Secure, compliant and reliable.

Online fax services need to process Personal Identifiable Information (PII) and Protected Health Information (PHI) as part of their fax transmission services. This information is necessary to ensure that faxes are delivered to the correct recipients.

PII, such as names and contact information, are needed to create and manage user accounts. It also helps ensure that users can send and receive faxes correctly. PHI, on the other hand, is typically part of the content of faxes, particularly for healthcare providers using the service. While the fax service must transmit this information, it does not access, use, or store this information for any purposes outside of transmitting the faxes.
Furthermore, any such processing of PII and PHI is performed under strict security protocols, including encryption and access controls, in accordance with HIPAA-compliance regulations.

Yes, our policy includes, but not limited to, website recovery services Professional indemnity, media content, cyber and privacy liability and website recovery services.

Yes, this function is carried out by a dedicated team of security professionals, responsible for maintaining the integrity and security of all digital data in the company.

This team is responsible for activities such as:

• Regular security audits and risk assessments to identify potential vulnerabilities.
• Developing and updating company-wide information security policies.
• Overseeing compliance with regulatory requirements (e.g., GDPR, HIPAA).
• Incident management and response, including steps to mitigate the impact of any security breaches.
• Employee training and awareness about information security.

The process includes identifying, classifying, prioritizing, remediating, and mitigating vulnerabilities. This process is often carried out on a regular basis, with more frequent scans and assessments for high-risk or high-impact systems.

The remediation of identified vulnerabilities usually depends on their severity. High-severity vulnerabilities, which pose a significant risk of data breach or system disruption, are generally addressed immediately. Lower-severity vulnerabilities may be addressed in scheduled updates or patches.

In addition, a robust vulnerability management process also includes a feedback loop to the organization’s risk management function. This helps to ensure that the broader implications of identified vulnerabilities (and their remediation) are understood and appropriately managed.

Never.

Upgrades: These are major improvements to our systems that might include adding new features, enhancing existing ones, or improving the overall system performance. Upgrades are typically planned well in advance. We aim to schedule them during periods of low system usage to minimize disruption to our services. We also provide our customers with advanced notice whenever possible.

Patches: These are smaller updates meant to fix specific issues like security vulnerabilities or software bugs. They’re typically rolled out more frequently than upgrades, as they are often reactive to new threats or issues discovered in our system. We conduct extensive testing before deploying patches to ensure they do not negatively impact system performance or functionality.

Maintenance: This is a routine procedure to keep our systems running smoothly. Maintenance tasks may include tasks like checking system health, cleaning databases, optimizing system performance, or validating security protocols. These tasks are also usually performed during off-peak hours to minimize potential disruptions.

iFax is built on Amazon Web Services (AWS) and has it’s primary data center in Oregon. Other facilities are spun up across other domestic and international regions upon demand. We ensure that data generated by customers in the United States is exclusively stored and processed within the US jurisdiction, aligning with local regulatory and compliance mandates.