Keep your data secure when outsourcing
Best Practices to Protect Confidential Information in Third-Party Partnerships
Data Security
Outsourcing data security protocols
At Automated Solutions, we understand that data management and information security are critical when outsourcing your operations. Not all service providers offer the same level of protection, which is why we’ve invested in robust infrastructure, advanced protocols, and multi-layered security systems to ensure your information is always safe.
From secure communication channels to strict access controls, we go the extra mile to safeguard your data. When you partner with us, you can trust that your information is in safe hands—giving you complete peace of mind throughout your outsourcing journey.
Our data privacy and information security protocol
Given the continuous tightening of regulations surrounding data security, privacy and information management . We have dedicated Cyber Security and Risk Manager who handles information security policies and procedures.
Keypad locks on all access doors
Security at Automated Solutions starts at the front door. All employees need to use a code to enter the building. With keypad locks at all external entrances, only senior staff and security have access to the building outside of operating hours. This simple measure ensures all line staff only have access to the building when senior staff and supervisors are at work.
Onsite 24/7 security guards
The main entrance and reception area are staffed by security guards 24/7. They only allow employees and approved visitors through reception and also perform spot searches. Spot searching ensures staff do not take any recording or electronic devices into the main operations area.
Personal lockers
Each staff member at Automated Solutions has their own locker. The locker room is located after reception and before the main operations area. Employees are required to place all personal recording devices in their lockers prior to entering the workspace.
Biometric scanners
Upon entering the main operations area, employees are required to be identified by scanning their fingerprints using biometric scanners. The biometric scanners ensure only staff have access to the operations area while visitors need to be authorised by management prior to gaining access.
24/7 CCTV
At Automated Solutions, we prioritize security at every level of our operations. Our facilities are equipped with comprehensive CCTV coverage, monitoring all key internal and external areas to ensure a secure and transparent working environment.
Clean desk policy
Our strict clean desk policy prevents staff from having anything on their desk that would allow them to record sensitive information. This policy is actively enforced by our client experience team.
Disabled USB drives
All computers have disabled USB drives ensuring staff cannot use USBs or devices to download any client data.
Secure Access with Cloud-Based Control
At Automated Solutions, your outsourced team operates through our secure, cloud-based platform that enables single sign-on access to all authorized software and tools. This means you don’t need to share usernames or passwords directly with employees—login credentials are safely managed and stored within our secure system. Access is strictly limited to authorized devices and working hours, preventing logins from external locations or unauthorized times. This adds an extra layer of control and security, ensuring your data remains protected while maintaining productivity and efficiency.
NetGuard
Employee internet activity is managed and monitored through NetGuard; a cloud-based platform. NetGuard allows Automated Solutions to lockdown internet access to only those websites and cloud-based applications your staff need to do their job.
Our IT data privacy tools
To add that extra level of information security, Automated Solutions has a dedicated internal IT department that works hard to implement further online security processes to ensure a high level of data privacy is provided for all our clients (whether they are in-office or working remotely):
Bitdefender: provides anti-virus software, cyber security, content control and anti-malware.
Regular system and security patches: applied to computers on a routine basis or as per Microsoft updates
Encrypted disks: Bitlocker encrypted disks to ensure that if a PC was stolen, no data can be accessed on the disk.
Secure disposal of IT equipment: both media and equipment is inspected for possible data breaches before deploying
Local administrator blocked: staff working from home (or in the office) do not have local administrator rights.
IDS & IPS secure: intrusion detection systems and intrusion prevention systems are used throughout the organisation.
Firewall: Watchguard firewall enabled on all Automated Solutions devices.
Our human resources measures
As we source and recruit your outsourced team, there are a few key security measures that we take into consideration:
Background checks: verify identity, academic qualifications and experience
Security clearances: highlight criminal misconducts and key areas of security concern
Medical examinations: ensure employees are fit for work
Employment contracts: emphasise data security best practices and failure to comply actions.