Information Security Policy and Guidelines for Suppliers

Semantix’s Information Security Policy and Guidelines apply to all forms of information including:

  • speech, spoken face to face, or communicated by phone or other wireless means of communication;
  • hard copy data printed or written on paper;
  • information stored in physical filing systems;
  • communications sent by post / courier, fax, electronic mail, social media;
  • information stored and processed via servers, PCs, laptops, mobile phones, PDAs;
  • information stored on any type of removable media, CDs, DVDs, tape, USB memory sticks, digital cameras.

Information Security Policy

Read our Information Security Policy here.


For compliance with GDPR, art. 5, and customer requirements, all Semantix files and data related to assignments must be deleted 90 days after the final delivery of each assignment, unless Union or Member State law requires storage of the data (e.g. purchase orders that must be saved for accounting purposes).

Devices and discs

Devices used for processing data from Semantix

  • must be kept in a locked area if not used;
  • must be protected with automatic lock (e.g. screensaver) that is activated after a maximum of 5 minutes;
  • must never be left unattended in public areas;
  • must only be accessed by authorised personnel.

All discs processing data from Semantix should be encrypted.

Anti-virus protection

It is the duty of the Supplier to ensure that the IT equipment used to perform assignments is equipped with updated anti-virus protection and protection against breaches of the IT systems, such as a firewall or the equivalent.

Password protection

It is the duty of the Supplier to ensure that devices used for Semantix assignments are password protected. Furthermore, passwords must be changed at least once every 6 months.

Password recommendations:

  • Minimum length: 8 characters
  • Must contain characters from at least three of the following four categories:
    • English upper case
    • English lower case
    • Numbers (0 through 9)
    • Non-alphabetical characters e.g. #, %, $.
  • Choose a password that is easy for you to remember, but impossible for others to guess.
  • Do not use words that are commonly used or somehow connected to you.
  • Do not share your password with others.
  • Do not write down your password.
  • Do not use the same password on your devices as you use for other Internet services.
  • If your password has been revealed to someone else, change it immediately.

Public machine translation and file-sharing freeware

Due to confidentiality issues, the Supplier may not use public machine translation (e.g. Google Translate) or file-sharing freeware (e.g. WeTransfer and Dropbox) in connection with assignments from Semantix.

If in doubt about the security level of a transfer method, please check with a Semantix Project Manager before initiating the transfer.

Public computers and internet connections

The Supplier may not use public computers (e.g. at internet cafés, libraries or similar) in connection with assignments from Semantix or access our sites (i.e. XTRF, eTolk etc.) from public internet connections (e.g. airports, cafés, restaurants etc.).


The Supplier may not print Semantix customer documents neither on personal nor public printers, unless agreed with Semantix. Customer documents are per definition confidential.

Specific customer instructions in regards to destruction of data and printed material must always be observed.

Third parties

Semantix sensitive and confidential matters, be they customer or supplier related (e.g. pricing), must not be discussed with third parties (neither spoken nor written).

Security awareness

It is the duty of the Supplier to keep updated on security related happenings, e.g. global virus spreads, and to apply healthy suspicion with regard to the reliability of websites and email messages.

  • Do not open email messages if you are uncertain about their origin.
  • Do not click on any links or open any attachments in email messages from unknown senders.
  • Be cautious about pop‐up windows, advertisements, and invitations.

Security reporting

The Supplier agrees to report to Semantix IT Service desk if the Supplier suspects that there may have been a security breach or system abuse on the Supplier’s computer and/or other devices.

If in doubt about the security level of your devices, please contact Semantix prior to data processing.