Security and Compliance

updated 9/20/2018

A Legacy of Trust

Quick Base was a division of Intuit, a global leader in financial and business solutions, from 1999 until its divestiture in 2016. Today, Quick Base is building on a long legacy of trust to continue to meet higher levels of security and compliance.

Our Mission

  • Embedding best practices into everything we do, in every part of our company 
  • Alignment of our processes and controls with industry standards
  • Being transparent with our customers and continuing to learn from them

Shared Responsibility 

The security and confidentiality of our customers’ apps and data on the Quick Base platform is a shared responsibility between Quick Base and our customers. Quick Base provides a secure platform where customers can build and manage their apps. Additionally, Quick Base provides tools, support and resources that enable our customers to maintain secure apps.

Customers have numerous responsibilities around the security of Quick Base apps and data held within them. Customers must understand what data they intend to collect and store in their Quick Base apps, and ensure that risk and compliance requirements are addressed which correlate to the importance and classification of that data. Customers must ensure that security is addressed in the development of Quick Base apps, including ensuring that apps are shared with only those who are authorized to access them.

Security Governance 

Quick Base’s Compliance & Information Security Officer (CISO), part of the Executive Management team, sets the vision and strategy for the company’s security and compliance program, with the goal of providing strategic direction, ascertaining that risks are managed appropriately and ensuring that objectives are achieved.

Quick Base’s Security Council is composed of leadership from Product Development, Operations and Corporate IT and is responsible for aligning corporate, development and infrastructure controls with best practices as set by the CISO in conjunction with Quick Base business and compliance objectives.

Background Checks and Security Training

All Quick Base staff undergo background checks before they’re hired. All Quick Base staff are also required to take mandatory security, ethics and privacy training once they join Quick Base and on an ongoing basis during their employment with Quick Base.

Security in Software Development

Quick Base integrates security testing into each phase of the development lifecycle —from static code security checks, to dynamic web scans which run continuously, to annual penetration tests by security experts. We train our development team on security best practices.

Role Based Access

A small team of operations personnel have administrative access to the infrastructure which hosts Quick Base.  At the application layer, Quick Base staff do not have access to customer Quick Base apps unless they are invited or authorized by the customer.    Additionally, Quick Base developers occasionally  require read/only access to systems which hold metadata, scripts and app schema in order to troubleshoot.

Customer Segregation

Quick Base is a shared application Platform as a Service (aPaaS) with logical access segregating each customer’s data. Quick Base controls logical access to data via authentication and authorization at the Realm, Account and Application layers. Realms, otherwise thought of as a domain, hold customer Accounts. Within accounts are Quick Base Applications which are managed by Quick Base customers. Quick Base customers can manage access and permissions at the Realm, Account and App layers via the Quick Base platform.

Encryption

Quick Base encrypts customer data in motion and at rest. All communications over non-trusted Internet networks are encrypted at up to 256 bit (SHA2) TLS certificate, TLS 1.2 only as of Sept 2018. Quick Base encrypts data at rest at the application layer including app data and file attachments using AES256.   

Operations and Monitoring

Quick Base’s operations team employs automated incident detection, escalation technologies and procedures which ensure that any infrastructure or platform issue is rapidly addressed, 24x7x365. Customers may view status updates at https://service.quickbase.com/

Logging and Auditing

Logs from the servers, devices and services which power the Quick Base platform are off-loaded and secured in a 3rd party log management platform which performs log analysis, alerting and reporting as well as investigation capabilities for Quick Base operations, engineering and security teams who support the Quick Base platform.    These operational logs are retained for 3 months.     

Quick Base provides Audit logs as an optional feature for customers.   Audit logs provide your Quick Base realm administrator a view of user activity, data and schema changes.    Customers may choose to retain audit log data for 6 months, 1, 3 or 7 years.

Backups

Quick Base data is continuously replicated from the production to the hot standby data center.  In each data center, Quick Base app and file attachment data is backed up via a daily snapshot from online storage to alternate online storage within the same data center.  Quick Base maintains 14 daily snapshots and 6 months of weekly snapshots.   This same procedure is done in the disaster recovery data center.    The backup data is encrypted by virtue of the fact that the data is encrypted at the application layer.  Quick Base does not use backup tapes or off site storage.

Data Portability

Data portability allows organizations to move, copy or transfer data easily from their Quick Base apps to other systems.   Customer's authorized users may download their app data any time in CSV, Tab-delimited or XML format, via the web interface or our APIs.

Data Retention

Customers are in control and responsible for implementing their data retention requirements for the data they upload to Quick Base apps.  Quick Base purges customer data from the online Quick Base platform if you terminate your service with Quick Base.  After which, data will be held in Quick Base backup systems for 6 months.    Upon data being fully purged from Quick Base backup systems Quick Base will send authorized customer contacts a Certificate of Data Destruction, certifying your app data is completely purged from all Quick Base systems. 

Secure Hosting Facilities

The Quick Base platform is hosted at Tier 4 ViaWest (now Flexential) data centers located in Las Vegas, NV and Denver, CO.   Flexential has spent nearly two decades building world class data centers with the sole purpose of providing best-in-class colocation and network services designed to meet the most demanding IT requirements.  

  • Controlled hardened facility
  • 24x7 physical security monitoring 
  • 90 day video surveillance and retention 
  • Colocation cage perimeter security (surveillance cameras and card readers) 
  • Independent audit reports.
  • Additionally Quick Base utilizes Amazon AWS for ancillary services such as WebHooks and Quick Base Sync.

    High Availability

    Each component of the infrastructure which powers Quick Base — from network equipment to web, app and database servers—is highly available and redundant.  

    Disaster Recovery

    Quick Base maintains 2 geographically diverse production-ready data centers; data is replicated from the production data center to the hot standby disaster recovery (DR) data center with up to a 15 minute delay, i.e., a recovery point objective (RPO) of 15 minutes.  Upon a disaster being declared at the production site, Quick Base requires two (2) hours to bring up production at the DR site, i.e., a recovery time objective (RTO) of 2 hours.

    Security Incident Response 

    Quick Base employs tools and process which monitor the platform, network, server and service components which make up the Quick Base services, and has a dedicated security team and security incident response processes.   Quick Base commits to notifying affected customers of any suspected or confirmed data breach (once we become aware of) within 24 hours. We will notify customers via e-mail or phone.

    Security Vulnerability Scans

    Quick Base employs a variety of tools and processes which are designed to detect security vulnerabilities.  Customers may run a security scan against the Quick Base platform under the following conditions:

    1.  The customer can only test using their own Quick Base application(s) with up to three (3) applications accessed during the testing.   
    2. The methodology for the test should mimic normal user activities with both normal pace and normal user volume.  This should not be a performance test or a denial of service test.
    3. The customer should conduct the test during non-business hours to minimize the chance of negatively impacting their own users.
    4. Quick Base reserves the right to block any testing which negatively impacts the platform.
    5. The customer must open a support case with Quick Base Customer Care at least 5 business days prior to the security scan and provide the following information:
      1. The application URL(s) against which the test will be conducted.  No more than three (3) applications should be tested.
      2. The source IP address from which the test will be conducted.
      3. The date and time the test will begin and end.
      4. The name and contact information of a person or persons with the direct ability to stop the testing if asked to do so by Quick Base staff.

    What details should you include when reporting a security issue to Quick Base


    Please provide as many relevant details as you can. In particular:

    • What steps someone can follow to reproduce the issue.
    • Any patches or steps to mitigate the problem.

    Compliance

    Quick Base conducts annual attestations for several compliance standards and regulations including SOC 1/2/3, HIPAA and DFARS.

    SOC 1/ SOC 2

    Quick Base undergoes an annual SSAE16 SOC 1/ SOC 2 Type 2 examination covering Security and Availability Trust Services Principles defined by the AICPA Trust Services Principles and Criteria for Security, Availability, Processing Integrity, Confidentiality, and Privacy.  Quick Base began including SOC 1 audit in 2017.    Please note customer app and realm controls are not part of the scope of Quick Base's SOC  reports; therefore customers may want to include these pertinent Quick Base controls in their respective SOC  examination.

    Quick Base's SOC reports are issued in July annually and is available to customers or prospective customers under NDA.

    HIPAA

    The Health Insurance Portability and Accountability Act (“HIPAA”) is a United States law that applies to companies and other entities involved in the healthcare industry that may have access to patient information (called “Protected Health Information”, or “PHI”).

    Quick Base abides by the HIPAA Security and Privacy rules in our operation of the Quick Base platform.  Quick Base performs an annual HIPAA Attestation as part of our annual SOC examinations conducted by a 3rd party audit firm which validates Quick Base controls meet or exceed the requirements. 

    Quick Base enables its customers to build HIPAA-compliant applications.   Quick Base's Customers are responsible for determining if they are a Covered Entity or Business Associate under HIPAA (and whether a business associate agreement with Quick Base is required) and for ensuring that it uses Quick Base in compliance with HIPAA.  Customers who store or process Protected Health Information must sign a business associate agreement with Quick Base.  Quick Base will sign BAAs with our customers on  annual or multi-year contracts.

    PCI

    Quick Base utilizes a PCI compliant vendor to process credit cards for our customers. However, the Quick Base platform itself has not undergone a PCI audit, therefore credit card data should not be stored in Quick Base apps.

    DFARS / NIST 800-171

    NIST Special Publication 800-171 Protecting Covered Defense Information in Nonfederal Systems and Organizations, otherwise known as DFARS (Defense Federal Acquisition Regulation Supplement), details the fourteen families of security requirements for protecting the confidentiality of Covered Defense Information (CDI).    Quick Base hired an independent audit firm to validate Quick Base's compliance with the requirements of DFARS and has issued a report attesting to our compliance in December 2017.

    FERPA

    FERPA governs use of that data when schools and districts use Quick Base apps which includes FERPA regulated data.      

    Educational institutions are responsible for maintaining FERPA compliance when handling personal data of their students.   These responsibilities include identifying data elements which are uploaded to QuickBase, maintaining access and sharing permissions appropriately, and being transparent with students as to data sharing arrangements with service providers

    As a service provider, Quick Base enables education institutions who use Quick Base apps for FERPA data to be compliant with FERPA by:
    •    Maintaining security of the Quick Base platform via security plans and controls.    
    •    Not sharing or disclosing our app data to any 3rd party. 
    •    Not using customer app data for unrelated activities such as data mining.
    •    Implementing customer security breach notification procedures.
    •    Purging app data at end of service contract.

    For more information about FERPA, visit the Privacy Technical Assistance Center at the US Dept of Education at http://ptac.ed.gov/.

    Cloud Security Alliance

    The Cloud Security Alliance (CSA) is a not-for-profit organization with a mission to promote the use of best practices for providing security assurance within Cloud Computing and to provide education on the uses of Cloud Computing to help secure all other forms of computing. The CSA is led by a broad coalition of industry practitioners, corporations, associations, and other key stakeholders.

    CSA's Security, Trust and Assurance Registry (STAR) is a free, publicly accessible registry that documents the security controls provided by cloud computing offerings, thereby helping organizations assess the security of cloud providers they currently use or are considering contracting with. Quick Base has completed and published its Consensus Assessments Initiative Questionnaire (CAIQ), which provides industry-accepted ways to document the security controls in our PaaS (platform as a service) offering. The CAIQ provides a set of over 140 questions that a cloud consumer and cloud auditor may wish to ask of a cloud provider.

    Quick Base's CAIQ is available for download from the CSA Star Registry

    e-Discovery

    Electronic discovery refers to discovery in legal proceedings such as litigation where the information sought is in electronic format. Quick Base supports key requirements of e-Discovery:

    • Preservation of Evidence
      Upon legal hold being placed on customer data held within Quick Base apps, the customer may instruct personnel to preserve (not delete) apps and data. Additionally, the customer may choose to make copies of existing apps in order to preserve the data at that point in time. Lastly Quick Base maintains backup copies of customer apps and data. Customers may request apps to be restored via customer support.

    • Identification of Data
      Quick Base provides the ability to search apps, however it is important to note that fields must be marked as searchable by the app owner. File attachments may also be searched; however they must be downloaded and searched locally.

    • Data Access
      Customers own their data which they have uploaded and stored within Quick Base.

    Privacy

    Quick Base abides by privacy laws and regulations that are applicable to our services. Quick Base personnel may have logical access to customer data stored in Quick Base apps only if they are authorized by the customer or have a need for access due to their job function. Quick Base does not transfer customer Quick Base app data outside of the Quick Base hosted service hosted in the United States, or to any third-party, without customer authorization.

    Quick Base does not have visibility into or knowledge of what customers are uploading onto its platform, including whether or not that data is deemed subject to privacy regulations.  Customers are responsible for their own privacy compliance for data they upload and store in Quick Base apps.  

    Quick Base’s Privacy Policy describes how Quick Base handles any personal information gathered from visitors to its website at Quick Base.com and from users of the Quick Base service.

    International Association of Privacy Professionals (IAPP) - Member since 2018

    Quick Base is an IAPP corporate member.   The IAPP is the largest and most comprehensive global information privacy community and resource. Founded in 2000, the IAPP is a not-for- profit organization that helps define, support and improve the privacy profession globally. For more information, go to the IAPP website: iapp.org

    EU Data Protection Regulations

    Quick Base is hosted in the United States and serves customers globally. There are several mechanisms to ensure that data transfers from the EU to the U.S. provide the legal protections required by EU Data Protection Regulations, including Privacy Shield (a replacement to Safe Harbor), EU Model Contract clauses and end user consent.

    The EU-U.S. Privacy Shield Framework was designed by the U.S. Department of Commerce and European Commission to provide companies on both sides of the Atlantic with a mechanism to comply with EU data protection requirements when transferring personal data from the European Union to the United States in support of transatlantic commerce, and replaces the Safe Harbor program. Quick Base's certification under the Privacy Shield program may be viewed at the Privacy Shield site https://www.privacyshield.gov/...

    EU GDPR

    On May 25, 2018, a new landmark privacy law called the General Data Protection Regulation (GDPR) takes effect in the European Union (EU). The GDPR expands the privacy rights of EU individuals and places new obligations on service providers like Quick Base which store and process EU personal data. 

    Quick Base views GDPR as an opportunity to deepen our commitment to privacy and data protection best practices. Similar to existing legal requirements, compliance with the GDPR requires a partnership between Quick Base and our customers in their use of our platform. Quick Base complies with the GDPR in the delivery of our service to our customers and we are also dedicated to helping our customers comply with the GDPR.  We have closely analyzed the requirements of the GDPR and have made enhancements to our products, contracts, and documentation to help support Quick Base’s and our customers’ compliance with the GDPR.     In addition to ensuring our own compliance with the provision of GDPR, Quick Base's updated Data Processing Addendum, available upon request, contains additional provisions to assist customers with their compliance with the GDPR.

    Subprocessors

    Quick Base utilizes subprocessors for the provisioning of our Services to you as described in our agreements on https://www.quickbase.com/terms-of-service.  For a list of our sub-processors please see https://www.quickbase.com/data...

    Export Controls

    Prohibited Countries

    Quick Base complies with U.S. regulations related to embargoed countries and regions. As such, Quick Base currently prohibits the unauthorized usage of its products and services in Cuba, Iran, North Korea, Sudan and Syria. Because this list of countries and regions may change from time to time, customers and their users are urged to consult the relevant regulations, including the U.S. Export Administration Regulations.

    Denied Parties

    Quick Base products and services may not be exported to, re-exported to, transferred to, or used by any restricted person or entity, including those listed on the U.S. Treasury Department's list of Specially Designated Nationals, the U.S. Department of Commerce Denied Person's List or Entity List, the State Department's Debarred list, or similar denied parties list without prior authorization by the U.S. Government.

    For more information and for further assistance in determining your individual licensing requirements, contact the Department of Commerce, Bureau of Industry and Security (http://www.bis.doc.gov/) or Office of Foreign Assets Control (http://www.treasury.gov).

    Prohibited End-Uses

    Quick Base products and services may not be exported, re-exported, or transferred if for use directly or indirectly in any prohibited activity described in Part 744 of the U.S. Export Administration Regulations, including certain nuclear, chemical or biological weapons, rocket systems or unmanned air vehicle end-uses.

    Accessibility/508 Compliance

    To make the interface accessible to users with disabilities, Quick Base includes features that support several specifications in the Web Content Accessibility Guidelines (WCAG) 2.0.   

    The Voluntary Product Accessibility Template (VPAT) is a standardized form developed in partnership by the Information Technology Industry Council (ITI) and the U.S. General Services Administration (GSA) to document a product’s conformance with key regulations of Section 508 of the Rehabilitation Act.   Quick Base has completed an accessibility assessment of the Quick Base platform and has documented their accessibility status using these VPATs.    Quick Base's VPAT can be downloaded here.

    Find a Security Issue?    

    Please visit our Responsible Disclosure page here.