The purpose of this document is to show our users/customers how we implement Information Security for the WhosOffice platform. This document does not constitute a contract between customer and supplier, nor does it constitute towards the Terms and Conditions of the WhosOffice service.
We are unable to sign, agree to or otherwise endorse any of our customers' own terms and conditions nor their own security related questionnaires and documents.
We hope this document will show we take Information Security seriously at the highest level and enable you to use the service with confidence.
WhosOffice is wholly owned at operated by X:drive Computing Limited.
Office D+E, Beer Cart Building
1 Beer Cart Lane
The WhosOffice trademark is the sole property of X:drive Computing Limited
UK Trade mark
Classes: 9, 16, 35, 38, 42
US Trade mark
Serial: 85102767, Registration: 3943798
The WhosOffice platform is a web based application, residing on servers owned by us, only accessible by our management team.
We use Microsoft Hyper-V technology to replicate data between data centres in the event of failure. Load balanced servers ensure we can provide a quality delivered online service even throughout high demand periods.
Servers are connected to Enterprise level databases and Enterprise level mail servers.
All of our physical servers are covered with appropriate on-site engineer support/warranties.
Managed firewalls prevent unauthorised access with an intrusion detection system to monitor network activity.
We are able to monitor all of our servers from within our office via screens constantly displaying disk space, cpu usage, temperatures and activity. Any out-of-range alerts get notified to senior managers via SMS to cover out of office times.
New features are considered by the management team and, if approved, developed and tested thoroughly before implementation. We do not employ 3rd Party developers, nor do we allow any third party to connect to our servers.
Our first class data centres are based in the UK and have Tier 3 (TIA-942) classification, with alignment to Tier 4 standards.
The data centre locations are manned 24/7, razor-wire ring fenced and are monitored with CCTV. The data centre buildings themselves are card access only and also CCTV monitored.
Data centres are equipped with environmental controls, multiple power and internet connectivity, along with generator back up power supply.
WhosOffice supports integration with Active Directory.
Vulnerability scans are carried out every 3 months to ensure we are compliant for PCI DSS standards.
Vulnerability scans are carried out to fall in-line with new security requirements from bodies such as OWASP/Cyber Essentials/NCSC, with any remedial work carried out within 2-4 weeks dependant on assessment/impact level.
Our fail over procedures are tested every 6 months. These tests are in place to ensure our procedures allow for every eventuality and help us restore service for our customers in the event of power loss, internet loss, as well as total data centre loss.
We do not store any credit/debit cards for online payments. Our payment provider "Pay360 by Capita" are PCI DSS Level 1 certified and are responsible for managing payments on behalf of WhosOff.
The Data Protection Act 1998, due to be replaced by the General Data Protection Regulation (EU) 2016/679 from May 2018.
We are a "Data-Processor", we process data on your behalf as part of your use of our service. We are committed GDPR and our customer's GDPR compliance efforts.
We will NOT be able to sign any additional agreements/contracts/documents.
Certificate No: 197436
Owned and operated by X:drive Computing Limited, who are registered with the Information Commissioners Office, Reg. Number: Z2383418
Service ID: 5315 8353 6212 146
X:drive Computing Limited, the owners and operators of WhosOffice.com, are certified for the International Standard ISO27001:2017 in respect of Information Security. This means we have robust procedures in place for information and data confidentiality, integrity and availability.
Since 2016, WhosOffice has been recognised at a Crown Commercial Service (CCS) supplier within the G-Cloud Digital Marketplace, this allows WhosOffice can be used by organisations across the UK public sector including central government, local government, health, education, devolved administrations, emergency services, defence and not-for-profit organisations.
We used anonymised statistical data to understand traffic/usage across the "Public" pages of our platform.
Our payment provider "Pay360 by Capita" are PCI DSS Level 1 certified and are responsible for managing payments on behalf of WhosOff.
Our data centres are owned & operated by SotaCONNECT, a UK based ISO27001 accredited company. We own and operate our own servers located within these data centres (see Platform & Data Centres).
We don't use 3rd Party support / ticketing systems. (Which very often lead to customer data being stored on other vendor's platform outside of the EU).
We build and operate our own email/ticketing/support platform and your data will NEVER leave the UK.
The following questions are examples of what you should be asking your current/future provider. Answers from WhosOffice are in italics under the question.
You. As a WhosOffice customer, you own your data. WhosOffice is classed as a 'Data Processor', as our customer you are classed as the 'Data Controller'.
All data is stored within our data centres located within the UK
No, we do not transfer any data outside of the UK.
We only use first class data centres located in the UK, who are also ISO27001 certified.
We are certified for ISO27001 and externally audited by The British Assessment Bureau, see above section for certification.
We have had no data breaches since operations began in 2006. We have had 2 unscheduled down times of no more than 30 minutes each.
Passwords are encrypted with a 1 Way Salt.
Data is replicated between our data centres every 5 minutes, with an off-site back up taken every 4 hours.
Both yourself and the support team at WhosOffice can access your data. Our support team will only ever access your data to perform support based tasks on request from you or someone within your organisation.
After assessment by one of our senior managers, our fail over procedures will be instigated to another server within our network.
We will NOT be able to sign any additional agreements, contracts or documents.
We believe our terms and conditions are sufficient and we are unable to enter into any other individual agreements or contracts.
Your data can be exported from within the WhosOffice application at any time.
Yes, although we do not store any credit card details on our servers, with the exception of the card expiry date and last four numbers of the card. Payments are managed by our payment provider, Pay360 by Capita.
In the event you cancel your account, from the date of cancellation, your data will be stored on WhosOffice's servers for a further 6 months. After this point it is deleted permanently.
Our last test was conducted in March 2019 with a successful outcome.
If you have any queries regarding the technical & information storage of WhosOffice, please address your queries in writing to the following address:
Chief Security Officer, WhosOffice, Office D+E, Beer Cart Building, 1 Beer Cart Lane, Canterbury, Kent CT1 2NY