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    Data Protection Standards

    Enterprise-grade security protecting your most sensitive information. Interview data, personal information, and business intelligence secured with military-grade encryption and strict confidentiality protocols.

    Last Updated: October 2025

    Our Data Protection Commitment

    TitanWave treats data security as a fundamental responsibility, not an afterthought. We maintain enterprise-grade security and compliance standards that meet or exceed industry requirements including GDPR, CCPA, and HIPAA frameworks.

    All interview data, personal information, and business intelligence collected during TITAN Blueprint assessments and EPAP implementation is encrypted, anonymized where appropriate, and protected under strict confidentiality protocols. We never share, sell, or monetize client data.

    Types of Data We Protect

    Interview Data

    • • Audio and video recordings of stakeholder interviews
    • • Interview transcripts and notes
    • • Participant responses and feedback
    • • Process documentation and workflow descriptions
    • • Pain points, concerns, and improvement suggestions

    Personal Information

    • • Employee names, contact information, job titles
    • • Salary and compensation information
    • • Performance reviews and evaluation data
    • • Career history and employment records
    • • Training certifications and skill assessments

    Business Intelligence

    • • Process workflows and operational procedures
    • • Technology stack and system architecture
    • • Financial data and performance metrics
    • • Strategic plans and competitive information
    • • Proprietary methodologies and trade secrets

    Analysis and Reports

    • • AI opportunity assessments and recommendations
    • • Transformation roadmaps and implementation plans
    • • ROI calculations and financial projections
    • • Risk assessments and mitigation strategies
    • • Executive presentations and board materials

    Technical Security Measures

    Encryption Standards

    Data at Rest

    All stored data is encrypted using AES-256 encryption, the same standard used by financial institutions and government agencies.

    • • Database encryption with managed keys
    • • File storage encryption for documents and recordings
    • • Encrypted backups with separate key management
    • • Hardware security modules (HSM) for key storage

    Data in Transit

    All data transmission uses TLS 1.3 encryption with perfect forward secrecy.

    • • HTTPS for all web communications
    • • VPN for internal system connections
    • • Encrypted API endpoints with mutual TLS
    • • Secure file transfer protocols (SFTP, FTPS)

    Access Controls

    Strict access controls limit who can view or manipulate client data:

    • • Role-based access control (RBAC) limiting access by job function
    • • Multi-factor authentication (MFA) required for all personnel
    • • Principle of least privilege - minimum necessary access only
    • • Segregation of duties preventing single-person data exposure
    • • Regular access reviews and recertification requirements
    • • Immediate access revocation upon employment termination
    • • Session timeouts and automatic logouts

    Network Security

    Multi-layered network security protecting against external threats:

    • • Next-generation firewalls with intrusion prevention
    • • DDoS protection and rate limiting
    • • Network segmentation isolating sensitive systems
    • • Continuous vulnerability scanning and penetration testing
    • • Security information and event management (SIEM)
    • • 24/7 security operations center (SOC) monitoring
    • • Incident response team with defined escalation procedures

    Application Security

    Secure development practices throughout our software lifecycle:

    • • Secure coding standards and code review requirements
    • • Static and dynamic application security testing (SAST/DAST)
    • • Dependency scanning for vulnerable third-party libraries
    • • Input validation and output encoding preventing injection attacks
    • • Regular security patches and updates
    • • Secure configuration management
    • • Security testing in CI/CD pipeline

    Data Handling and Anonymization

    Interview Data Processing

    Interview data undergoes structured processing to protect individual privacy while preserving insights:

    Step 1: Initial Collection

    Interviews are conducted via secure, encrypted video conferencing or in-person with encrypted recording devices. Recordings are immediately uploaded to encrypted storage and removed from local devices.

    Step 2: Transcription and Analysis

    Recordings are transcribed by certified personnel with confidentiality training. Personal identifiers are stripped during transcription. Transcripts are analyzed to identify patterns, themes, and insights without attributing comments to specific individuals.

    Step 3: Aggregation and Reporting

    Findings are aggregated across multiple interviews. Individual responses are never included in reports unless they meet minimum threshold requirements (typically 5+ similar responses) to prevent identification.

    Step 4: Secure Destruction

    Original recordings are securely deleted after final report delivery (typically 90 days post-project). Anonymized transcripts may be retained for quality assurance but contain no personally identifiable information.

    Anonymization Techniques

    We employ multiple anonymization techniques to protect individual privacy:

    • • Direct identifier removal: Names, employee IDs, contact information stripped from all analysis documents
    • • Pseudonymization: Temporary identifiers used during analysis, then removed before reporting
    • • Generalization: Specific roles converted to job categories, exact tenures to ranges, precise locations to regions
    • • Aggregation: Individual data points combined into group statistics and patterns
    • • K-anonymity: Ensuring each individual is indistinguishable from at least k-1 others in the dataset
    • • Suppression: Removal of outlier data points that could enable re-identification

    Regulatory Compliance

    GDPR Compliance

    Full compliance with EU General Data Protection Regulation for European client data:

    • • Lawful basis for processing (contract and legitimate interest)
    • • Data minimization and purpose limitation
    • • Rights to access, rectification, and erasure
    • • Data portability support
    • • Breach notification within 72 hours
    • • Data Protection Impact Assessments (DPIA)

    CCPA Compliance

    Adherence to California Consumer Privacy Act requirements:

    • • Right to know what personal information is collected
    • • Right to delete personal information
    • • Right to opt-out of data sale (we never sell data)
    • • Right to non-discrimination for exercising rights
    • • Transparent privacy notices and disclosures

    HIPAA Compliance

    Health Insurance Portability and Accountability Act standards:

    • • Protected Health Information (PHI) safeguards
    • • Administrative, physical, and technical controls
    • • Business Associate Agreements (BAA)
    • • Breach notification procedures
    • • Employee training and awareness

    Enterprise Security

    Comprehensive enterprise-grade security measures:

    • • End-to-end encryption for all data
    • • Regular security audits and penetration testing
    • • 24/7 security monitoring and incident response
    • • Secure data centers with physical protections
    • • Continuous vulnerability management

    Data Retention and Deletion

    Standard Retention Periods

    Interview Recordings: 90 days after final report delivery, then securely deleted

    Anonymized Transcripts: 2 years for quality assurance, then deleted

    Personal Information: Duration of engagement plus 7 years for legal compliance

    Business Intelligence: Duration of engagement plus 3 years, or until client requests deletion

    Reports and Deliverables: Maintained throughout EPAP term (up to 5 years) for program administration

    Secure Deletion Process

    When data reaches end-of-retention or upon client request for deletion:

    • • Multi-pass overwriting of storage media (DoD 5220.22-M standard)
    • • Cryptographic erasure of encryption keys rendering data unrecoverable
    • • Physical destruction of retired storage hardware
    • • Deletion verification and certification
    • • Removal from all backups and archives
    • • Documentation of deletion for compliance records

    Security Incident Response

    Despite our comprehensive security measures, we maintain detailed incident response procedures in case of security events:

    • • Immediate containment and investigation of suspected breaches
    • • Forensic analysis to determine scope and impact
    • • Notification to affected clients within 72 hours as required by GDPR
    • • Coordination with law enforcement and regulatory authorities
    • • Remediation of vulnerabilities and implementation of additional controls
    • • Post-incident review and lessons learned process
    • • Support for affected individuals including credit monitoring if appropriate

    We maintain cyber insurance covering data breach response costs and potential liability, providing additional financial protection for our clients.

    Your Data Protection Rights

    Individuals and organizations have specific rights regarding their data:

    Right to Access

    You may request a copy of all personal data we hold about you. We provide this within 30 days at no charge.

    Right to Rectification

    You may request correction of inaccurate personal data. We update records within 10 business days.

    Right to Erasure

    You may request deletion of your personal data (subject to legal retention requirements). We complete deletion within 30 days.

    Right to Data Portability

    You may request your data in machine-readable format for transfer to another service provider.

    Right to Object

    You may object to certain processing activities. We will cease processing unless we have compelling legitimate grounds or legal obligations.

    Data Protection Inquiries

    For questions about our data protection practices, to exercise your data rights, or to report a security concern, please contact our Data Protection Officer.

    Data Protection Officer

    Email: dpo@titanwave.ai

    We respond to all data protection inquiries within 48 hours.