# Sensitive PII

Handling of sensitive personal data.

This policy defines how Cortena handles sensitive data and personally identifiable information (PII).

## 1. Purpose

To ensure sensitive data is handled securely and consistently across the company.

## 2. Scope

Applies to all Cortena team members, contractors, systems, and processes that potentially handle customer data.

## 3. Definitions

**PII:** information that can identify a person (for example name, email address).

**Sensitive data:** financial documents, invoice details, bank transaction references, credentials, and other confidential business data.

## 4. Policy requirements

### 4.1 Minimize

Only collect and process what is necessary to deliver the service.

### 4.2 Protect

- Encrypt data in transit and at rest
- Restrict access via RBAC and least privilege
- Require secure internal access methods for privileged systems (for example VPN). See [Access control](https://help.cortena.ai/compliance/access-control) and [Security](https://help.cortena.ai/compliance/security).

### 4.3 Avoid insecure handling

- No sharing sensitive data in public channels
- No copying customer data into unmanaged tools
- No storing secrets in code, config, or logs

### 4.4 Approved sub-processors only

Sensitive data may be processed only by approved sub-processors governed by contract. See [Sub-processors](https://help.cortena.ai/compliance/sub-processors).

## 5. Exceptions

Exceptions require explicit approval by CTO or CEO and must be documented and added to the list of sub-processors.

## 6. Contact

[compliance@cortena.ai](mailto:compliance@cortena.ai) · [dpo@cortena.ai](mailto:dpo@cortena.ai)