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Technical and organizational measures (TOMs)

Of the organization: Nine Internet Solutions AG

Release: 10. August 2023

Organizations that collect, process or use personal data themselves or on behalf of others must take the technical and organizational measures necessary to ensure that the provisions of the data protection laws are implemented. Measures are only required if the effort required to implement them is proportionate to the intended protection purpose.

The above organization meets this requirement through the following measures:

1. Confidentiality

1.1 Physical access control

Measures that are suitable for preventing unauthorized persons from accessing data processing systems with which personal data is processed or saved.

Nine Internet Solutions AG operates its systems in two independent data centers in Zurich (Switzerland):

  • NTS: NTS Colocation AG
  • NTT: NTT Global Data Centers Switzerland AG
Technical MeasuresNTSNTT
Personnel and goods lock with biometric access control✔️
Locking system with keys and code lock in our storeroom✔️
Bell system with camera✔️
Badge system with prior identity verification by security guards✔️
Alarm system and secured building shafts✔️✔️
Video surveillance of the entrances✔️✔️
Locking system for rack access with our own cylinders and keys✔️✔️
Organizational MeasuresNTSNTT
Log of all entries on the personnel and goods lock✔️
Security operations center with security guards✔️
Careful selection of security guards✔️
Log of all entries after identity verification at the security operations center✔️
Key regulation / list of keys✔️✔️
Employee and guest badges✔️✔️
Guests without permanent access only when accompanied by authorized persons✔️✔️
Careful selection of cleaning service employees✔️✔️

1.2 Logical access control

Measures that are suitable to prohibit virtual access to data processing systems by unauthorized persons.

Technical MeasuresOrganizational Measures
✔️ Login with biometric authentication
✔️ Login with SSH keys
✔️ Login with username and password
✔️ Anti-Virus-Software clients
✔️ Firewall
✔️ Intrusion Detection System (IDS)
✔️ Intrusion Prevention System (IPS)
✔️ Use of VPN for remote access
✔️ Encryption of disks
✔️ Automatic desktop lock
✔️ Encryption of notebooks / tablets
✔️ Regular security scan routine
✔️ Information security policy
✔️ User Management
✔️ Creation of user profiles
✔️ Central password assignment
✔️ Secure password policy
✔️ Wipe / destroy policy
✔️ Clean desk policy
✔️ Mobile Device Policy

1.3 Privilege control

Measures that ensure that those authorized to use a data processing system can only access the data subject to their access authorization and that personal data while processing, using and after saving cannot be read, copied, changed or removed without authorization.

Technical MeasuresOrganizational Measures
✔️ Paper shredder (security level P-4)
✔️ Physical wiping of disks
✔️ Logging of access to applications, especially during creation, change and removal of data
✔️ Use of authorization concepts
✔️ Minimum number of administrators
✔️ Data protection vault
✔️ Management of user rights by administrators

1.4 Separation control

Measures to ensure that data collected for different purposes can be processed separately. This can be ensured, for example by logically and physically separating the data.

Technical MeasuresOrganizational Measures
✔️ Separation of production and test environment
✔️ Multi-client capability of relevant applications
✔️ Control via authorization concept
✔️ Defining database rights

1.5 Pseudonymization

The processing of personal data in such a way that the data can no longer be assigned to a specific person without consulting additional information, provided that this additional information is stored separately and is subject to appropriate technical and organizational measures.

Technical MeasuresOrganizational Measures
✔️ In the case of pseudonymization: Separation of the assignment data and storage in a separate and secure system (encrypted)✔️ Internal instruction to anonymize and if possible pseudonymize personal data in the event of disclosure or after the statutory deletion period, respectively our preservation interest, has expired

2. Integrity

2.1 Disclosure control

Measures to ensure that personal data during electronic transmission or during their transport or while saving onto disks can not be unauthorized read, copied, changed or removed and that it can be checked and determined to which external parties a transfer of personal data through facilities for data transmission is intended.

Technical MeasuresOrganizational Measures
✔️ Email-encryption (GPG)
✔️ Email-Signature (GPG)
✔️ Use of VPN
✔️ Logging of accesses and retrievals
✔️ Safe transport containers
✔️ Sending over encrypted connections (SFTP, HTTPS)
✔️ Usage of signature procedures
✔️ Documentation and logging of the data recipients as well as the duration of the planned transfer or the deletion periods
✔️ Overview of periodical retrieval and transmission processes
✔️ Disclosure in anonymous or pseudonymised form if necessary
✔️ Careful selection of transport staff and vehicles
✔️ Personal delivery with protocol

2.2 Input control

Measures to ensure that it can be subsequently checked and determined whether and by whom personal data has been entered, changed or removed in data processing systems.

Technical MeasuresOrganizational Measures
✔️ Technical logging of creation, change and deletion of personal data
✔️ Manual control of logs
✔️ Overview of tools which are used to create, change or delete personal data
✔️ Traceability of creation, modification and deletion of data by individual usernames (not user groups)
✔️ Assignment of rights to create, modify or deletion of personal data based on an authorization concept
✔️ Clear responsibilities for deletions

3. Availability and resilience

3.1 Availability control

Measures to ensure that personal data is protected against accidental destruction or loss.

Technical MeasuresOrganizational Measures
✔️ Redundant emergency power systems with diesel generators and batteries
✔️ Fire and smoke alarm systems
✔️ Gas fire extinguishing system
✔️ Fire extinguisher server room
✔️ Server room monitoring temperature and moisture
✔️ Server room redundantly air-conditioned
✔️ UPS
✔️ Protective power strips server room
✔️ Privacy safe
✔️ RAID system
✔️ Video surveillance server room
✔️ Alarm message in the event of unauthorized access to the server room
✔️ Backup & recovery concept
✔️ Control of the backup process
✔️ Regular data recovery tests and logging of results
✔️ Storage of the backup media in a safe place outside the server room
✔️ No sanitary connections in or above the server room
✔️ Existence of an emergency plan

4. Procedures to periodically review, assess and evaluate

4.1 Privacy management

Technical MeasuresOrganizational Measures
✔️ Central documentation of all procedures and regulations with access options for employees as required / authorized
✔️ ISO 27001 Information security certification
✔️ ISO 9001 Quality management certification
✔️ The effectiveness of the technical protective measures is checked at least once a year
✔️ Internal data protection officer
✔️ Employees trained and committed to confidentiality / data secrecy
✔️ Regular security awareness training of employees at least once a year
✔️ Internal information security officer
✔️ The data protection impact assessment is carried out if necessary
✔️ The organization complies with the information obligations under Art. 13 and 14 GDPR
✔️ Formalized process for processing requests for personal data from those affected

4.2 Incident-Response-Management

Security breach response assistance

Technical MeasuresOrganizational Measures
✔️ Use of firewall with regular updates
✔️ Use of spam filter with regular updates
✔️ Use of virus scanner with regular updates
✔️ Intrusion Detection System (IDS)
✔️ Intrusion Prevention System (IPS)
✔️ Documented process for detecting and reporting security incidents / data breaches (also with regard to the obligation to report to the supervisory authority)
✔️ Documented procedure for handling security incidents
✔️ Involvement of Information security officer and data protection officer in security incidents and data breaches
✔️ Documentation of security incidents and data breaches using a ticket system
✔️ Formal process and responsibilities for post-processing of security incidents and data breaches

4.3 Privacy friendly presets

Privacy by design / Privacy by default

Technical Measures
✔️ No more personal data is collected than is required for the respective purpose
✔️ Simple exercise of the data subject’s right of withdrawal through technical measures

4.4 Order control (Outsourcing to third parties)

Measures to ensure that personal data processed on behalf of the client can only be processed in accordance with the client’s instructions. In addition to data processing on behalf, this item also includes the performance of maintenance and system support work both on site and via remote maintenance.

If the Contractor uses service providers in the sense of commissioned processing, the following points must always be regulated with them.

Organizational Measures
✔️ Prior verification of the safety measures taken by the contractor and their documentation
✔️ Selection of the contractor under due diligence aspects (especially with regard to data protection and data security)
✔️ Conclusion of the necessary agreement on commissioned processing or if need be EU standard contractual clauses
✔️ Written instructions to the contractor
✔️ Obligation of the contractor’s employees to maintain data secrecy
✔️ Obligation to appoint a data protection officer by the contractor if the obligation to appoint exists
✔️ Agreement on effective control rights vis-à-vis the contractor
✔️ Regulation on the use of further subcontractors
✔️ Ensuring the destruction of data after the completion of the order
✔️ In the case of longer cooperation: Ongoing review of the contractor and its level of protection