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Chapter 12: Security and Privacy

Your Security

BotServer protects your information with enterprise-grade security while keeping things simple for you to use.

Logging In

First Time Access

When you first access BotServer, you'll see the login screen:

  1. Enter your email - Use your work or personal email
  2. Enter your password - Choose a strong password
  3. Click Sign In - You're ready to go

Staying Signed In

  • Check "Remember me" to stay logged in for a week
  • Uncheck it on shared computers
  • You'll be automatically signed out after 24 hours of inactivity

Single Sign-On

If your organization uses single sign-on:

  1. Click "Sign in with your organization"
  2. Enter your work credentials
  3. You're automatically connected to all services

Your Account Security

Password Protection

Your password is protected with:

  • Industry-standard encryption
  • Never stored in plain text
  • Never visible to administrators
  • Never sent over unencrypted connections

Two-Factor Authentication (Coming Soon)

For extra security, you can enable:

  • SMS verification codes
  • Authenticator apps
  • Hardware security keys

Active Sessions

View and manage where you're logged in:

  1. Go to Settings → Security
  2. See all active sessions
  3. Sign out of any device remotely
  4. Get alerts for new sign-ins

Your Data Privacy

What We Protect

  • Conversations - All chat messages are private
  • Files - Documents encrypted at rest
  • Emails - Secure transmission and storage
  • Meetings - End-to-end encryption available
  • Tasks - Private to you and your team

Who Can See Your Data

Only You Can See:

  • Your private conversations
  • Personal files in your drive
  • Your email messages
  • Your task lists

Your Team Can See:

  • Shared conversations (when you share them)
  • Files you explicitly share
  • Team tasks you're assigned to
  • Meetings you're invited to

Administrators Cannot See:

  • Your password
  • Private conversations
  • Personal files
  • Email contents

Data Location

Your data is stored:

  • On your organization's servers
  • Never on public clouds (unless configured)
  • With automatic backups
  • Following your local data regulations

Security Features You'll Notice

Automatic Protection

These happen without you doing anything:

  • Secure connections - Green padlock in your browser
  • Session timeout - Automatic logout when idle
  • Password requirements - Ensures strong passwords
  • Encrypted storage - Files and messages protected

Security Indicators

Look for these signs that you're secure:

  • 🔒 Padlock icon - Secure connection active
  • ✓ Green checkmark - Verified sender
  • 🛡️ Shield icon - Protected content
  • 🔐 Lock icon - Encrypted message

Managing Your Security

Changing Your Password

  1. Go to Settings → Security
  2. Click "Change Password"
  3. Enter current password
  4. Enter new password twice
  5. Click "Update Password"

Reviewing Account Activity

  1. Go to Settings → Security
  2. Click "Activity Log"
  3. See recent sign-ins
  4. Check for unusual activity
  5. Report anything suspicious

Privacy Settings

Control who can:

  • See when you're online
  • Send you messages
  • Access your shared files
  • Invite you to meetings

Secure Communication

Chat Security

Your conversations are protected:

  • Messages encrypted in transit
  • History saved securely
  • No external access
  • Deleted messages are permanently removed

Email Security

When using email through BotServer:

  • Connections use TLS encryption
  • Spam filtering active
  • Virus scanning enabled
  • Phishing protection

Meeting Security

Video meetings include:

  • Optional waiting rooms
  • Meeting passwords available
  • Screen sharing controls
  • Recording permissions

File Security

Uploading Files

When you upload files:

  • Automatic virus scanning
  • Encrypted storage
  • Version history kept
  • Sharing controls available

Sharing Files

Control who accesses your files:

  • Share with specific people
  • Set expiration dates
  • Require passwords
  • Track who viewed files

Development Mode

When you see "Development Mode" banner:

  • You're in a test environment
  • Security is relaxed for testing
  • Don't use real passwords
  • Don't store sensitive data

Security Best Practices

Do's

  • ✓ Use a strong, unique password
  • ✓ Log out on shared computers
  • ✓ Keep your browser updated
  • ✓ Report suspicious activity
  • ✓ Verify before clicking links

Don'ts

  • ✗ Share your password
  • ✗ Use the same password elsewhere
  • ✗ Click suspicious links
  • ✗ Ignore security warnings
  • ✗ Leave your session open

Getting Help

Lost Password

  1. Click "Forgot Password" on login
  2. Enter your email
  3. Check your inbox
  4. Click the reset link
  5. Choose a new password

Locked Account

If you're locked out:

  • Wait 15 minutes and try again
  • Contact your administrator
  • Use password reset if available

Security Questions

Contact support for:

  • Suspicious activity
  • Security concerns
  • Access issues
  • Privacy questions

Compliance

BotServer helps your organization meet:

  • GDPR requirements (Europe)
  • HIPAA standards (Healthcare)
  • SOC 2 compliance (Enterprise)
  • Local privacy laws

Your Rights

You have the right to:

  • Access your data
  • Export your information
  • Delete your account
  • Know how data is used
  • Opt-out of features

Security Updates

We continuously improve security:

  • Automatic security updates
  • No action required from you
  • Notifications for important changes
  • Regular security audits

Summary

Your security is automatic and transparent. You don't need to be a security expert - BotServer handles the complex parts while you focus on your work. If something seems wrong, the system will alert you and guide you to safety.

See Also