Security is of the utmost importance to Anaplan. All client data supplied to Anaplan is considered confidential data and is handled accordingly. All Anaplan employees are required to sign a security agreement at the commencement of their employment.
Details of an Anaplan employee agreement are as follows:
In the course of normal business activities many Anaplan staff, both employees and contractors, will come into contact with confidential information belonging to project teams, prospective project teams and partners. Examples of this kind of information include:
Sample data provided in the course of discussing and agreeing on requirements
Data used when building Proof-of-Concept models
Data files for importing
Access to Anaplan models by consultants for assisting with model building
Access to Anaplan models by development for troubleshooting
This document sets out the policy and procedures regarding privacy and security of such information.
All information belonging to project teams, prospects and partners is to be treated as confidential, unless it is known to be available in the public domain (and not as the result of a data breach), or written authorization has been given by the owner of the information to use it otherwise. Information should be shared only on a need-to-know basis.
Note: The owner applies to the Client business process owner and is someone who is authorized to give permission. The written permission documentation has to be kept in a central location, such as attached to a Zendesk or JIRA ticket.
All Anaplan staff have entered into non-disclosure agreements in the course of their engagement, and information received from project teams, prospects and partners is governed by those agreements.
Confidential information is not to be passed on to other staff or to third parties without the express written authorization of the data owner.
Box (www.box.com) may be used as required for storing and transferring confidential data such as text files or Excel workbooks. Folder access must be configured so that only the relevant Anaplan staff engaged in the specific use-case have access, along with appropriate individuals employed or engaged by the project team. Data must be deleted once it has served its purpose.
Anaplan models containing customer data should only be kept on the PROD servers. With written authorization from a customer they may be copied temporarily to UAT for testing purposes, but must be deleted once testing is completed. They must never be exported as zip files outside the secure servers. The infrastructure team can assist when needed to copy models between servers without exporting and re-importing.
Confidential documents should not in general be sent by e-mail. If this is unavoidable, the documents must be encrypted and the password sent separately by other means such as text message. Do not send by e-mail to the same recipient.
If you receive a confidential document by e-mail, it should be copied to a secure location and the e-mail deleted. If the sender was an Anaplan staff member, please notify them so the document can be deleted immediately from their ‘Sent Items’ folder.
Where possible, confidential information should not be stored on personal computers, or on memory sticks, disks or other removable media. If this is unavoidable, the information must be stored on disks encrypted with a strong password.
Under no circumstances should any confidential information be stored in Dropbox. Dropbox files are replicated across many personal computers and this does not provide adequate access controls to ensure the privacy of the data.
Confidential information may not be put into Jira/Confluence, Zendesk or any other issue tracking software. Where confidential information is required (such as data needed to reproduce a bug) it should be stored in a secure location such as Box and a reference to its location included in the ticket.
Access for Anaplan staff on Client Anaplan models should only be granted as needed, and should be removed as soon as it is no longer required. Anaplan staff unable to remove their accounts from Client systems must remind the Client to do so.
The Anaplan platform includes many features that allow for secure access for users. Users are prevented from accessing each other’s data and information. User stories will be constructed in the planning and requirements phase that will detail the security settings, (called Selective Access), that will need to be configured to allow for the appropriate level of security for users.
Follow these guidelines when creating and assigning roles:
Restrict workspace administrators as much as possible
Review access to all current models for ‘at risk individuals’: both workspace administrators and those who have partial model access
Separate sensitive modules in new models or different spaces as necessary
If integration with Client security protocols, such as SSO, is required, these will need to be highlighted early in the process and an appropriate Client technical resource supplied for the project.