Data Management Policy


Purpose: To outline guidelines for managing and protecting data assets within Spirula, ensuring confidentiality, integrity, and availability.

Scope: Applicable to all employees, contractors, and third parties handling company data.


Roles and Responsibilities

Data Stewards: Designated individuals responsible for overseeing data management, access, and security.

IT Personnel: Responsible for implementing and maintaining data security measures.


Data Governance

Lifecycle Management: Procedures for data collection, storage, processing, transmission, and disposal aligned with cybersecurity best practices.

Data Ownership: Clear identification of data owners and their responsibilities.


Data Collection and Processing

Lawful Collection: Adherence to legal and ethical guidelines for data collection.

Processing: Secure methods for processing and storing data, utilizing encryption and access controls.


Data Security

Access Controls: Limiting data access based on job roles and necessity.

Encryption: Implementing encryption protocols for data in transit and at rest.

Security Audits: Conducting regular security assessments and audits.


Data Access and Sharing

Access Policies: Clearly defined access policies with authentication measures.

External Sharing: Protocols for secure sharing of data with clients or third parties.


Data Quality

Accuracy and Integrity: Ensuring data accuracy and maintaining its integrity through regular validation processes.

Quality Standards: Establishing standards for data quality assurance.


Data Retention and Disposal

Retention Periods: Specifying retention periods for different types of data.

Disposal Procedures: Secure methods for data disposal after reaching the end of its lifecycle.


Compliance and Legal Considerations

Regulatory Compliance: Adhering to relevant data protection laws (GDPR, HIPAA, etc.) and industry standards.

Breach Response: Procedures for handling data breaches, including reporting and mitigation.


Training and Awareness

Employee Training: Regular training programs to educate employees on data security best practices.

Awareness Campaigns: Encouraging a culture of data security awareness among employees.


Policy Review and Updates

Regular Review: Scheduled reviews of the policy to align with changing regulations or emerging threats.

Version Control: Maintaining a record of policy revisions and updates.