Encryption & Data Protection Policy

Version: 1.0 | Last updated: [Date] | Document owner: [Role, e.g., CISO]

1. Purpose

To define the minimum encryption and data protection requirements to ensure the confidentiality and integrity of sensitive information stored or transmitted by [Company Name].

2. Scope

Applies to all data classified as confidential or restricted, including personal, financial, and trade secret data, in any system, database, backup, or communication channel under the company's or its vendors' control.

3. Data Classification

• Public: information that can be freely disclosed.
• Internal: internally used information with no significant risk if exposed.
• Confidential: personal, financial, or strategic data — mandatory encryption required.
• Restricted: sensitive data with specific regulatory requirements (e.g., health data, payment card data) — requires additional controls beyond standard encryption.

4. Encryption at Rest Requirements

Data classified as Confidential or Restricted must be stored with AES-256 encryption (or an equivalent or stronger standard), including production databases, backups, and cloud storage volumes.

5. Encryption in Transit Requirements

All communication of Confidential or Restricted data, internal or external, must use TLS 1.2 or higher. Administrative connections to critical systems must use VPN tunnels or equivalent.

6. Key Management

Encryption keys must be stored separately from the data they protect, with role-based least-privilege access, periodic rotation per [timeframe, e.g., 12 months], and use of a key management service (KMS) whenever available in the infrastructure used.

7. Devices and Backups

Mobile devices and laptops that store or access Confidential data must have full-disk encryption enabled. Backups must be encrypted and periodically tested for restoration capability.

8. Roles and Responsibilities

• [Role, e.g., CISO]: approves exceptions and reviews the policy annually.
• [Role, e.g., Engineering/Infrastructure]: implements and maintains technical encryption controls.
• All employees: responsible for not bypassing encryption controls on corporate devices.

9. Exceptions

Any exception to this policy must be formally approved by [responsible role] and documented with justification and validity period.

10. Policy Review

Mandatory annual review, or after a security incident related to data exposure.