Security & Compliance

Data Security

Multi-Tenant Architecture

Each organization's data is completely isolated
Separate database schema per tenant
No cross-tenant data access possible
Tenant identified by unique ID in every request

Encryption

In transit: All data encrypted via HTTPS/TLS 1.3
At rest: Database encryption enabled
Passwords: Bcrypt hashed (not stored in plain text)
API tokens: Encrypted storage with secure rotation

Authentication

JWT-based authentication — Secure token-based login
Token expiry — Access tokens expire (configurable)
Refresh tokens — Seamless session renewal
Password requirements — Minimum 8 characters, configurable complexity

Access Control

Role-Based Access Control (RBAC) — Granular permissions per module
Field-Level Security — Hide sensitive fields from certain roles
Record-Level Security — Users see only their own or team's data
Hierarchy-Based Access — Managers see team data, reps see own data

Data Privacy

Data Ownership

Your data belongs to you
ZenTraq processes data only for providing the service
No data sharing with third parties without consent
Full data export available at any time

Data Retention

Active data retained as long as account is active
Deleted records purged after 30 days
Account deletion removes all data permanently
Backup data retained for 90 days post-deletion

Right to access — Export all personal data
Right to erasure — Delete individual records or entire account
Consent tracking — Opt-in management for WhatsApp/Email
Data portability — Export in standard formats (CSV, JSON)

WhatsApp Compliance

Opt-in required before messaging
Opt-out honored immediately
Consent tracked with timestamp, source, and method
Message templates reviewed by Meta for compliance

User Security

Password Policy

Configure in Settings → Security:

Minimum length (default: 8 characters)
Require uppercase, lowercase, numbers
Password expiry (force reset every X days)
Prevent password reuse (last N passwords)
Account lockout after X failed attempts

Session Management

Active sessions visible in profile
Log out from all devices remotely
Session timeout after inactivity (configurable)
Single session or multi-session option

User Activity Logs

Track what users do:

Login/logout events
Record create/edit/delete
Bulk operations
Settings changes
Export actions
Permission changes

API Security

API Authentication

Bearer token (JWT) required for all API calls
Tenant ID header required for multi-tenant routing
Rate limiting to prevent abuse
IP allowlisting (optional)

Webhook Security

Verify tokens for incoming webhooks (WhatsApp, payment)
HTTPS only for webhook endpoints
Request signature validation

Infrastructure Security

Hosting

Hosted on DigitalOcean (SOC 2 certified infrastructure)
Region: India (BLR1) for data residency
Automatic backups (daily)
Redundant storage

Network Security

Firewall rules restrict access
Load balancer with DDoS protection
Service-to-service communication encrypted
No direct database access from internet

Monitoring

24/7 health monitoring
Automatic alerts on anomalies
Performance monitoring
Error tracking and alerting

Compliance Features for Business

Audit Trail

Every action is logged:

Who did what, when, from where
Record changes tracked (old value → new value)
Immutable audit logs (cannot be edited)
Exportable for compliance audits

Data Export for Legal

Export specific records or entire entities
Filter by date range for legal holds
Communication logs (emails, WhatsApp metadata)
Activity history with timestamps

Approval Workflows

For regulated processes:

Require manager approval before certain actions
Multi-level approval chains
Complete approval history
Rejection reasons documented

Best Practices

For Admins

Review user access quarterly — Remove unnecessary permissions
Enable 2FA (when available) — Extra login security
Monitor activity logs — Watch for unusual patterns
Set up IP restrictions — For sensitive operations
Regular password rotation — Enforce password changes
Export critical data monthly — Business continuity backup

For Users

Don't share credentials — Each user gets their own account
Log out on shared devices — Don't leave sessions active
Report suspicious activity — Notify admin immediately
Use strong passwords — Unique to this CRM, not reused
Respect data access — Only access records you need