Security Policy

Security requirements and controls for the Ahobilam Temple ERP System.

Effective Date: November 14, 2026

1. Purpose

This Security Policy establishes the security principles and operational requirements for the Ahobilam Temple ERP System ("ERP System").

The purpose of this policy is to protect ERP accounts, institutional records, personal information, financial information, operational information, and the availability and integrity of the ERP System.

2. Scope

This policy applies to the ERP application, associated APIs, databases, authentication systems, administrative interfaces, authorized users, and infrastructure used to operate the ERP System.

3. Security Principles

Confidentiality Information should only be accessible to authorized users and systems.

Integrity ERP records should be protected from unauthorized or improper modification.

Availability Reasonable measures should be taken to keep the ERP System available to authorized users.

Accountability Appropriate authentication and logging should support accountability for system activity.

4. User Authentication

ERP access must require authentication through the approved ERP authentication mechanism.

User accounts should be uniquely assigned to authorized individuals wherever practical.

Users must not share account credentials.
Passwords must not be stored or transmitted as plain-text values where secure alternatives are available.
Authentication failures should be handled using appropriate security controls.
Accounts should be disabled or restricted when authorization is removed.

5. Password Security

ERP passwords should be stored using a modern password-hashing mechanism rather than reversible encryption or plain-text storage.

Passwords must not be exposed through API responses, browser interfaces, logs, URLs, error messages, or other unnecessary channels.

Password reset mechanisms should use temporary tokens with appropriate expiration controls.

6. Failed Login Protection

The ERP System may use failed-login monitoring and account-locking mechanisms to reduce the risk of password-guessing and credential attacks.

Repeated authentication failures may result in temporary or administrative account locking according to the configured security controls.

7. Session Security

Authenticated ERP sessions should use secure server-side session mechanisms and appropriate expiration controls.

Session identifiers should be protected against unauthorized disclosure.
Session identifiers should be regenerated appropriately following authentication.
Inactive or expired sessions should no longer provide access to protected ERP functions.
Users should log out when finished using the ERP System.

8. Authorization and Role-Based Access

Access to ERP functions and information should be controlled according to the user's assigned role and responsibilities.

Authentication alone does not authorize a user to access every ERP function. Each protected operation should apply appropriate authorization controls.

9. API Security

ERP APIs should validate requests before performing database operations or returning protected information.

Authentication should be checked for protected endpoints.
Authorization should be checked before privileged operations.
Input should be validated.
Database queries should use parameterized statements.
Sensitive database fields should not be unnecessarily returned to the browser.
API errors should not expose database credentials, internal secrets, or sensitive implementation details.

10. Database Security

Database access should be restricted to authorized application and administrative processes.

Database credentials must not be exposed in frontend JavaScript, HTML, API responses, or publicly accessible client-side resources.

Application database queries should use parameterized statements or other appropriate protections against SQL injection.

11. Protection of Password and Reset Data

Password hashes and password-reset tokens are security-sensitive information.

Password hashes must not be displayed in user interfaces.
Password hashes must not be returned by profile APIs unless there is a specific, authorized security requirement.
Password-reset tokens should be temporary.
Expired reset tokens should not be accepted.
Reset tokens should not be unnecessarily exposed in logs or responses.

12. Network Security

ERP traffic should be protected using HTTPS/TLS so that authentication credentials and application data are not transmitted through unencrypted HTTP connections.

Administrative access to servers, databases, hosting accounts, and infrastructure should be restricted to authorized personnel.

13. IP Address and Location Information

The ERP System may process IP address and, where specifically enabled, latitude and longitude information for security, operational, attendance, auditing, or other legitimate institutional purposes.

Access to such information should be restricted according to role and legitimate business requirements.

14. Profile Images and Uploaded Files

Profile images and other uploaded files should be handled as untrusted input.

File types should be validated.
File sizes should be restricted.
Uploaded files should not automatically be treated as executable content.
Access to private files should be appropriately restricted.
Files should be stored in locations suitable for the required security level.

15. Administrative Access

Administrative privileges provide access to sensitive ERP functions and should therefore be granted only where necessary.

Administrators should use elevated privileges only for legitimate management, maintenance, support, security, and operational purposes.

16. Logging and Monitoring

Appropriate system and security events may be logged to support security monitoring, troubleshooting, auditing, and incident investigation.

Depending on configuration, security-related records may include authentication events, failed login attempts, session information, account changes, and technical connection information.

17. Protection of Logs

Security logs should be protected from unauthorized modification or deletion.

Logs should not unnecessarily contain passwords, password hashes, reset tokens, authentication secrets, or other sensitive credentials.

18. Software Security

ERP software and dependencies should be kept reasonably up to date and maintained according to applicable security requirements.

Security updates should be evaluated and applied within a reasonable timeframe appropriate to the risk they address.

19. Backup and Recovery

Appropriate backups should be maintained for important ERP data and system information where required by institutional operations.

Backup access should be restricted and backup copies should receive security protections appropriate to the sensitivity of the data.

20. Security Incident Response

Suspected security incidents should be reported promptly to the appropriate administrator.

Security incidents may include:

Unauthorized account access.
Compromised credentials.
Unauthorized database access.
Accidental disclosure of sensitive information.
Malware or malicious code.
Unexpected modification or deletion of records.
Suspected vulnerabilities.
Unusual or suspicious system activity.

21. Vulnerability Reporting

Users who discover a possible security weakness should report it to the designated ERP administrator rather than attempting to exploit the weakness.

Security testing or penetration testing should only be performed with explicit authorization.

22. Physical Security

Servers, workstations, networking equipment, storage devices, and other infrastructure used for ERP operations should receive appropriate physical protection.

23. Third-Party Services

Third-party hosting, email, infrastructure, security, networking, or other service providers supporting the ERP System should be evaluated and managed according to applicable institutional requirements.

24. Security Responsibilities of Users

Protect account credentials.
Use the ERP only for authorized purposes.
Do not bypass security controls.
Protect confidential information.
Log out after completing ERP activities.
Report suspicious activity promptly.

25. Security Responsibilities of Administrators

Assign appropriate user roles.
Remove or disable unnecessary access.
Protect administrative credentials.
Maintain appropriate system security controls.
Monitor relevant security events.
Address security incidents appropriately.
Maintain appropriate backups and recovery procedures.

26. Policy Violations

Violation of this Security Policy may result in account suspension, access restriction, administrative investigation, corrective action, or other action considered appropriate by the institution.

Security Warning: Users must not attempt to obtain unauthorized access to accounts, databases, APIs, servers, administrative interfaces, or other protected resources belonging to the ERP System.

27. Relationship With Other Policies

This Security Policy should be read together with the other ERP policies.

28. Changes to This Policy

This Security Policy may be updated when security requirements, technology, ERP functionality, infrastructure, or institutional procedures change.

29. Contact

Security concerns relating to the ERP System should be reported to the appropriate authorized administrator of Sri Ahobila Narasimha Swamy Devasthanam.

Important: This Security Policy is an ERP security-policy draft. It should be reviewed and approved by the temple's authorized administration or qualified security/legal adviser before being adopted as an official institutional policy.