snapADDY

Privacy and Security Hub

IT Security

The security of your data and our technologies is our priority at snapADDY. We use state-of-the-art approaches to anticipate and rule out all possible attack scenarios. For this purpose, we employ a dedicated DevOps team, carry out regular security training and internal and external reviews, and tailor our workflows according to the requirements of official certifications.

Infrastructure

The diagram above provides an overview of snapADDY's technical infrastructure. Our business logic is hosted exclusively in data centers in Frankfurt am Main (AWS zone: eu-central-1). Each service is protected in a private VPC and distributed across three independent availability zones to ensure the highest level of fail-safe operation.

snapADDY Clients Data Flow – General

The data flow diagram shows the different data sources used by snapADDY to generate contact and suggestion data and to enrich existing data, as well as the connection to your CRM system used for each export.

DataQuality

Business Card Scanner

VisitReport

The manual upload of inventory data via Excel or CSV files exported from your CRM or other data source is also explained.

Social Network Updates workflow

The Social Network Updates provide an optional extension to the DataQuality product. The workflow diagram above shows the technical process for creating suggestions based on changes made by a user in a social network we support. Once we detect any such changes, our server checks if it is relevant to the CRM system you are connected to. This means if it is related to a lead or contact you have and it is affected by this change. If this is the case, you get a suggestion in DataQuality that you can accept or ignore.

CRM Connections

The sequence diagram describes the technical process of our duplicate check in DataQuality and our two apps Business Card Scanner and VisitReport. First, data entered by the user is checked for duplicates in your CRM system. For this purpose and depending on the CRM, several connection options, such as OAuth, are offered. If a duplicate is found in your CRM, you will see the differences detected by snapADDY in a clear merge view. Here you can select which data you would like to transfer and which you want to discard. According to your choice, the data will then be created or updated in your CRM.

Backups of all databases that snapADDY uses for the productive operation of its products are automatically created daily via RDS snapshots. In addition, snapshots of the transaction logs are created regularly so that we can restore our databases to a specific time (a few minutes before a possible crash). The RDS snapshots and transaction logs are stored in Amazon S3 and kept for 30 days.

An object versioning is enabled for the S3 buckets used by snapADDY. Old versions and deleted objects can thus be restored within 30 days.

Deleted data is first marked for deletion and finally deleted after 30 days. Within this time our support staff can recover any data that has been accidentally deleted.

All requests to and between our servers are protected with transport encryption. Through HSTS and redirection from HTTP to HTTPS, encryption of external traffic is ensured. Our servers support TLS 1.2 and 1.3 with strong cipher suites. The mTLS 1.3 is used for internal connections between our servers. These measures help us achieve an A+ rating in SSL Labs' SSL Server Test (https://www.ssllabs.com/ssltest/analyze.html?d=app.snapaddy.com).

All databases and S3 buckets with customer data are encrypted with AES-265. The encryption keys of the databases are encrypted with master keys managed by AWS within the Key Management Service (KMS). The KMS master keys are stored on hardware security modules (HSMs) and validated at FIPS-140-2 Level 2 (Level 3 in some categories). For further information, please refer to ISMS (Chapter 3.2).

For the authentication at snapADDY, you can choose between different options. On the one hand, you can use a standard login using username and password with optional 2-factor authentication. On the other hand, we offer our customers a single sign-on either via OAuth (OpenID-Connect for the three identity providers Microsoft, Google, and Apple) or a SAML integration with the identity provider of your choice. For more information on setting up SAML, please refer to the FAQ.

Administrators of a snapADDY organization can assign roles to your users based on user permissions. These roles restrict access to certain resources and can be assigned individually.

You can find an overview of the available roles here:

https://help.snapaddy.com/en/articles/2547674-what-do-the-user-roles-reporter-user-template-curator-template-manager-and-admin-mean

To use the Email Contact Suggestions feature, it is necessary to establish a connection between snapADDY and your email account. There are two ways to establish the connection. Either you establish the connection via a snapADDY OAuth application to a Microsoft account or you use a standard connection via IMAP. Since these two connection options are technically different from each other, we explain the respective security aspects separately below.

Connection via snapADDY-OAuth application

To connect your Microsoft email account, you need to grant the snapADDY Suggestions OAuth application access to the Mail.Read, User.Read, and offline_access permissions. If necessary, this access must be confirmed by your organization's Azure administrator. Next, snapADDY creates a subscription on your behalf using the Microsoft Graph API that notifies snapADDY through a webhook as soon as a new email is received for processing. Once snapADDY receives such a notification, we retrieve the email from your mailbox and extract possible signatures. During this process, at no time are the contents of the email stored or logged by us. All data is only available temporarily and only at the moment of processing (parsing).

Connection via IMAP

The connection via IMAP is made using the regular access data to your IMAP account. In addition to our general encryption of the database, the password is initialized with a randomized vector using a 256bit AES-CBC secret. The encryption key is derived from an internal secret and a randomized salt using PBKD2. The stored password is not retrievable by a user and is only required for the server-side connection to your mailbox. If you can use app passwords that allow a separate password for third-party integrations of your IMAP account, we recommend using this option. For more information, please refer to: https://support.google.com/mail/answer/185833?hl=de.

In both cases, the content of your emails is never stored or logged. The emails are only in the main memory for the moment they are processed and are then discarded. Additionally, emails with certain sender domains can be completely excluded from processing by this feature.

Furthermore, contact suggestions based on incoming emails are only stored in the snapADDY contact list selected by the user. Each user can individually define who has access to this list.

Our guidelines for IT security across the different organizational levels and areas of the company are laid down in an IT Security Management System document as Policies.

We use the Amazon GuardDuty intrusion detection system (IDS) to monitor network activity in our infrastructure. GuardDuty analyzes audit, DNS, and network logs and notifies us in case of suspicious activity. You can find more information about GuardDuty here: https://aws.amazon.com/guardduty/

At the infrastructure level, only a few employees of many years standing at snapADDY have full access to production areas. This access is regulated via the AWS rights and roles concept and can be transparently tracked through audit logs.

At the application level, an additional group of employees for support processes has restricted access to customer organizations. These accounts are additionally secured by two-factor authentication. All activities can be tracked via audit logs.

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Do you have any questions?

We hope there are no more questions! If you do, please feel free to contact us at the email address below:

Data protection

datenschutz@snapaddy.com