Data Handling Policy

At Machi-Systems, we ask for and store the minimum amount of your information necessary to maintain our records and provide our services. The Machi-Systems team is well-trained to handle data with the utmost privacy and security in mind. Strict rules such as using strong credentials and multi-factor authentication are required by all Machi team members. All payment processing is entirely handled by third-party payment processors, and no financial information is stored in Machi-Systems aside from the user’s payment and respective transaction IDs.

Email

• Uses
  • To serve as login for the myMachi-Systems Client Area and Machi-Systems Hub
  • Point of contact for Machi-Systems service announcements
  • Point of contact for Machi-Systems Ticket System inquiries
• Collection
  • Provided by the user during signup
• Storage
  • WP = Cleartext
  • WHMCS = Cleartext
  • Django Suit = Cleartext
• Access and Reasons for Access
  • User
  • Machi-Systems team
    • Means of contacting the user for support or any service announcements
• Retention
  • Indefinite
• More information
  • Sensitive Data Removal Policy

Username

• Uses
  • To identify the user on the Machi-Systems Ticket System
  • Used for the name of the user’s Machi-Systems slot
  • Registered as a local user on the server and show any running processes that the user has, upon request.
  • Serve as the user’s username for installed applications, like WordPress.
• Collection
  • Provided by the user during signup
• Storage
  • WP = Cleartext
  • WHMCS = Cleartext
  • Django Suit = Cleartext
  • Installed Applications = Depends on the Application
• Access and Reasons for Access
  • User
  • Machi-Systems team
    • Needed for any support inquiries
    • Required to investigate any server issues by searching for applications that have high-resource consumption, server instability source, or any illegitimate applications that the user runs
• Retention
  • Indefinite
• More Information
  • Sensitive Data Removal Policy

Country

• Uses
  • To compute taxes that apply to the user’s country of their choosing
• Collection
  • Provided by the user during signup
• Storage
  • WP = Cleartext
  • WHMCS = Cleartext
• Access and Reasons for Access
  • User
  • Machi-Systems team
• Retention
  • Indefinite
• More Information
  • Sensitive Data Removal Policy

Password

myMachi-Systems Client Area Password

• Uses
  • Serve as the user’s password on the myMachi-Systems Client Area
• Collection
  • Provided during signup on the myMachi-Systems Client Area
• Storage
  • WP = Encrypted*
  • WHMCS = Encrypted
• Access and Reasons for Access
• User
• Limited access by the Machi-Systems team
  • The Machi-Systems team has no means of seeing the user’s password as it is hashed, but they can reset a password upon identity verification
• Retention
  • Indefinite
• More Information
  • Sensitive Data Removal Policy
  • Password Policy

Machi-Systems Hub Password

• Uses
  • Serve as the user’s password on the Machi-Systems Hub to gain access to their slot
• Collection
  • Provided after the purchase of the user’s slot
• Storage
  • WPMUDEV Hub = Encrypted
  • WP = Encrypted
  • Django Suit = Encrypted
• Access and Reasons for Access
• User
• Limited access by the Machi-Systems team
  • The Machi-Systems team has no means of seeing the user’s password as it is hashed, but they can reset a password upon identity verification
• Retention
  • Indefinite
• More Information
  • Sensitive Data Removal Policy
  • Password Policy

Application Passwords

• Uses
  • Serve as the password for the user’s installed applications, like WordPress.
• Collection
  • Provided after user slot purchase
• Storage
  • WP = Depends on the Application
  • Django Suit = Cleartext
  • Installed Applications = Depends on the Application
• Access and Reasons for Access
• User
• Machi-Systems team
  • Needed to provide application-specific support inquiries, with the user’s permission
• Retention
  • Until the user uninstalls the application
• More Information
  • Sensitive Data Removal Policy
  • Password Policy

Payment Processing

PayPal

• Uses
  • Serves as one of Machi-Systems’s payment gateways
• Collection
  • Payment processing is done entirely by PayPal. The only data that is saved in WHMCS/WPMUDEV, and WP under the user’s account, is the PayPal Transaction ID.
• Storage
  • WP = Cleartext (PayPal Transaction ID)
  • WHMCS = Cleartext (PayPal Transaction ID)
  • WPMUDEV = Cleartext (PayPal Transaction ID)
• Access and Reasons for Access
• Machi-Systems Sales Team
  • The Machi-Systems Sales Team may verify user information with PayPal as part of the sales process
• Retention
  • Indefinite

Coinbase

• Uses
  • Serves as one of Machi-Systems’s payment gateways
• Collection
  • Payment processing is done entirely by PayPal. The only data that is saved in WHMCS/WPMUDEV, and WP under the user’s account, is the Coinbase Payment ID and Hash.
• Storage
  • WP = Cleartext (Coinbase Payment ID and Hash)
  • WHMCS = Cleartext (Coinbase Payment ID and Hash)
  • WPMUDEV = Cleartext (PayPal Transaction ID)
• Access and Reasons for Access
• Machi-Systems Sales Team
  • The Machi-Systems Sales Team may verify user information with Coinbase as part of our sales process.
• Retention
  • Indefinite

Logs and Analytics

Server Metrics

• Uses
  • To view the health and resource usage of the servers
• Collection
  • Provided after the deployment of the user’s slot
• Storage
  • WPMUDEV = Cleartext
  • Machi-Systems Servers = Cleartext
  • Django Suit = Cleartext
  • Sentry.io = Cleartext
• Access and Reasons for Access
• User
  • Server metrics can be viewed using various Hub utilities installed on the user slot. The following are the main visible metrics:
    • CPU Usage
    • Swap Usage
    • RAM Usage
    • 1/5/15 Load Average
    • Your running processes
    • Input/Output metrics
    • Disk space
    • Quota disk space (your allocated disk space)
    • Physical disk space
    • Processes run by other users on the same server are not accessible to the user
• Machi-Systems Team
  • In addition to the metrics above, the Machi-Systems team uses Sentry.io and WPMUDEV Hub to quickly aggregate all metrics from all of the servers and warn the team of errors in any servers.
  • Server metrics can be used for support inquiries and to investigate resource abuse in any server.
• Retention
  • Indefinite

Authentication Logs

Machi-Systems Control Panel Login Attempts

• Uses
  • Any invalid access attempts are logged into the Machi-Systems Infosphere, which bars the user from logging into the myMachi-Systems.com Platform after a certain number of attempts for a certain period of time. This includes the following:
    • Username, as inputted by the user
    • IP address
    • Number of attempts
    • Last date of attempt
• Collection
  • Information is collected when incorrect user credentials are entered
• Storage
  • WP = Cleartext
  • Django Suit = Cleartext
• Access and Reasons for Access
• Machi-Systems Team
  • Used to identify any brute-force attempts
  • Users can also request to lift the timeout and/or remove the access attempt upon request and identity verification via the Ticket system
• Retention
  • 24 hours, or if the user requests it

SSHD Logs

• Uses
  • Standard logs created by the SSH Daemon. Logs are located at ‘/var/log/auth.log’
• Collection
  • Collected when the SSH Daemon is operational
• Storage
  • Machi-Systems Servers = Cleartext
• Access and Reasons for Access
• Limited Access to Machi-Systems the team
  • Checked for possible network intrusions. Checking certificates for expiry and SSH daemon troubleshooting are accessible by the Machi-Systems Technical Support Team only when necessary.
• Retention
  • Indefinite

System Generated Logs

• Uses
  • Server-wide generated logs—used in identifying any issues on the servers
• Collection
  • Logs that are generated by the operating system of the servers
• Storage
  • WPMUDEV Hub = Cleartext
  • Machi-Systems Servers = Cleartext
  • Sentry.io = Cleartext
• Access and Reasons for Access
• Limited Access Machi-Systems team
  • Used to identify any issues in a specific server
  • Aggregated by Sentry.io and WPMUDEV Hub, warning the team of errors in any servers
• Retention
  • Indefinite

Logs Generated by Installed Applications

• Uses
  • Logs generated by installed applications—used in identifying issues within a user’s slot
• Collection
  • Installed applications generate these logs
• Storage
  • WPMUDEV Hub = Cleartext
  • Django Suit = Cleartext
  • Installed Applications = Cleartext
• Access and Reasons for Access
• User
• Machi-Systems team
  • Provide application-specific support inquiries, upon user permission
• Retention
  • Until the user uninstalls or removes the application

User’s bash History

• Uses
  • A record of all the commands entered by the user on the Machi-Systems slot shell. It’s located in $HOME/.bash_history
• Collection
  • Each command entered on the shell is recorded
• Storage
  • Machi-Systems Servers = Cleartext
• Access and Reasons for Access
• User
• Machi-Systems team
  • Used for general or application-specific inquiries, such as checking if the entered commands by the user are correct
  • Checking for possible intrusions or server abuse
• Retention
  • Indefinite until removed by the user

Hosted Data

Installed Applications

• Uses
  • Essential files for installed applications to run properly
• Collection
  • The user installs this on your slot
• Storage
  • Machi-Systems Servers = Depends on the Application
• Access and Reasons for Access
• User
• Machi-Systems team
  • For application-centric support inquiries, with user permission
• Retention
  • Indefinite until removed by the user

User Data

• Uses
  • Data that is created by the user and/or the user’s applications and stored on the user’s slot
• Collection
  • Upon creation by the user and/or user applications
• Storage
  • Machi-Systems Servers = Cleartext
• Access and Reasons for Access
• User
  • User files are stored in one of the home folders on the Machi-Systems’ servers and are isolated from other users. Only the user has access.
• Mavchi-Systems team
  • Can be accessed for any support inquiries, with the user’s permission.
• Retention
  • Indefinite until the user removes it.
    • For any legitimate DMCA takedown notices, the user will be informed and asked to delete said content within 24 hours.
• More Information
  • Abuse Policy
  • Sensitive Data Policy

We hope you’ve found this doc useful. Is anything missing? If so, email us at contact@machi-systems.com and we’ll get it sorted for you.

Questions? Send us a note and we’ll get right back to you.