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business edition: security

by Leena Iyar on February 26, 2016

business-edition-security

WHITEPAPER business edition, security

INTRODUCTION

Moxtra takes security and safety seriously protecting the confidentiality, integrity, and availability of customer’s data. We recognize security as crucial aspect of our system. At Moxtra the latest technologies and security best practices are used to provide a secure service. To do this, we’ve created a sophisticated infrastructure onto which account administrators can layer and customize policies of their own. In this paper, we’ll detail the policies we’ve established, as well as options available to admins, that make Moxtra the secure tool for getting work done.

UNDER THE HOOD

Moxtra’s easy-to-use interfaces are backed by an infrastructure working behind the scenes to ensure highly scalable, and efficient mobile collaboration solutions to enable teams and developers around the world to communicate powerfully. To make this happen, we’re continually evolving our product and architecture to speed data transfer, improve reliability, and adjust to changes in the environment. In this section, we’ll explain how data is transferred, stored, and processed securely.

ARCHITECTURE

Data Persistence Layer: The persistence layer deals with storing and retrieving data from our data farm

Cache Layer: The caching layer acts as a central part of the server and provides very rapid reads and writes of data. It helps in scaling and providing a faster experience to our users.

Presentation Layer: The presentation layer contains code, which works with the data, processing it according to the rules of the business logic.

Real-Time Layer: Our realtime services include Voice, Public Switched Telephone Network (PSTN), Video, Desktop Sharing and Real-time Chat services. Our voice service leverages VoIP technology and Moxtra’s secure network. Hosted Voice provides PBX-like voice capabilities—without the PBX. That means you can enjoy a full set of unified communications features.

Email Engine: The email engine handles all the incoming mails. It parses the emails and accordingly posts data to respective binders.

Search Farm: The search farm is responsible for providing fast and accurate search results.

Integration Services: This is a separate service dedicated to monitoring integrations configured with external services.The integration services handle authentication and all incoming data from various third party applications. It parses the incoming data payload and posts it to configured binders.

Job Server Farm: The job server farm is a cluster of servers that process all the requests coming in from the different services layer.  It streamlines internal processes by distributing the workload between the individual components of the farm to meet performance and high availability requirements.. It prioritizes the tasks and schedules and reschedules them depending on priority and demand that users put on our network.

Moxtra is designed with multiple layers of protection, covering data transfer, encryption, network

configuration, and application-level controls, all distributed across a scalable, secure infrastructure.

MOXTRA USER INTERFACES

Moxtra users can access the binders, pages, files and other data at any time from the desktop, web, and mobile clients, or through third-party applications connected to Moxtra. All of these clients connect to secure server. Distributing different levels of information across these services not only makes syncing faster and more reliable, it also enhances security.

The Moxtra service can be utilized and accessed through a number of interfaces. Each has security settings and features that process and protect user data while ensuring ease of access.

  • Web: This interface can be accessed through any modern web browser. It allows users to chat, meet, annotate files, upload, download, view, and share their files.
  • Desktop: The Moxtra desktop application is a powerful client that allows users to collaborate from their desktop. It gives users full access to their Moxtra accounts, and runs on Windows or Mac operating systems.
  • Mobile: The Moxtra app is available for iOS, Android, BlackBerry mobile devices and tablets, allowing users to collaborate on the go.

Our security team performs automated and manual application security testing on a regular basis to identify and patch potential security vulnerabilities and bugs. We also work with third- party security specialists, as well as other industry security teams and the security research community, to keep our applications safe and secure.

RELIABILITY

A communication and collaboration system is only as good as it is reliable, and to that end, we’ve developed Moxtra with multiple layers of redundancy to guard against data loss and ensure availability.

Redundant copies of metadata are distributed across independent devices within a data center in an N+2 availability model. Hourly incremental and daily full backups are performed on all metadata.

This feature, beyond protecting user data, provides high availability of the Moxtra service. In the event of a failed connection to Moxtra’s service, a client or front-end server will gracefully resume operation when a connection is re-established.

Load balancing across multiple servers ensures redundancy and a consistent communication experience for the end user.

AUTHENTICATION

Before any content is added into Moxtra users have to login to their Moxtra account. All passwords in Moxtra are stored using one-way hashing (SHA 256) and they are never exchanged over clear channel.

Moxtra also supports “sign-in with Google” and “Login with Facebook” for users who opt to login with Google or Facebook.

SINGLE SIGN-ON

Moxtra supports federated authentication using SAML (Security Assertion Markup Language) 2.0 protocol to easily enable the integration with various identity and cloud SSO providers. This lets an organization securely authenticate and authorize between their identity provider and Moxtra in a trust relationship.

DATA IN TRANSIT

To protect data in transit, Moxtra uses Secure Sockets Layer (SSL)/Transport Layer Security (TLS) for data transfer, creating a secure tunnel protected by 128-bit or higher Advanced Encryption Standard (AES) encryption. Data in transit between a Moxtra client (currently desktop, mobile, API, or web) and the hosted service is always encrypted via SSL/TLS. For end points we control (desktop and mobile) and modern browsers, we use strong ciphers and support perfect forward secrecy. Individual sessions are identified and re-verified with each transaction, using a unique token created at login.

DATA AT REST

Moxtra hosts its service using Amazon S3, here is an overview of security provided by Amazon S3 for the data at rest: Amazon S3 Server Side Encryption (SSE) is used to encrypt the data stored at rest in Amazon S3. Amazon S3 Server Side Encryption employs strong multi-factor encryption. Each object is encrypted with a unique key. As an additional safeguard, this key itself is encrypted with a regularly rotated master key. Amazon S3 Server Side Encryption uses one of the strongest block ciphers available — 256-bit Advanced Encryption Standard (AES-256) — to encrypt your data.

MANAGEMENT FEATURES: ACCESS CONTROL

Moxtra provides binder owners with full control over their content. Binder owners can share their content with varying levels of control.

  • Binders are accessible only by the owners, unless the owners have shared the content with others.
  • Binder owners can invite members to view and collaborate over the binder.
  • Binder owners can designate binder members as editors or viewers.
  • Members get all the privileges available to a binder owner: add content, remove content, create Moxtra Note, annotate, view comments, post comments, view updates, invite members, share binder in Moxtra Meet.
  • Viewers can only view binder contents, view comments, and post comments
  • Binders owners and editors can share view only links of binders or select pages with
    anyone

MANAGEMENT FEATURES: REMOTE ACCESS

Moxtra users can add an additional level of security to control and limit access to their desktop from Moxtra App. Using Moxtra for Desktop, users can specify a passcode and limit the folders that are remotely accessible from Moxtra mobile app. One-way hashing (SHA 256) is used for storing passcode locally on the Desktop.

MANAGEMENT FEATURES: ADMIN CONSOLE

Moxtra for Business also includes tools for admins to further protect their accounts and data.

Admin console features:

User Management

  • Add/Edit/Deactivate/Remove User
  • Import User via CSV file

Content Management

  • Move binders from one user to anither user

Usage Reporting

  • Binders, Meet, Storage data

Branding

  • Customize the header colors
  • Substitute Moxtra logo with your company logo
  • Change default binder cover image

Configuration

  • Customize which add file options are available to the users
  • Customize to show and hide different features within Moxtra
  • SAML SSO Configuration (available only for enterprise customers)

APPLICATIONS FOR MOXTRA

The Moxtra Platform is composed of a robust ecosystem of developers who build on top of our flexible Application Programming Interface (API) and Software Development Kit (SDK).

THE MOXTRA SDK AND API

Our API supports advanced functionality like screen sharing, app sharing, VoIP, text and voice chat, add and annotate on files, add voice notes to files, add and invite members, create To-Do lists, create/download/preview/share clips, and is suited for server-based apps.

Moxtra offers three different authentication methods:

  • Unique ID + Signature: This method provides a simple way to let your application Single
    Sign-On (SSO) to Moxtra and use the Moxtra SDK and APIs. Using this option your application or backend will SSO the user to Moxtra using an Unique ID (unique string for each of your user) + Signature (encoded string generated using your Moxtra Client ID, Client Secret and Current Timestamp).
  • OAuth: Moxtra uses OAuth, an industry-standard protocol for authorization, to allow users to grant apps account access without exposing their account credentials. We support OAuth 2.0 for authenticating all API requests.
  • SAML 2.0: Security Assertion Markup Language (SAML) is an XML-based open standard for exchanging authentication and authorization data between parties.

MOXTRA DEVELOPERS

We provide a number of guidelines and practices to help developers create API and SDK apps that respect and protect user privacy while enhancing users’ Moxtra experience.

App Keys: For each distinct app a developer writes, a unique Moxtra app key must be used. In addition, if an app provides services or software that wrap the Moxtra Platform for other developers to use, each developer must also sign up for their own Moxtra app key.

App Review Process:

  • Development status: When a Moxtra API app is first created, it is given
    development status. The app functions the same as any production status app, except that it connects to our sandbox environment instead of production data. In order for the app to become accessible to the general public, developers must apply for production status.
  • Production status and approval: In order to receive production status approval, all SDK and API apps must adhere to our developer branding guidelines and Terms & Conditions, which include prohibited uses of the Moxtra Platform. These uses include: promoting IP or copyright infringement, creating file sharing networks, and downloading content illegally. Developers are first prompted for additional information regarding their app’s functionality, and how it uses the Moxtra SDK and API before submitting for review. Once the app is approved for production status, any number of Moxtra users can link to the app.

3RD PARTY APPLICATION SECURITY

Third party applications that integrate with Moxtra will require the authorization from the user and any communication between Moxtra and the third party application happen via port 443 using a HTTPS connection. For additional detail about the API’s and authentication flows, please refer to API documentation.

MOXTRA INFORMATION SECURITY

Moxtra has established an information security framework and regularly reviews and updates security policies, provides security training, performs application and network security testing, monitors compliance with security policies, and conducts internal and external risk assessments.

OUR POLICIES

We’ve established a thorough set of security policies covering the areas of information security, physical security, incident response, logical access, physical production access, change management, and support. These policies are reviewed and approved at least annually. Employees, interns, and contractors are notified of updates to these policies, as well as ongoing security training, by email and/or via our security policies intranet page.

  • Information security: Policies pertaining to user and Moxtra information, with key areas including device security, authentication requirements, data and systems security, employee use of resources guidelines, and handling of potential issues
  • Physical security: How we maintain a safe and secure environment for people and property at Moxtra (see Physical security section below)
  • Incident response: Our requirements for responding to potential security incidents, including assessment, communication, and investigation procedures
  • Logical access: Policies for securing Moxtra systems, user information, and Moxtra information, covering access control to corporate and production environments
  • Physical production access: Our procedures for restricting access to the physical production network, including management review of personnel and de-authorization of terminated personnel
  • Change management: Policies for code review and managing changes that impact security by authorized developers to application source code, system configuration and production releases
  • Support: User metadata access policies for our support team regarding viewing, providing support for, or taking action on accounts

EMPLOYEE POLICY AND ACCESS

Employee access to the Moxtra environment is maintained by a central directory and authenticated using a combination of strong passwords, passphrase protected SSH keys and OTP tokens. For remote access, we require the use of VPN using two-factor authentication and any special access is reviewed and vetted by the security team.

Access between networks is strictly limited to the minimum number of employees and services. For example, production network access is SSH key-based and restricted to engineering teams requiring access as part of their duties. Firewall configuration is tightly controlled and limited to a small number of administrators.

In addition, our internal policies require employees accessing production and corporate environments to adhere to best practices for the creation and storage of SSH private keys.

Employee on-boarding and off-boarding policies require background checks, security policy acknowledgement, communicating updates to security policy, and non-disclosure agreements. All employee access is promptly removed when an employee leaves the company.

Moxtra employs technical access controls and internal policies to prohibit employees from arbitrarily accessing user files and to restrict access to metadata and other information about users’ accounts. In order to protect end user privacy and security, only a small number of engineers responsible for developing Moxtra’s core services have access to the environment where user data are stored.

As Moxtra becomes an extension of our customers’ infrastructure, they can rest assured that we are responsible custodians of their data. See the Privacy section below for more details.

NETWORK SECURITY

Moxtra diligently maintains the security of our back-end network. Moxtra identifies and mitigates risks via regular application, network, and other security testing and auditing by both dedicated internal security teams and third-party security specialists.

Our network security and monitoring techniques are designed to provide multiple layers of protection and defense. We employ industry-standard protection techniques, including firewalls, network security monitoring, and intrusion detection systems to ensure only eligible traffic is able to reach our infrastructure.

Moxtra’s internal private network is segmented according to use and risk level. The primary networks are Internet-facing DMZ, VPN front-end DMZ, Production network, and Corporate network.

Access to the production environment is restricted to only authorized IP addresses. IP addresses with access are associated with the corporate network or approved Moxtra personnel. Authorized IP addresses are reviewed on a quarterly basis to ensure a secure production environment. Access to modify the IP address list is restricted to authorized individuals.

Strict limitation is maintained between Moxtra’s internal network and the public internet. All internet bound traffic to and from the production network is carefully controlled through a dedicated proxy service and those, in turn, are protected by a restrictive firewall rules.

CHANGE MANAGEMENT

A formal Change Management Policy has been defined by the Moxtra Engineering team to ensure that all application changes have been authorized prior to implementation into the production environments. Source code changes are initiated by developers that would like to make an enhancement to the Moxtra application or service. All changes are required to go through automated Quality Assurance (QA) testing procedures to verify that security requirements are met. Successful completion of QA procedures leads to implementation of the change. All QA-approved changes are automatically implemented in the production environment. Code changes are screened for potential security issues via our QA and manual security code review processes.

All changes released into production are logged and archived, and alerts are sent to Moxtra Engineering team management automatically.

Changes to Moxtra infrastructure are restricted to authorized personnel only. The Moxtra Security team is responsible for maintaining infrastructure security and ensuring that server, firewall, and other security-related configurations are kept up-to-date with industry standards. Firewall rule sets and individuals with access to production servers are reviewed on a periodic basis.

PHYSICAL SECURITY: INFRASTRUCTURE

Physical access to subservice organization facilities where production systems reside are restricted to personnel authorized by Moxtra, as required to perform their job function. Any individuals requiring additional access to production environment facilities are granted that access through explicit approval by appropriate management.

A record of the access request, justification, and approval are recorded by management, and access is granted by appropriate individuals. Once approval is received, a responsible member of the infrastructure team will contact the appropriate subservice organization to request access for the approved individual. The subservice organization enters the user’s information into their own system and grants the approved Moxtra personnel badge access and, if possible, biometric scan access. Once access is granted to approved individuals, it is the data center’s responsibility to ensure that access is restricted to only those authorized individuals.

PHYSICAL SECURITY: DATA CENTERS

Moxtra uses Amazon for infrastructure that provides state of the art protection both at the network and physical level.

PHYSICAL SECURITY: OFFICE

Visitor and access policy: Physical access to corporate facilities is restricted to authorized Moxtra personnel.

Server access: Access to areas containing corporate servers is restricted to authorized personnel. The lists of authorized individuals approved for physical access to corporate and production environments are reviewed at least quarterly.

PRIVACY

Guarding users’ privacy and that of their business data is something we take seriously, so we work hard to protect user information from unauthorized access.

Moxtra is committed to transparency in handling law enforcement requests for user information, as well as the number and types of those requests. We scrutinize all data requests to make sure they comply with the law and are committed to giving users notice, as permitted by law, when their accounts are identified in a law enforcement request.

These efforts underscore our commitment to guarding the privacy of our users and their data. We’re continually exploring opportunities to extend these endeavors, including fighting for and protecting our user’s privacy in courts.

SUMMARY

Moxtra for Business offers easy-to-use tools to help teams communicate and collaborate effectively, without sacrificing the security that organizations require. With a multi-layered approach that combines a robust back-end infrastructure with a customizable set of policies, we provide businesses a powerful solution that can be tailored to their unique needs. To learn more about Moxtra for Business, contact our sales team at sales@moxtra.com.

“We expect Moxtra’s capabilities to quickly become an indispensable part of our management software suite. The marriage of mobility and secure, real-time collaboration is exactly what businesses have been asking for, and Moxtra delivers that in an attractive, reliable package invented by proven thought leaders in the industry.”

— Marilia Rocca, VP Platforms and Cloud Computing at TOTVS

© copyright moxtra, 2016