1. Purpose
The purpose of this policy is to define the backup and offsite storage procedures for Speak AI Inc. to ensure data availability, integrity, and recoverability in the event of system failures, cyber incidents, or other unforeseen disruptions.
2. Scope
This policy applies to all critical business data, databases, and system configurations stored within Speak AI's infrastructure, including cloud services and offsite storage solutions.
3. Backup Procedures
Backup Frequency: Full backups are performed daily, with incremental backups occurring every six hours.
Backup Retention: Backups are retained for 90 days, after which older backups are securely deleted unless required for compliance or legal purposes.
Storage Location: Backups are securely stored in AWS cloud infrastructure within the designated data center (AWS Canada – ca-central-1).
Backup Verification: Automated checks and periodic integrity tests are conducted to ensure the reliability and recoverability of backup data.
4. Offsite Storage
Cloud-Based Storage: Speak AI uses AWS S3 for secure storage of backup data with encryption enabled at rest and in transit.
Encryption Standards: Backups are encrypted using AES-256 encryption at rest and TLS 1.2+ for in-transit data protection.
Geographic Redundancy: Critical backups are replicated across multiple AWS availability zones to ensure resilience and accessibility in case of data center failures.
5. Access Control & Security
Restricted Access: Backup data access is strictly limited to authorized personnel and requires multi-factor authentication (MFA).
Monitoring & Logging: Access to backup files is logged and monitored to detect unauthorized access attempts.
Incident Response: In the event of unauthorized access or corruption of backup data, immediate action will be taken as per Speak AI’s Incident Response Policy.
6. Restoration Procedures
Recovery Time Objective (RTO): Critical data restoration is targeted within 4 hours, while non-critical data restoration may take up to 24 hours.
Testing & Validation: Backup recovery tests are conducted quarterly to ensure data integrity and effectiveness of restoration processes.
7. Compliance & Review
Regulatory Compliance: Speak AI ensures that backup storage and retention policies comply with industry standards and regulations such as GDPR, PIPEDA, and HIPAA.
Policy Review: This policy will be reviewed annually and updated as needed to incorporate best practices and emerging security threats.
8. Contact Information
For inquiries related to backup and offsite storage, contact Speak AI’s IT Security Team at [email protected].