Security & Privacy

Security & Privacy

SpinOffice CRM is a database application which is running in our cloud. Therefore it is defined as Software-As-A-Service (SAAS). SpinOffice will process any personal data according to legislation in respect of the processing of personal data (such as the Personal Data Protection Act). We do not share your information with third parties, except when required by law, or with explicit permission from you. We takes adequate organizational and technological measures to ensure the security and confidentiality of your personal information.

GDPR

Security of information and privacy are our most important assets. It is in our greatest interest that you have confidence in how we handle your personal information and all data in your database. This is possible only when our software works accurately and securely, our internal processes and policy are correct and when our colleagues handle (business) data correctly.

View here what measures SpinOffice has taken and what we offer to comply with GDPR regulations.

Daily Backups

Without having to do anything, we automatically make an external backup of your database according to a daily schedule. This backup contains all messages, files and contacts in your database. With a cloud backup your data is safely stored externally, this eliminates dangers such as fire and theft, hazards to which local backups are exposed to. It ensures that your data is continuously and immediately available. Encrypting the data, the secure internet connection (SSL) and the storage in a secure data center guarantees maximum privacy. Only you and your colleagues can access your data.

In addition to the daily backup of your database, versions of files are continuously stored. You can view and restore previous versions of a file and see which person made specific changes. SpinOffice keeps snapshots of all changes made to files in your SpinOffice database within the past 5 days. After that, we move your document to a backup server for the next 100 days.

Amazon Web Services

We use Amazon Web Services (AWS) to host the application servers that are needed to run SpinOffice CRM. All client databases, email messages and files are securely saved and managed on AWS.

The data center that we use is located within the EU and our network is a private network to whom nobody else has access. There are many great reasons why to use AWS and we would love to explain a few of them:

Security
On AWS, we created a private network. Our databases are encrypted by a company key and any file that is stored in SpinOffice is stored encrypted.

Reliable
Our virtual private network spans over two AWS data centers within one availability zone. This allows us to host our servers it two separate data centers. Via a load balancer the system will choose where to direct the traffic based on availability and resources. Our SQL database is also spread between these two data centers and replicates automatically. In case of a problem in one data center, the other one will pickup the load and users can continue to work. For storing files, we use AWS S3 which provides 99,99% availability. We also use versioning allowing us to recover files when needed.

Scalable and high-performance
AWS allows us to auto-scale in order to meet the growing needs of our users. When traffic on our servers increases, we automatically start up another version of our server in order to help with the traffic. When traffic reduces again, the extra server is automatically terminated. Using these advanced options of AWS, we can provide consistently high performance to our users.

Cost-Effective
Using all the advanced options of AWS allows us to work cost efficient. Servers are turned on when needed and turned off when not needed. This is not only good for optimal cost efficiency but also helps save the environment.
Customers can expect that Mulberry Garden will continue to deliver the same secure, trusted, reliable and available cloud computing services to customers, regardless of the underlying infrastructure. Currently, we run over 4500 client databases on AWS. All databases are encrypted using a unique client ID.

Roles, Permissions & Groups

In SpinOffice CRM, a user is one who manages records, their own or those shared by other users, within the organization.

The role-based security ensures that data is accessible to users based on the organization’s hierarchy. Profiles, on the other hand, ensure that users have permission to only the relevant features in CRM. There is also ‘Groups’ that allow you to extend the data-level access to other users with similar job profile.

Defining roles and rights per user is only possible for all our Pro database users, not for free Limited users.

Two-factor Authentication

Two-factor authentication is an optional but highly recommended security feature in a Pro database. Once enabled, SpinOffice requires a six-digit security code in addition to your password when you sign in to your account.

When you enable two-factor authentication (also known as two-step verification), you add an extra layer of security to your account. You sign in with something you know (your password) and something you have (a code sent to your phone).

Do you want to know how to enable enable two-step verification? Learn how to activate and use it.

Privacy Policy

We’re committed to the confidentiality and security of any personal information that has been provided to us about you. Our Privacy Policy explains how we protect your rights and care for your information.

If you have questions about the security and privacy of your data, you can always contact us. We are happy to help you.