Security & Access

No hardcoded credentials

A workflow delivered by Manuless never contains a password, API key or token in the code. All sensitive connection details are replaced by clearly labelled placeholders that the client fills in after receiving the workflow.

The manual describes precisely which placeholders need to be replaced, where to find the corresponding keys and in what order to fill them in. Manuless has no access to your production credentials after delivery. You decide what you fill in and when.

Temporary access

When an engagement requires implementation in the client's environment (actually setting up and testing the workflow in the live system), Manuless requests temporary access. That access is:

• Strictly limited to the agreed work
• Restricted to the systems and accounts needed for the implementation
• As brief as possible: Manuless requests access when implementation begins and indicates when it can be revoked
• Never used for any purpose other than the agreed engagement

Minimal permissions

Manuless always requests the minimum permissions needed to carry out the work. In practice this means:

• Read access where write access is not necessary
• Access to specific folders or modules, not to the entire environment when that is not required
• No administrator rights unless the implementation technically requires it, and then only for the duration of that specific step
• No access to systems outside the scope of the engagement

If you are uncertain which permissions to grant, we discuss this before implementation begins. Manuless prefers to work slightly slower with restricted permissions than broader than necessary.

Secure file transfer

When files are exchanged in the context of an engagement (workflow configurations, process design documents, manuals or temporary export files), we use exclusively secured channels.

• Workflow files are shared via a secure link or an encrypted environment, not as an unprotected email attachment
• Sensitive documents containing client data or system information are shared via an encrypted folder managed by the client
• Manuless never sends passwords, API keys or tokens via email, chat or other unsecured channels

After delivery

After delivery, Manuless has no access to the client's systems by default. The handover is complete: the workflow runs in the client's own environment, on the client's own accounts, with the client's own credentials.

Manuless actively reminds the client of the following steps at every delivery:

• Revoke or deactivate Manuless's temporary access
• Replace the placeholders in the workflow with your own credentials
• Verify that the workflow functions correctly after filling in your own details
• Delete any temporary export files or shared folders, or revoke access to them

When a retainer contract is agreed, the access arrangements for that contract are documented separately. The same principle applies: minimal permissions, for the shortest possible duration.

Manuless's own security

Manuless applies the following measures to its own systems and working practices:

• Strong, unique passwords and two-factor authentication on all accounts that grant access to client environments or internal business systems
• Project communication via encrypted channels
• No storage of client data outside the internal CRM and project administration
• Devices are encrypted and secured with a passcode
• Temporary files containing client information are deleted after use

In the event of an incident that may affect a client's data, Manuless will make contact as soon as possible and act in accordance with the data breach notification obligation under the GDPR.