2. Training. Cambridge trains all employees to ensure that personal information is kept confidential. Generally, personal information is not released to anyone except Cambridge’s employees who have a need to know in order to perform their functions, to our client’s personnel or to others as needed to fulfill our or your business operations. When reasonably necessary, we re-train employees.
3. Safeguards. Cambridge uses reasonable efforts to establish and maintain administrative, technical and physical safeguards to protect the security, confidentiality and integrity of personal information. For example, Cambridge uses an in-house computer system server that is connected only to networked workstations and not with any phone, fax, e-mail, internet or other lines or equipment. This helps provide protection from external hacking into our system databases and programming. Access to any personal information maintained on computers is controlled via a user-identification code and password system. Our system security prohibits use by other than network users requiring user name, workstation name and individual password for system access. User identification codes and passwords are issued by Cambridge only to properly validated individual users.
4. Faxes. In-bound fax retrievals from our main fax number are isolated to a non-system fax bay, with roll-over capability to any number of fax machines necessary to maintain constant in-bound fax retrievals. These fax machines are in a private area, inaccessible to anyone except Cambridge employees.
5. Paper Records. Paper records are retained on-site at Cambridge, in locked file cabinets accessible only to designated Cambridge employees, for a period of 18 months as back-up to our computer records. After 18 months, these files are shredded in-house, unless other arrangements are required by the client.
6. Power Failure. In the event of a power failure or regional emergency, Cambridge’s recovery plans and procedures to protect system information include:
- On-site full system backups daily to tape and auxiliary hard drive.
- Off-site backup tape copies, rotated weekly.
- On-site hard copies of negotiation records as described above.
- On-site APC battery backup.
7. Questions or Concerns. We hope this privacy and security Policy reassures you about the procedures we take to ensure the confidentiality and security of personal information. If you have any questions, please do not hesitate to contact us.