Data Protection Policy

Access roles

Access to the user database is given to team members based on what is minimally required for them to fulfill their roles. Roles and data access

• Profile Reviewers - responsible for approval or rejection of user profiles
  • Emails
  • Private users’ profiles
• Website Administrators - responsible for eahub.org management
  • All of the above
  • Profile update logs
• Technical Administrators
  • All of the above
  • Passwords (hashed with pbkdf2_sha256)
  • IP addresses

Production Database Access Management

Technical Administrators’ credentials which grant direct access to the production database must follow the following guidelines:

• Passwords must have 130+ bits of entropy.
• Passwords must be stored in a password manager database.
• SSH access to the running production server must use a separate EA Hub ssh key that can be decrypted only by a password that satisfies the aforementioned criteria.
• General guidelines for credentials management (see below)

Backups Management

• The hosting provider is creating a backup each morning (04:00 GMT) and stores up to 7 backups at a time.
• An export of the database and media files is done by the end of each month. That backup is encrypted with a secure password and uploaded to a secure hosting platform. By the end of each backup the security of the resulting file is confirmed by at least two lead developers.
• The monthly backups are stored for 6 months only.

Credentials management

• "Credentials" here refers to credentials to all production services used for eahub.org, i.e.,
  • deployment tools
  • backup storage
  • email service providers
  • version control tools
  • eahub.org admin panel
• Two-Factor Authentication must be enabled where possible
• Where SSH keys are used, they must be encrypted and different keys must be used for different services
• Credentials must be rotated every 12 months
• Access sharing guidelines:
  • Passwords sharing requests must be confirmed via a video call.
  • Passwords must be transferred only as a text document in an encrypted archive, using an end-to-end encrypted communication channel. The password to the archive must be shared through a different communication channel.