overall security posture, providing an additional layer of defense alongside our existing security measures. Regular updates and configuration adjustments ensure that the system remains effective against evolving threats. By leveraging advanced detection capabilities, we strive to protect our critical assets and maintain the integrity of our systems.
Customer Data
At VitalVox, we enforce strict policies regarding the storage of customer data on endpoints. End users are prohibited from saving client information on their local drives, and local administrator accounts are disabled to minimize security risks. Access to client data is limited to authorized personnel only, ensuring that sensitive information remains centrally managed and safeguarded.
To reinforce this policy, we utilize group policies and access controls that prevent users from saving data locally. Additionally, all firm-issued laptops are equipped with full disk encryption using AES-256, providing an extra layer of protection for client data. This comprehensive approach helps maintain the confidentiality and integrity of sensitive customer information.
Network Security
Network Security
Firewall
At VitalVox, we safeguard our network and application perimeters using advanced firewalls and session border controllers. These systems provide robust protection by filtering incoming and outgoing traffic, ensuring that only legitimate data is allowed through.
We also utilize content filtering and Intrusion Detection Systems (IDS) to actively monitor network activity for any suspicious traffic or potential attacks. Additionally, our firewall blacklisting strategy helps prevent unauthorized access, reinforcing our multi-layered security approach to protect our systems and sensitive information.
Data Loss Prevention
At VitalVox, we employ comprehensive Data Loss Prevention (DLP) strategies to safeguard sensitive information and prevent unauthorized access or data breaches. Our DLP solutions monitor and control data transfers across networks and endpoints, ensuring that critical data is protected at all times.
We implement robust policies to restrict the sharing of sensitive information via email and other communication channels, automatically scanning for potential risks. Additionally, our DLP tools provide real-time alerts and logging for any suspicious activity, enabling swift response to potential threats.
By prioritizing Data Loss Prevention, we protect our clients’ information and maintain compliance with industry regulations, ensuring that our data remains secure and confidential.
IDS/ IPS
At VitalVox, we utilize Intrusion Detection Systems (IDS) and Intrusion Prevention Systems (IPS) to enhance our network security. The IDS continuously monitors network traffic for suspicious activities, while the IPS actively blocks potential threats in real time. This dual approach helps us detect, analyze, and respond to security incidents promptly, ensuring the integrity of our systems and protecting sensitive data from intrusions.
Zero Trust
At VitalVox, we implement a Zero Trust security model that assumes potential threats can come from both inside and outside our network. This approach mandates continuous verification of user identities and device security, ensuring that access is never granted by default.
We enforce strict access controls, allowing only authenticated users and devices to access sensitive data, with each user given the minimum privileges necessary for their roles. Our systems continuously monitor user behavior for any anomalies that may indicate a security breach.
By adopting a Zero Trust framework, we enhance our protection of vital information and strengthen our defenses against evolving threats.
Corporate Security
Corporate Security
Email Protection
At VitalVox, we prioritize Email Protection to safeguard our communications against phishing, malware, and unauthorized access. Our advanced filtering systems detect and block suspicious emails, ensuring that sensitive information remains secure. By employing encryption and secure authentication methods, we protect both our organization and our clients from potential threats associated with email communications.
Emergency Response
At VitalVox, we maintain a comprehensive Emergency Response plan to effectively manage unforeseen incidents and ensure the safety of our employees and assets. Our trained response teams are prepared to act swiftly in the event of a security breach, natural disaster, or other emergencies. We implement clear communication protocols, conduct regular drills, and continually update our response strategies to minimize impact and maintain business continuity. By prioritizing preparedness, we ensure a rapid and effective response to any emergency situation.
Employee Training
At VitalVox, we are committed to ongoing Employee Training to enhance skills, knowledge, and performance. Our training programs cover essential areas such as data security, compliance, and best practices to ensure that all employees are equipped to fulfill their roles effectively. We prioritize a culture of continuous learning through workshops, online courses, and hands-on training sessions, fostering professional growth and collaboration within the team. By investing in our employees’ development, we enhance overall productivity and strengthen our organizational capabilities.
Penetration Testing
At VitalVox, we conduct regular Penetration Testing to identify vulnerabilities within our systems and networks. This proactive approach involves simulated attacks by skilled professionals to assess our security defenses and uncover potential weaknesses before they can be exploited by malicious actors. The findings from these tests guide our security improvements and reinforce our commitment to safeguarding sensitive information. By continuously testing our systems, we enhance our overall security posture and ensure robust protection against emerging threats.
Access Control
Access Control
Logging
At VitalVox, we implement comprehensive Logging practices to monitor and record system activities across our network. This includes capturing critical events, user access, and system changes to create a detailed audit trail. Our logging system enables us to detect anomalies, investigate incidents, and ensure compliance with regulatory standards. By analyzing these logs, we can enhance our security measures and respond swiftly to potential threats, thereby maintaining the integrity and security of our operations.
Password Security
At VitalVox, we enforce stringent Password Security policies to protect sensitive data and systems. Employees are required to use strong, unique passwords, combining letters, numbers, and special characters. Multi-factor authentication (MFA) is also employed to add an additional layer of security. Passwords must be changed regularly, and reuse of old passwords is prohibited. By implementing these practices, we reduce the risk of unauthorized access and enhance the overall security of our network and data.
Data Access
At VitalVox, we enforce strict Data Access controls to ensure that sensitive information is only accessible to authorized personnel. Access to data is granted based on role-specific permissions, following the principle of least privilege, meaning users have access only to the information necessary for their responsibilities. We regularly audit access rights and use encryption and authentication protocols to protect data. These measures help safeguard critical information, prevent unauthorized access, and maintain data integrity across our systems.
Data Privacy
Data Privacy
Privacy Trainings
Our company conducts regular Employee Privacy Training to ensure that all staff understand the importance of protecting personal and sensitive data. This training helps employees stay informed about data protection laws, recognize privacy risks, and follow secure practices when handling customer and company information. By prioritizing privacy, we maintain compliance, safeguard trust, and prevent potential data breaches.
Cookies
Our company uses cookies to enhance user experience, analyze website performance, and personalize content. Cookies are small data files stored on your device that help us remember your preferences and understand how you interact with our site. Some cookies are essential for site functionality, while others allow us to track usage and improve services. You can manage or disable cookies through your browser settings, but please note that doing so may affect certain features of our website. We are committed to respecting your privacy and ensure that any data collected through cookies is used responsibly.
Privacy Violation Notices
In the event of a breach involving PHI (Protected Health Information) under HIPAA, the company will notify the customer without unreasonable delay, and no later than 60 days after discovering the breach. The company will assist the customer in identifying affected individuals and complying with notification requirements. For personal data breaches under GDPR, the company will notify supervisory authorities within 72 hours of awareness unless the breach poses minimal risk. Data processors will also inform the company of breaches without delay, and affected individuals will be notified if the breach presents a high risk. All breaches will be documented and available for supervisory authorities.
Policies
Policies
Access Control Policy
At VitalVox, our Access Control Policy is designed to safeguard sensitive information by ensuring that access to systems and data is restricted to authorized personnel only. Access rights are assigned based on the principle of least privilege, meaning employees are granted the minimum access necessary to perform their job functions. We implement multi-factor authentication (MFA), role-based permissions, and encryption to protect access points.
Regular audits and reviews of access levels are conducted to ensure compliance and adjust permissions as needed. By enforcing this policy, we protect our systems from unauthorized access and maintain the integrity and security of our data.
Acceptable Use Policy
At VitalVox, our Acceptable Use Policy ensures that all employees use company systems and resources responsibly and for business purposes only. Unauthorized activities such as accessing restricted data, installing unapproved software, or engaging in illegal or unethical behavior are prohibited. By following this policy, we maintain a secure and efficient work environment while protecting company assets.
Software Use Policy
At VitalVox, our Software Use Policy governs the proper use of software on company devices and networks. Employees are only permitted to install and use approved, licensed software necessary for their job functions. Unauthorized software installations, use of pirated software, or any alterations to company systems are strictly prohibited. This policy ensures compliance with licensing agreements, enhances security, and protects against malware or system vulnerabilities.
Legal
Legal
Terms of Service
The Terms of Service outline the rules and conditions under which users may access and use VitalVox’s services. By using our platform, customers agree to comply with all applicable laws, refrain from any unauthorized activities, and ensure that their use does not harm our systems or violate the rights of others. VitalVox reserves the right to modify, suspend, or terminate services if these terms are breached. These terms also cover service limitations, user responsibilities, and liability disclaimers, ensuring a transparent and secure service experience for all users.
Privacy Policy
At VitalVox, we are committed to protecting your privacy and handling your personal information with care. Our Privacy Policy explains how we collect, use, store, and safeguard your data. We collect information to provide and improve our services, but only with your consent or as required by law. Personal data is protected through encryption and secure storage, and we do not share your information with third parties without your permission, except for trusted partners necessary for service delivery. You have the right to access, update, or request the deletion of your personal information at any time.
Data Use Contract
The Data Use Contract at VitalVox outlines the terms governing how we collect, process, and utilize customer data. By entering into this contract, customers agree to allow VitalVox to handle their data for the purpose of providing services, improving user experience, and ensuring compliance with legal obligations. We commit to using the data solely for the agreed-upon purposes, maintaining confidentiality, and protecting it through encryption and security measures. Any sharing of data with third parties will be strictly limited to essential service providers, and only with customer consent or as required by law.
App Security
Application Security
Code Detection
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Code Development
VitalVox developers follow industry-standard practices, including OWASP Secure Coding Guidelines. All code is tested for security and functionality before production. The Application Security team offers annual, language-specific secure coding training with assessments to ensure compliance.
Credentials Management
The code is managed through GitHub and deployed to Google Cloud App Engine after successfully completing unit tests, regression tests, continuous integration checks, and security scans.
Data Security
Data Security
Data Backups
At VitalVox, we prioritize the security and reliability of your data through regular and secure data backups. Our systems are designed to automatically back up all critical information at scheduled intervals, ensuring that your data is protected against accidental loss, corruption, or unforeseen incidents. These backups are stored in secure, encrypted environments, allowing for quick recovery and minimal downtime in case of any disruptions. By implementing robust backup protocols, we guarantee the continuity and integrity of your data, giving you peace of mind that your information is always safe with VitalVox.
Encryption-in-Transit
At VitalVox, we ensure the security of your data through Encryption-in-Transit protocols. This means that any data transmitted between your device and our servers is encrypted using industry-standard encryption techniques, such as SSL/TLS. By encrypting data during transit, we protect it from being intercepted, altered, or accessed by unauthorized parties while it moves across networks. This layer of security ensures that sensitive information remains confidential and secure as it is transferred, safeguarding your data from potential threats.
Encryption-at-Rest
At VitalVox, we protect your data through Encryption-at-Rest, ensuring that all stored information is encrypted while it resides on our servers. This security measure uses advanced encryption techniques to safeguard data, preventing unauthorized access even if the storage devices are compromised. By encrypting data at rest, we provide an additional layer of protection, ensuring that sensitive information remains secure and private, even when not actively in use. This commitment to security helps keep your data safe from potential breaches and unauthorized access.
Physical Security
Badge Access
All access to VitalVox facilities is controlled through a secure badging system. Employees are required to carry their badges at all times to gain entry into any company space. Regular audits are conducted by the Facilities Manager or a designated representative to ensure that no former employees have retained active badge access after termination.
Visitor Access
Visitors are not allowed access to VitalVox premises without prior approval from authorized management. All visitors must check in, receive a visitor badge, and be accompanied by their host throughout their visit. Hosts are responsible for ensuring their visitors follow company security protocols. If the host lacks the proper authorization for access to specific areas, they must be accompanied by a staff member with the necessary clearance.
Prohibited Items
VitalVox strictly prohibits weapons or any items that could be used as weapons on company property, at company events, or during any company-related activities. This policy is enforced to maintain a safe and secure environment for all personnel.
Access Monitoring
At VitalVox, we prioritize the security of our facilities and information through comprehensive access monitoring practices. All entry points to our premises are equipped with surveillance systems that continuously track and record access activities. This monitoring ensures that only authorized personnel can enter sensitive areas, providing real-time visibility into who is accessing our facilities and when.
Regular reviews of access logs are conducted to detect any unusual or unauthorized access attempts. In addition, alerts are generated for suspicious activities, allowing our security team to respond swiftly to potential security breaches. By implementing robust access monitoring measures, we ensure a safe and secure environment for all employees and visitors while safeguarding our critical assets.
Endpoint Security
Endpoint Security
Endpoint Detection
At VitalVox, we ensure robust protection of our servers and employee computers by utilizing commercial-grade antivirus software. This software is regularly updated with the latest vendor patches and releases to maintain peak security. Our antivirus solution includes comprehensive features such as anti-malware, sandboxing, firewall protection, and intrusion prevention. Every server and machine is equipped with antivirus protection that is updated immediately when new updates become available. Additionally, we implement advanced Endpoint Detection and Response (EDR) to monitor and safeguard against potential threats, ensuring timely detection and removal or quarantine of viruses and malware on Windows servers and workstations.
Intrusion Detection System
At VitalVox, we implement a robust Intrusion Detection System (IDS) to safeguard our network and sensitive data from potential security threats. The IDS continuously monitors network traffic and system activities for any signs of unauthorized access or suspicious behavior. By analyzing patterns and anomalies in real-time, the system can promptly detect and alert our security team to potential intrusions.
Our IDS is designed to enhance our overall security posture, providing an additional layer of defense alongside our existing security measures. Regular updates and configuration adjustments ensure that the system remains effective against evolving threats. By leveraging advanced detection capabilities, we strive to protect our critical assets and maintain the integrity of our systems.
Customer Data
At VitalVox, we enforce strict policies regarding the storage of customer data on endpoints. End users are prohibited from saving client information on their local drives, and local administrator accounts are disabled to minimize security risks. Access to client data is limited to authorized personnel only, ensuring that sensitive information remains centrally managed and safeguarded.
To reinforce this policy, we utilize group policies and access controls that prevent users from saving data locally. Additionally, all firm-issued laptops are equipped with full disk encryption using AES-256, providing an extra layer of protection for client data. This comprehensive approach helps maintain the confidentiality and integrity of sensitive customer information.
Network Security
Network Security
Firewall
At VitalVox, we safeguard our network and application perimeters using advanced firewalls and session border controllers. These systems provide robust protection by filtering incoming and outgoing traffic, ensuring that only legitimate data is allowed through.
We also utilize content filtering and Intrusion Detection Systems (IDS) to actively monitor network activity for any suspicious traffic or potential attacks. Additionally, our firewall blacklisting strategy helps prevent unauthorized access, reinforcing our multi-layered security approach to protect our systems and sensitive information.
Data Loss Prevention
At VitalVox, we employ comprehensive Data Loss Prevention (DLP) strategies to safeguard sensitive information and prevent unauthorized access or data breaches. Our DLP solutions monitor and control data transfers across networks and endpoints, ensuring that critical data is protected at all times.
We implement robust policies to restrict the sharing of sensitive information via email and other communication channels, automatically scanning for potential risks. Additionally, our DLP tools provide real-time alerts and logging for any suspicious activity, enabling swift response to potential threats.
By prioritizing Data Loss Prevention, we protect our clients’ information and maintain compliance with industry regulations, ensuring that our data remains secure and confidential.
IDS/ IPS
At VitalVox, we utilize Intrusion Detection Systems (IDS) and Intrusion Prevention Systems (IPS) to enhance our network security. The IDS continuously monitors network traffic for suspicious activities, while the IPS actively blocks potential threats in real time. This dual approach helps us detect, analyze, and respond to security incidents promptly, ensuring the integrity of our systems and protecting sensitive data from intrusions.
Zero Trust
At VitalVox, we implement a Zero Trust security model that assumes potential threats can come from both inside and outside our network. This approach mandates continuous verification of user identities and device security, ensuring that access is never granted by default.
We enforce strict access controls, allowing only authenticated users and devices to access sensitive data, with each user given the minimum privileges necessary for their roles. Our systems continuously monitor user behavior for any anomalies that may indicate a security breach.
By adopting a Zero Trust framework, we enhance our protection of vital information and strengthen our defenses against evolving threats.
Corporate Security
Corporate Security
Email Protection
At VitalVox, we prioritize Email Protection to safeguard our communications against phishing, malware, and unauthorized access. Our advanced filtering systems detect and block suspicious emails, ensuring that sensitive information remains secure. By employing encryption and secure authentication methods, we protect both our organization and our clients from potential threats associated with email communications.
Emergency Response
At VitalVox, we maintain a comprehensive Emergency Response plan to effectively manage unforeseen incidents and ensure the safety of our employees and assets. Our trained response teams are prepared to act swiftly in the event of a security breach, natural disaster, or other emergencies. We implement clear communication protocols, conduct regular drills, and continually update our response strategies to minimize impact and maintain business continuity. By prioritizing preparedness, we ensure a rapid and effective response to any emergency situation.
Employee Training
At VitalVox, we are committed to ongoing Employee Training to enhance skills, knowledge, and performance. Our training programs cover essential areas such as data security, compliance, and best practices to ensure that all employees are equipped to fulfill their roles effectively. We prioritize a culture of continuous learning through workshops, online courses, and hands-on training sessions, fostering professional growth and collaboration within the team. By investing in our employees’ development, we enhance overall productivity and strengthen our organizational capabilities.
Penetration Testing
At VitalVox, we conduct regular Penetration Testing to identify vulnerabilities within our systems and networks. This proactive approach involves simulated attacks by skilled professionals to assess our security defenses and uncover potential weaknesses before they can be exploited by malicious actors. The findings from these tests guide our security improvements and reinforce our commitment to safeguarding sensitive information. By continuously testing our systems, we enhance our overall security posture and ensure robust protection against emerging threats.
Access Control
Access Control
Logging
At VitalVox, we implement comprehensive Logging practices to monitor and record system activities across our network. This includes capturing critical events, user access, and system changes to create a detailed audit trail. Our logging system enables us to detect anomalies, investigate incidents, and ensure compliance with regulatory standards. By analyzing these logs, we can enhance our security measures and respond swiftly to potential threats, thereby maintaining the integrity and security of our operations.
Password Security
At VitalVox, we enforce stringent Password Security policies to protect sensitive data and systems. Employees are required to use strong, unique passwords, combining letters, numbers, and special characters. Multi-factor authentication (MFA) is also employed to add an additional layer of security. Passwords must be changed regularly, and reuse of old passwords is prohibited. By implementing these practices, we reduce the risk of unauthorized access and enhance the overall security of our network and data.
Data Access
At VitalVox, we enforce strict Data Access controls to ensure that sensitive information is only accessible to authorized personnel. Access to data is granted based on role-specific permissions, following the principle of least privilege, meaning users have access only to the information necessary for their responsibilities. We regularly audit access rights and use encryption and authentication protocols to protect data. These measures help safeguard critical information, prevent unauthorized access, and maintain data integrity across our systems.
Data Privacy
Data Privacy
Privacy Trainings
Our company conducts regular Employee Privacy Training to ensure that all staff understand the importance of protecting personal and sensitive data. This training helps employees stay informed about data protection laws, recognize privacy risks, and follow secure practices when handling customer and company information. By prioritizing privacy, we maintain compliance, safeguard trust, and prevent potential data breaches.
Cookies
Our company uses cookies to enhance user experience, analyze website performance, and personalize content. Cookies are small data files stored on your device that help us remember your preferences and understand how you interact with our site. Some cookies are essential for site functionality, while others allow us to track usage and improve services. You can manage or disable cookies through your browser settings, but please note that doing so may affect certain features of our website. We are committed to respecting your privacy and ensure that any data collected through cookies is used responsibly.
Privacy Violation Notices
In the event of a breach involving PHI (Protected Health Information) under HIPAA, the company will notify the customer without unreasonable delay, and no later than 60 days after discovering the breach. The company will assist the customer in identifying affected individuals and complying with notification requirements. For personal data breaches under GDPR, the company will notify supervisory authorities within 72 hours of awareness unless the breach poses minimal risk. Data processors will also inform the company of breaches without delay, and affected individuals will be notified if the breach presents a high risk. All breaches will be documented and available for supervisory authorities.
Data Privacy
Data Privacy
Privacy Trainings
Our company conducts regular Employee Privacy Training to ensure that all staff understand the importance of protecting personal and sensitive data. This training helps employees stay informed about data protection laws, recognize privacy risks, and follow secure practices when handling customer and company information. By prioritizing privacy, we maintain compliance, safeguard trust, and prevent potential data breaches.
Cookies
Our company uses cookies to enhance user experience, analyze website performance, and personalize content. Cookies are small data files stored on your device that help us remember your preferences and understand how you interact with our site. Some cookies are essential for site functionality, while others allow us to track usage and improve services. You can manage or disable cookies through your browser settings, but please note that doing so may affect certain features of our website. We are committed to respecting your privacy and ensure that any data collected through cookies is used responsibly.
Privacy Violation Notices
In the event of a breach involving PHI (Protected Health Information) under HIPAA, the company will notify the customer without unreasonable delay, and no later than 60 days after discovering the breach. The company will assist the customer in identifying affected individuals and complying with notification requirements. For personal data breaches under GDPR, the company will notify supervisory authorities within 72 hours of awareness unless the breach poses minimal risk. Data processors will also inform the company of breaches without delay, and affected individuals will be notified if the breach presents a high risk. All breaches will be documented and available for supervisory authorities.
Policies
Policies
Access Control Policy
At VitalVox, our Access Control Policy is designed to safeguard sensitive information by ensuring that access to systems and data is restricted to authorized personnel only. Access rights are assigned based on the principle of least privilege, meaning employees are granted the minimum access necessary to perform their job functions. We implement multi-factor authentication (MFA), role-based permissions, and encryption to protect access points.
Regular audits and reviews of access levels are conducted to ensure compliance and adjust permissions as needed. By enforcing this policy, we protect our systems from unauthorized access and maintain the integrity and security of our data.
Acceptable Use Policy
At VitalVox, our Acceptable Use Policy ensures that all employees use company systems and resources responsibly and for business purposes only. Unauthorized activities such as accessing restricted data, installing unapproved software, or engaging in illegal or unethical behavior are prohibited. By following this policy, we maintain a secure and efficient work environment while protecting company assets.
Software Use Policy
At VitalVox, our Software Use Policy governs the proper use of software on company devices and networks. Employees are only permitted to install and use approved, licensed software necessary for their job functions. Unauthorized software installations, use of pirated software, or any alterations to company systems are strictly prohibited. This policy ensures compliance with licensing agreements, enhances security, and protects against malware or system vulnerabilities.
Legal
Legal
Terms of Service
The Terms of Service outline the rules and conditions under which users may access and use VitalVox’s services. By using our platform, customers agree to comply with all applicable laws, refrain from any unauthorized activities, and ensure that their use does not harm our systems or violate the rights of others. VitalVox reserves the right to modify, suspend, or terminate services if these terms are breached. These terms also cover service limitations, user responsibilities, and liability disclaimers, ensuring a transparent and secure service experience for all users.
Privacy Policy
At VitalVox, we are committed to protecting your privacy and handling your personal information with care. Our Privacy Policy explains how we collect, use, store, and safeguard your data. We collect information to provide and improve our services, but only with your consent or as required by law. Personal data is protected through encryption and secure storage, and we do not share your information with third parties without your permission, except for trusted partners necessary for service delivery. You have the right to access, update, or request the deletion of your personal information at any time.
Data Use Contract
The Data Use Contract at VitalVox outlines the terms governing how we collect, process, and utilize customer data. By entering into this contract, customers agree to allow VitalVox to handle their data for the purpose of providing services, improving user experience, and ensuring compliance with legal obligations. We commit to using the data solely for the agreed-upon purposes, maintaining confidentiality, and protecting it through encryption and security measures. Any sharing of data with third parties will be strictly limited to essential service providers, and only with customer consent or as required by law.
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