Security and safety

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Confidentiality and responsibility

We feel it’s important to tell you several security and safety-related rules we want you to keep in mind. We work with a lot of data and a lot of people, so it’s important to adhere to some standards

Duty of confidentiality
While workin at TOPdesk, you’ll be dealing with confidential and privacy-sensitive data, ranging from names, positions and telephone numbers to “the” source code. Because these data are extremely valuable, not only to us but also to third parties, we expect you to handle them with integrity. We rely on all business-related information remaining at TOPdesk. This is both in our interest and that of our customers, who can count on their data being used solely for TOPdesk purposes. Please note, this duty of confidentiality continues after your employment at TOPdesk ends.

Data
As said, we work with a lot of data. Data regarding TOPdesk itself, TOPdesk’s customers and your colleagues. We want that data to be safe and secure, so we expect and trust you to treat all data you encounter with care. Need to share any data? Make sure you know the consequences and follow the correct procedures. Would you like to share things about TOPdesk online, for example on social media? Please behave and write responsibly. 

The other way around, TOPdesk also handles your personal data with the utmost care. We will not share your home address, phone number or private email address without your acknowledgement. This also means you have the responsibility not to share your colleagues’ contact details with others without their consent.  

Next to data, we find it important that you handle physical materials belonging to TOPdesk or your colleagues with caution. However, TOPdesk is not responsible for damages to employees’ property.

More on security guidelines is to be found in TOPerations (internal only).

Got any questions? The ICT department can help you find answers. Like, for example, these basic tips:  

• Be careful with communication to and from the “outside world”
  One of the easiest ways to steal information is to socially engineer your way into an organization. Usually this means they’ll call or email an employee and try to get them to give valuable data or resources. What’s needed for this to succeed, is specific information on the target company; i.e. who works there, what they do and anything that can be used to come across as trustworthy or even impersonating a TOPdesk employee. A lot of this information is readily available publicly on Facebook, Twitter or LinkedIn. With that in mind, please be careful as to what you share with those outside of TOPdesk; especially if you have no reason to trust them or if the information is of a sensitive nature. We will never share each other’s whereabouts or details about holidays or parental leave for example. 
• Make sure you have a good and unique password
  You’re provided with quite a lot of useful tools, services and access by TOPdesk, most of which are specifically provided to you as a person by way of your TOPdesk user account. Naturally, this also means that this account needs to be as secure as reasonably possible; because it could be quite destructive if someone else managed to log in using your credentials. There are some things we can do at ICT to minimize the risk, such as requiring multi-factor authentication, a company device with several security measures, and training. However, it’s still up to you to use a password that’s at the very least hard to guess. Please avoid reusing the same passwords with a different number every time and use significantly different passwords for different accounts. 
• Store your belongings (data carriers) safely if possible
  Every office building is a juicy target for criminals; usually, there are laptops, USB sticks and fancy headsets scattered about the building. At TOPdesk, we cultivate a culture where our valuables are neatly tucked away in secured rooms and cabinets. The goal here is to not only minimize financial damage from a break-in but more importantly to assure that no data leaks occur because a device gets stolen with confidential information on it. Hence: store any and all data carrying equipment (including papers) in secure locations when you leave. 

In case of danger or uncertainty: press the panic button in the TOPerations SSP or call IT. They’ll be more than happy and able to help you out, even if you aren’t sure or if you think it’s a silly question; their primary activity in this case is keeping you and TOPdesk safe. 

We work with a lot of data. Data regarding TOPdesk itself, TOPdesk’s customers and your colleagues. We want that data to be safe and secure, so we expect and trust you to treat all data you encounter with care.

Copyright

Anything you create for TOPdesk is the intellectual property of TOPdesk. We’re ok with you doing work for another company – in fact, we think it’s great if our employees show entrepreneurship -, if the business interests of that company and TOPdesk don’t interfere with each other. And we like you to notify us in due time.  

Certificate of conduct

Many of our customers put a large amount of responsibility on TOPdesk concerning the security of their sensitive data. That’s why we request you get a specific certificate of conduct for accessing systems with sensitive information. You can only access customer data if you’re able to obtain such a certificate. We trust our colleagues, and we want to be able to prove to our customers that TOPdesk is a safe, trustworthy community.

BHV

No matter the cause, as soon as we hear the fire alarm go off it’s evacuation-time. Wondering what you should do in case of an emergency?

TOPdesk Emergency procedure
1. Go to the emergency exit
2. Use the stairs to go down (not the big stairs and not the elevators)
3. Listen to instructions from the BHV/ERT team
4. Gather at the assembly point

First aid
Each floor has a first aid kit. We also have cold packs available. Always call BHV if you need the first aid kit. Do you need some care, but it’s not an emergency? Visit the Service Desk at the 6th floor. They have a ‘hang-over’-kit with aspirins and band-aids too. If there’s something we need to know about you, like chronic health conditions, medications etc. please let the BHV/ERT team know.