1. Purpose
This policy establishes BuildFlow Pro's procedures for detecting, assessing, containing, and notifying affected parties in the event of a personal data breach or security incident. This policy is designed to comply with GDPR Article 33/34, CCPA requirements, and other applicable data protection regulations.
2. Definitions
- "Security Incident" — Any event that threatens the confidentiality, integrity, or availability of BuildFlow Pro systems or user data
- "Data Breach" — A security incident that results in the unauthorized access to, disclosure of, alteration of, or destruction of personal data
- "Affected Parties" — Individuals and organizations whose personal data may have been compromised
- "Incident Response Team" — The designated BuildFlow Pro personnel responsible for managing security incidents
3. Incident Response Phases
Phase 1: Detection & Reporting
- Automated monitoring systems continuously scan for anomalies, unauthorized access, and suspicious activity
- Any employee, contractor, or user who suspects a breach must report it immediately to security@buildflow-pro.com
- Automated alerts are triggered by: unusual data access patterns, failed authentication attempts, unauthorized API calls, system integrity violations
Phase 2: Assessment & Classification
- The Incident Response Team assesses the scope, severity, and potential impact within 4 hours of detection
- Incidents are classified as: Critical (active data exfiltration, ransomware), High (unauthorized access to personal data), Medium (vulnerability discovered, no confirmed access), Low (policy violation, no data impact)
- A determination is made whether the incident constitutes a reportable data breach under applicable law
Phase 3: Containment & Remediation
- Immediate containment measures are taken: revoking compromised credentials, isolating affected systems, blocking malicious IPs
- Evidence is preserved for forensic analysis and potential legal proceedings
- Root cause analysis is conducted to identify the vulnerability or attack vector
- Remediation measures are implemented to prevent recurrence
- Affected customers are notified without undue delay and within 72 hours of confirmed breach
- Regulatory authorities are notified as required by applicable law (e.g., GDPR supervisory authority within 72 hours)
- If the breach is likely to result in a high risk to individuals, affected data subjects are directly notified
- Notification includes: nature of the breach, data involved, likely consequences, mitigation measures taken, contact information for follow-up
Phase 5: Documentation & Review
- A detailed incident report is created documenting the timeline, root cause, impact, response actions, and lessons learned
- Security controls and procedures are updated based on findings
- A post-incident review is conducted within 14 days to evaluate the effectiveness of the response
- All documentation is retained for a minimum of 5 years
4. Notification Timeline
| Audience | Timeline | Method |
|---|
| Affected Customers | Within 72 hours | Email + in-app notification |
| Regulatory Authorities | Within 72 hours (GDPR) | Written notice |
| Data Subjects (High Risk) | Without undue delay | Direct email notification |
| General Public (if required) | As required by law | Website notice + press release |
5. Notification Content
All breach notifications will include:
- A description of the nature of the breach
- The categories and approximate number of data subjects and records affected
- The name and contact details of BuildFlow Pro's data protection contact
- A description of the likely consequences of the breach
- A description of the measures taken or proposed to address the breach, including mitigation
- Recommended steps affected individuals should take to protect themselves
6. User Responsibilities
BuildFlow Pro users also play a role in security:
- Report suspected security incidents immediately to security@buildflow-pro.com
- Use strong, unique passwords and enable two-factor authentication when available
- Do not share account credentials
- Keep devices and browsers up to date
- Review account activity logs periodically for unusual behavior
7. Two-Factor Authentication (2FA)
BuildFlow Pro supports and encourages the use of two-factor authentication to add an extra layer of security. When 2FA is enabled:
- A second verification step is required at login (email verification code)
- This significantly reduces the risk of unauthorized account access even if passwords are compromised
- Enterprise accounts may enforce mandatory 2FA for all users in their organization
8. Policy Updates
This policy is reviewed and updated at least annually, or immediately following a significant security incident. Changes will be reflected in the version number and effective date. Users will be notified of material changes via email or in-app notification.
9. Contact
To report a security incident or vulnerability, or for questions about this policy: