1. Purpose and Scope
The purpose of this Incident Reporting and Response Policy is to outline the procedures and responsibilities for identifying, reporting, and responding to security incidents at Speak Ai Inc. ("Speak Ai"). This policy applies to all employees, contractors, and third parties who use Speak Ai's information systems and resources.
2. Policy Statement
Speak Ai is committed to maintaining the security and integrity of its information systems and data. This policy establishes a structured approach for managing security incidents to minimize impact, ensure rapid resolution, and prevent recurrence.
3. Definitions
Security Incident: Any event that has the potential to compromise the confidentiality, integrity, or availability of Speak Ai's information systems or data. Examples include data breaches, malware attacks, unauthorized access, and loss or theft of devices.
4. Incident Reporting
Immediate Reporting: All employees, contractors, and third parties must immediately report any suspected or confirmed security incidents to the IT Team. Reports can be made via email at [email protected].
Incident Details: When reporting an incident, the following information should be provided:
Description of the incident
Date and time of discovery
Systems and data affected
Contact information of the person reporting the incident
5. Incident Response Procedure
Identification and Assessment:
The IT Team will verify and classify the reported incident.
An initial assessment will determine the severity and potential impact of the incident.
Containment:
Immediate steps will be taken to contain the incident and prevent further damage. This may include isolating affected systems, revoking access, and applying temporary fixes.
Investigation:
A thorough investigation will be conducted to identify the root cause of the incident.
Evidence will be collected and documented for analysis and potential legal actions.
Mitigation and Eradication:
The IT Team will develop and implement a remediation plan to address the root cause and eliminate the threat.
Systems will be thoroughly cleaned, and security patches or updates will be applied.
Recovery:
Affected systems and services will be restored to normal operations.
Data integrity will be verified, and backups will be used if necessary.
Communication:
Relevant stakeholders, including affected users, management, and regulatory bodies, will be informed about the incident, its impact, and the steps taken for resolution.
Regular updates will be provided throughout the incident response process.
Post-Incident Review:
A post-incident review will be conducted to evaluate the response and identify areas for improvement.
Lessons learned will be documented, and corrective actions will be implemented to prevent future incidents.
6. Training and Awareness
Employee Training: All employees and contractors must undergo regular training on incident reporting and response procedures. Training sessions will cover how to recognize security incidents and the steps to report them.
Awareness Programs: Ongoing awareness programs will be conducted to reinforce the importance of timely incident reporting and adherence to response procedures.
7. Documentation and Record Keeping
Incident Log: An incident log will be maintained to record all reported incidents, including details of the incident, response actions taken, and final resolution.
Reports: Detailed incident reports will be prepared and stored for reference and compliance purposes.
8. Compliance and Review
Policy Compliance: Compliance with this policy is mandatory for all employees, contractors, and third parties. Non-compliance may result in disciplinary actions.
Policy Review: This policy will be reviewed annually or as needed to ensure its effectiveness and alignment with industry best practices and regulatory requirements.
9. Contact Information
For any inquiries or issues related to this Incident Reporting and Response Policy, please contact the IT Team at [email protected].