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Sanlam Consumer Device Policy
 
User Policy
Effective:  12 August 2013​Status:  Approved​
Owner:  Group IT​​​Version:  V1.5
Classification:  Sanlam Internal Use​Date last updated:  21 August 2013​

 
The policy is focused on all types of consumer devices (e.g. Smart phones, Tablet devices, laptops, home PCs, etc), which are used for Sanlam business purposes. The Policy is required when these devices are used for accessing Sanlam's information because it exposes Sanlam to information and security risk.
In as far as the existing electronic communication policy is concerned, you are reminded that depending on the severity, breaches could result in disciplinary action with serious consequences. Breaches of this consumer device policy could have similar consequences, or at least mean that the right of use may be withdrawn.

Adherence to the electronic communication policy

  • When using a consumer device such as a smart phone or tablet for business purposes, you must adhere to the principles as specified in the Group's electronic communications policy for users as published on the Group Intranet at http://intranet.sanlam.co.za/pages/MySanlam/Policies/InfoSecurity/ElectronicCommunication.aspx 
  • Please note that this means that Sanlam has the right to scan the information on devices and virtual devices that were provided by Sanlam. (A virtual device is the software that Sanlam will provide to you if you wish to connect your privately-owned consumer device to the internal network. If you only want email and calendar access, this is not required.)

Device support: all users

  • ​If you want to use or are using a consumer device to access or store Sanlam information, this policy applies to you. It does not matter whether Sanlam supplied the device or whether the device is privately owned.
  • Only devices that can be supported by your IT division (or ITISS), may be used for Sanlam business purposes. 
  • All devices (including privately owned devices) used for Sanlam business purposes, must 
    • ​be registered with your IT technical support department,
    • have the password lock activated,
    • be configured in such a way that it can be "wiped" remotely if lost or stolen
  • ​If your IT division is unable to configure the necessary security and management software on the device, then the risk of Sanlam data being compromised is too high for Sanlam and you will not be allowed to use the device for business purposes.
  • Before purchasing a device, talk to your IT division to find out whether the device is supported or not.
  • If using a privately-owned device, make sure that it is authorised and registered by your technical support division, and is configured properly with Sanlam prescribed security and management software.
  • ​Since you might find it possible to bypass Sanlam's management and/or security measures in this regard, you are hereby reminded that in doing so, you will be in breach of Group policy

Physical security and what to do when a device is lost or stolen.

  • You are responsible for the physical security and safekeeping of devices (and the Sanlam information stored on them) while in your possession.
  • Should your device (personally owned or provided by Sanlam) get lost or stolen, you must report the loss or theft of the device immediately to your IT department and wipe the data yourself via the prescribed procedure.
  • Make sure you know what number to call if your device is lost or stolen.
  • Change your email password as soon as possible if the device was used to access your email.
  • You may be required to report the incident to the local police.
  • Take care when travelling: e.g. don't leave a device in the seat pocket when flying and always lock devices in the safe of your hotel room whenever your device is left in the room when you leave the room.
  • Some devices natively support remote wipe. You should enable and use this service.
  • When a device gets wiped, all information on it will be deleted, including your personal information. You are responsible for backing-up your personal information. 

Information Security controls

  • You must not disable or bypass security settings that have been specifically enabled on the device.
  • You must not remove or disable any Sanlam prescribed security software on the device.
  • Any device where the base security has been compromised, will eventually not be allowed to connect to Sanlam services (e.g. "jailbroken" Apple devices, root access enabled Android devices, etc.). In the interim, such devices will be identified and technical personnel will contact such users to address the matter.
  • You must enable the security when you are not working on the device (e.g. passcode lock protection).
  • You must refrain from using "Password Vaults" provided by devices because these vaults aren't really secure.
  • Always try to use passcodes of reasonable strength.

Data back-up

  • Data and Applications on the device as well as configuration settings will not be backed up by Sanlam.
  • If your personal data needs to be backed up, then the onus is on you to select a secure and reputable mechanism to do so. Your IT division will provide guidance in this regard.
  • Please note that you should not back up Sanlam's data (e.g. email) since the source data is on Sanlam's servers, and you would need to ensure appropriate security of the back-up files. 

Safe use of "apps"

  • Only download "apps" that you know you can trust, i.e. that are provided by trusted sources.
  • Regularly check for and apply security upgrades and patches.
  • Don't override the base security of devices (e.g. "jailbreak" Apple devices, gain root access to Android devices, etc.).
  • Don't break the security of "apps" and/or install pirate copies.
  • Make sure you understand how the "app" shares information with other "apps" and with social media, e.g. with Facebook.
  • Make sure you understand how the "app" operates to enable you to stop its operation should the device get lost or stolen. 

Getting rid of an old device or leaving Sanlam's service

  • When receiving a new device, don't forget about the security of your old device.
  • Firstly, ensure that all relevant personal data is backed-up.
  • You must delete all Sanlam information on the old device.
  • When leaving Sanlam's service you must delete all Sanlam information on your device.
  • You must restore all factory settings on the old device (this option is available on the majority of devices) or remote wipe the device. ​

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