Incident Management and Response Process

This page contains the response process in case of any incident for data breach or Security Issues.

1. Purpose

The purpose of this Incident Management and Response Policy is to establish a structured and effective process for identifying, managing, and responding to security incidents, including data breaches, on the BotPenguin platform. This ensures minimal impact, timely resolution, and compliance with relevant security and regulatory requirements.

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2. Scope

This policy applies to all employees, contractors, partners, and any third-party service providers who have access to BotPenguin's systems, data, and network infrastructure.

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3. Incident Classification

Security incidents are categorized based on severity and impact:

• Low: Minor security vulnerabilities with no data exposure.

• Medium: Unauthorized access attempts, failed security controls, or minor breaches.

• High: Confirmed breaches affecting user data, financial impact, or system-wide failures.

• Critical: Major security breach with significant data exposure, financial loss, or compliance violations.

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4. Incident Detection & Reporting

4.1 Identification

• Continous Monitoring

  • We have manual check-ups continuously analyze system activity and detect any anomalies. We are continuously monitoring for any anomalies, unauthorized access attempts, suspicious network traffic, and potential security threats.

• Employee and Partner Reporting

  • In case any team members and third-party partners becomes aware of any of such event. It is expected that they must immediately report any suspicious activity. Suspicious activity includes unauthorised system access, phishing attempts, unusual login attempts, data exfiltration, or malware detection.

4.2 Reporting

• All security incidents must be reported to [email protected] immediately.

• Reports should include details such as:

  • Time and date of detection

  • Description of the incident

  • Systems and data affected

  • Actions taken before reporting

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5. Incident Response Process

Once the incident has been identified, following process will be followed:

5.1 Containment

• Immediate actions are taken to prevent the incident from spreading.

• Affected accounts, systems, or services may be isolated

• If necessary, access permissions may be revoked temporarily.

5.2 Investigation & Impact Assessment

• Security Incident Response Team investigates the root cause and assesses the impact.

• Logs, forensic data, and system activity are analyzed.

• An impact report is prepared, detailing affected systems, data, and potential risks.

5.3 Eradication & Recovery

• Malicious files, unauthorized access points, and vulnerabilities are removed.

• Systems are restored from secure backups if required.

• Security patches and additional safeguards are implemented.

5.4 Communication & Notification

• Internal stakeholders (management, IT, and legal teams) are informed.

• If customer data is affected, impacted users will be notified upon identification of the incident as well as when the incident has been fully resolved and thread has been removed.

• Law enforcement and regulatory bodies are contacted if required.

5.5 Post-Incident Review

• A post-mortem report is prepared, documenting:

  • Cause of the incident

  • Actions taken

  • Lessons learned

  • Recommendations for preventing future incidents

• Policies and security measures are updated based on findings.

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6. Roles & Responsibilities

Security Incident Response Team

• Security Lead: Oversees incident response efforts.

• IT & DevOps Team: Assesses system vulnerabilities and implements fixes.

• Legal & Compliance Team: Ensures regulatory compliance and manages legal communications.

• Customer Support Team: Manages user communication and support.

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9. Contact Information

For any security concerns or incident reporting, contact: 📧 [email protected]

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