Guidelines for safe and secure use of the ESB platform

This page contains general guidelines aimed at all users of the ESB platform. Its purpose is to provide guidance on how you can use the ESB platform securely and safely, and minimise the risk to your organisation of a cyber security incident.

Choose a strong password

One of the most important steps to keeping your account safe is to use a strong password. Please read our guidelines on choosing a strong password.

Use multi-factor authentication

MFA, or multi-factor authentication, is when an additional piece of information is required in order for you to access your account. This typically takes the form of a one-time passcode in addition to your usual password. The passcode can either be sent to you via e-mail, text message or generated by an app on your smart phone or by a physical device such as a keyfob.

We offer MFA to all our customers so please speak to your system administrator or Pentagull account manager for more information.

Be aware of your surroundings

As working practices continue to evolve, with more and more people working in remote locations, it is important to be aware of your surroundings. For example, if you’re on a train or in a shared workspace, other people may be able to see your screen.

Be wary of suspicious emails

You need to know how to spot suspicious emails. Look out for signs such as bad grammar, demands for you to act urgently and requests for payment. New technologies mean that email attacks are becoming more sophisticated. A phishing email could appear to come from a source you recognise. If you’re not sure, speak to the sender.

Never reveal your ESB login details such as passwords or PINs to anyone. Pentagull support will never ask for this information and you should be extremely suspicious of anyone who does.

Install anti-virus and malware protection And keep it up-to-date

You must make sure the devices you and your team use to access the ESB platform in the office, at home, or when you’re working away, are secure. Anti-virus software can help protect your device against malware sent through a phishing attack.

Protect your device when it’s unattended

Lock your screen when you’re temporarily away from your desk to prevent someone else accessing your computer. If you do need to leave your device for longer, put it in a secure place, out of sight.

Make sure your Wi-Fi connection is secure

Using public Wi-Fi, or an insecure connection, could put personal data at risk. You should make sure you always use a secure connection when connecting to the internet. If you’re using a public network, consider using a secure Virtual Private Network (VPN).

Limit access to those who need it

We use role-based permissions within the ESB platform, and only grant access to those users who need to perform a particular role.

However, things change over time, and its important you let us know about changes to your own job role or to members of your team.

If someone leaves your team, or if they’re absent for a long period of time, let us know so we can suspend their account.

Take care when sharing your screen

Sharing your screen in a virtual meeting may show your device to others exactly as you see it, including any open tabs or documents. Before sharing your screen, you should close anything you don’t need and make sure your notifications and pop-up alerts are switched off.

Don’t keep data for longer than you need it

The ESB platform contains some very powerful mechanisms for managing the lifecycle of data. This helps ensure that you don't keep data on the platform longer than it is needed.

In addition, if you download reports or export data for use outside the platform, don't keep it for longer than necessary.

References

These guidelines have been compiled in accordance with recommendations published by the NCSC and ICO.