Backup Policy

Backup Policy

CCM Policies

Backup Policy
1.0 Overview
This policy defines the backup policy for customer data within Athena MIS SaaS environment. These systems are typically servers but are not necessarily limited to servers.

2.0 Purpose
This policy is designed to protect customer data and files to be sure it is not lost and can be recovered in the event of an equipment failure, or disaster.

3.0 Scope
This policy applies to all equipment and data owned and operated by Cleverclogs Multimedia LTD.

4.0 Definitions
•    Backup – The saving of files onto mass storage media for the purpose of preventing loss of data in the event of equipment failure or destruction.

•    Archive – The saving of old or unused files to offline mass storage media for the purpose of releasing on-line storage room.

•    Restore – The process of bringing off line storage data back from the offline media and putting it on an online storage system such as a file server.

5.0 Timing
Full data backups are performed on a nightly basis.

6.0 Monthly Backups
Every month a full monthly backup shall be made using the oldest backup or set from the sets.

7.0 Testing
The ability to restore data from backups shall be tested at least once per month.

8.0 Data Backed Up
Data to be backed up includes the following information:
1.    Customer data files
2.    Database

A NAS (Network Attached Storage) backup system is installed over gigabit links in order to backup virtual machines and customer data. This storage space is used by the ‘Backup Agent’ to store the ‘Snapshots’ and data.

The NAS systems normally consist of a bay hot-swap RAID disk array with RAID technology and dual LAN ports for a redundant Ethernet connectivity.
By using RAID on the backup devices the backup data is also protected from drive failures and the systems feature volume auto-rebuild after abnormal power failures.

The backup devices are connected on a separate network transmission infrastructure to ensure fast data transfers and to limit network degradation whilst backup and restore operations are conducted.

9.0 Our details
9.1 This website is owned and operated by Cleverclogs Multimedia LTD.
9.2 We are registered in England and Wales with company number 10663003, and our registered office and principal place of business is at Unit 40, Craven Park Stadium, Hull, HU9 5HE. VAT Number: 266063991.
9.3 You can contact us by writing to the business address given above, by using our website contact form, by email to This email address is being protected from spambots. You need JavaScript enabled to view it. or by telephone on 01482 379540.

Data protection Policy

1.0 Deployment model:
1.1 Private cloud – The cloud customer is the sole user of the cloud service due to having their own private database which no other company have access to or share data from. The underlying software is managed and maintained by Cleverclogs Multimedia LTD and server hardware is managed and maintained by a cloud provider under an outsourcing contract.

2.0 Cloud provider – Cleverclogs Multimedia LTD is the organisation that owns and operates a cloud service.
2.1 Intrahost (at this time) is the organisation which hosts the service.
3.0 Cloud customer – The organisation that commissions a cloud service for a particular purpose.
3.1 Cloud user – The organisation staff are the end user of a cloud service – for example a data inputer.
4.0 Data controller
4.1 Data controller in a private cloud - The cloud customer will exercise control over the purpose for which the personal data will be processed within the cloud service.

5.0 Data Processor – Cleverclogs Multimedia LTD's role as cloud provider is contracted to simply to maintain the underlying infrastructure and software therefore performs the role of data processor, ie it will only process the data on behalf of the data controller. This will include tasks such as allocating computing resources, performing and storing back-ups, providing support.
5.1 However, if so instructed on initial setup of the Cloud Customer Service , Cleverclogs Multimedia LTD performed an import of existing customer data, for the setup period ONLY, Cleverclogs Multimedia LTD performed tasks as a Data controller. This role reverts to Data Processor on completion of import tasks.
5.2 As required as part of The Data Protection Act (Schedule 1 Part II paragraph 12(a)(ii)) From this time forward the "data processor is to act only on instructions from the data controller" and "the data processor will comply with security obligations equivalent to those imposed on the data controller itself."
5.3 Cleverclogs Multimedia LTD as creators of Athena MIS do not disseminate or share a Cloud Customers data with any other agencies or third parties. The data input into Athena MIS is for the strict use of the cloud customer only. Whoever they need to share or disseminate data to will be via prior data sharing agreements between the cloud customer and other third parties.

6.0 Protecting your data
6.1 Encryption allows a cloud customer to ensure that the personal data they are responsible for can only be accessed by authorised parties who have the correct 'key'. We provide an SSL certificate which is used for services such as online banking.
6.2 Data 'in transit' between your database and the Athena MIS interface is secure and protected from interception. This is achieved by using an encrypted protocol. The encryption algorithm used meets recognised industry standards.
6.3 The servers used to store data have hardware firewalls to protect data transferred between data centres which could be separated geographically.
6.4 The authentication process for accessing data within your database is by individual user accounts with user id and password protection.
6.5 Different levels of access are given by user role, a Super User has access to all data while a data input role is limited to the input of candidate data. A contract manager role is a read only provision given to a college to view their enrolled candidates only.
6.6 The user roles within Athena MIS are customisable; many aspects can be made read only or invisible.
6.7 The nature of the cloud is to be able to access data anytime, anywhere but to add a further level of security Athena MIS can be locked down to be accesses from specific IP addresses.
6.8 User accounts are created and deleted by the customer and it is their responsibility to delete a user account of staff members once they leave the employment of the customer.
6.9 All modifications to records are date stamped and user details recorded.
6.10 There is no provision for individual records to be deleted by the user. Deletions will be made by request by a nominated member of management, to protect misuse of the system and data records.
6.11 There is no provision for all the data in the customer database to be extracted at the user interface.
6.12 Nightly backups of databases will be made.
6.13 Database will only be provided by written request.
6.14 End of life destruction of data will be performed at customer's request or at such a time that the customer ceases to exist and no third party (such as prime contractor) has been nominated as data collector.

7.0 Further Processing
7.1 There are no cookies used in Athena MIS SaaS
7.2 There are no advertisements within Athena MIS SaaS
7.3 Athena MIS does not store personal information about you except for secure login purposes and an email address for internal notifications and alerts.

8.0 Data Centres
8.1 The Data Centre used for Athena MIS products is located at Kingston Communications in Hull.
8.2 The data centres used will always be within the European Economic Area (EEA)

Privacy Policy

1.1 We are committed to safeguarding the privacy of our website visitors and Athena customers; in this policy we explain how we will treat your personal information.
1.2 Our Athena website ( )which is used for the purposes of marketing our product is a complete and separate entity to Athena MIS, Software as a service. These products are hosted separately for security.
2.0 Collecting information:
2.1 We may collect and save the following types of information:

    Company Name
    Job Title
    Email address
    Telephone numbers

2.2 Information that you provide to us via an email information request either from our website or directly to us.
2.3 Information you provide to us when registering for our newsletter
2.4 Information that you post on our website
2.5 Testimonials which you may wish to provide us with
2.6 Any other information you choose to send us.
2.2 Collecting information: Athena SAAS
We do not collect ANY information about you or your company except in the following circumstance;
If we are given the following information to set up initial user accounts on behalf of the customer, this is not a requirement as the customer can set up all user accounts themselves.
• Name
• Address
• Company Name
• Job Title
• Email address
• Telephone numbers.
3.0 Using your personal information- :
3.1 To send you the information you have requested
3.2 We will only use the personal information you have supplied us with to pass on marketing information about our products and services from time to time.
3.3 Keep our website secure and prevent fraud
3.4 deal with complaints made by or about you relating to our website
3.5 we will never disclose your personal information to third parties for marketing purposes.
4.0 Disclosing Personal Information
4.1 We may disclose your personal information to our employees for purposes set out in this policy
4.2 We may disclose your personal information if we are required to by law.

5.0 Retaining personal information
5.1 We will not retain personal information longer than is necessary
5.2 Once an unsubscribe request has been made we will remove personal details within 24 hours or less if at all possible.
5.3 As long as we are expected to do so by law.

6.0 Securing your personal information
6.1 We will take all reasonable technical precautions to keep your personal information safe, secure to prevent loss, alteration or misuse.
6.2 We will secure the personal information you provide us on our password and firewall protected servers.

7.0 Updates
7.1 We may update this policy from time to time
7.2 Check with the website for updates
7.3 We may email you with updates if necessary
7.4 Please let us know if the personal information we hold about you needs updating or is incorrect.

8.0 Your Rights
8.1 You may request a copy of all the information we have about you. This is charged at a fixed fee of £10.00.
8.2 To provide this information we must have a certified copy of your passport signed by a solicitor or a bank along with a current utility bill displaying your current address.

9.0 Third party websites
9.1 Our website has hyperlinks to third party websites
9.2 We have no control over or responsibility for content or privacy policy of third party websites.

10.0 Cookies
10.1 Our website does not use cookies.
11.0 Data protection registration
11.1 We are registered as a data controller with the UK Information Commissioner's Office.
11.2 Our data protection registration number is ZA019232.

11.0 Our details
11.1 This website is owned and operated by Cleverclogs Multimedia LTD.
11.2 We are registered in England and Waleswith company number 10663003 and our registered office and principal place of business is at Unit 40, Craven Park Stadium, Hull, HU9 5HE. VAT Number: 266 0639 91.
11.3 You can contact us by writing to the business address given above, by using our website contact form, by email to This email address is being protected from spambots. You need JavaScript enabled to view it. or by telephone on 01482 379540.

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