PCI Compliance Overview: Requirements, Standards & Solutions

If your company handles credit card data and is not following PCI compliance standards, you could face large penalties if these regulations aren’t corrected.

What does PCI compliance mean? Payment card industry compliance is a set of requirements created by the PCI Security Standards Council that call for any company handling credit card data to follow certain rules to protect consumer information.

What Is PCI Compliance?

PCI compliance is a set of security standards designed to ensure that businesses that process, store, or transmit credit card information maintain a secure environment. It requires businesses to adhere to a list of security requirements, including the installation of firewalls, encryption, and regular testing of systems. Failure to comply with these standards can lead to hefty fines and other penalties.

Benefits of PCI Compliance

Organizations that commit to PCI compliance cite many business benefits. These are just a few:

1. Security of Payment Card Data: Adhering to the PCI DSS requirements helps protect customer payment card data from security threats and vulnerabilities.
2. Increased Customer Confidence: Meeting and maintaining PCI DSS compliance demonstrate that your business is taking steps to protect customer payment card data and increase customer confidence.
3. Fraud Prevention: PCI compliance helps reduce the risk of fraud by making it harder for criminals to access payment card data.
4. Reduction of Noncompliance Penalties: If your business is found to be noncompliant with PCI DSS standards, you may be subject to costly fines and penalties. Proactively meeting and maintaining PCI compliance can help reduce the risk of noncompliance penalties.
5. Improved Efficiency: Adopting and following the PCI DSS requirements can help to streamline and improve processes related to payment card data handling.

Requirements for PCI Compliance

The requirements to achieve PCI compliance, while numerous and onerous, are nevertheless attainable. Here are a few key requirements that will get you and your organization on the road to PCI compliance:

1. Establish a secure network: All cardholder data and other sensitive information must be kept in a secure network environment that is protected from security threats. This should include firewalls, intrusion detection systems, and other measures designed to protect the cardholder data.
2. Protect stored data: All stored cardholder data must be encrypted and maintained in a secure environment.
3. Maintain a vulnerability management program: Organizations must have a program in place to identify and address any vulnerabilities or weaknesses in their system. This includes regularly updating antivirus and anti-malware software, as well as implementing security patches to address any identified vulnerabilities.
4. Implement strong access control measures: Access to cardholder data and other sensitive data must be restricted to only those employees who need access to do their jobs. Organizations must have a system of access control in place that includes authentication, authorization, and monitoring of employee activities.
5. Regularly monitor and test networks: Organizations must monitor all network traffic and regularly test their security measures to identify any potential vulnerabilities or weaknesses. This should include both internal and external scanning of all systems to detect any unauthorized access.
6. Maintain an information security policy: Organizations must have an information security policy in place that outlines their security measures and procedures. All employees and third-party providers must be familiar with this policy and adhere to its requirements.
7. Ensure compliance: Organizations must ensure that they are compliant with all applicable laws and regulations related to payment card security. This includes PCI DSS (Payment Card Industry Data Security Standard) compliance.

PCI Compliance Levels: Which One Applies to Your Business?

Determining the appropriate PCI compliance level for your business is crucial for ensuring that you meet all the necessary standards for handling credit card data securely. The PCI Security Standards Council categorizes businesses into four levels based on their annual transaction volume. Here’s a breakdown of each level:

Level 1: This level is for merchants processing over 6 million transactions per year across all channels or those who have experienced a data breach. PCI compliance at this level requires an annual report on compliance (ROC) conducted by a qualified security assessor (QSA) or an internal audit if signed by an officer of the company, as well as a quarterly network scan by an Approved Scanning Vendor (ASV).

Level 2: Merchants processing 1 to 6 million transactions annually fall into this category. These businesses must complete an annual self-assessment questionnaire (SAQ) and conduct quarterly network scans by an ASV. Additionally, they must submit an attestation of compliance (AOC).

Level 3: This level is applicable to merchants with 20,000 to 1 million e-commerce transactions per year. Level 3 merchants are required to complete an annual SAQ, undergo quarterly ASV scans, and submit an AOC, similar to Level 2, but tailored to their specific transaction volume and potential risk factors.

Level 4: Merchants processing fewer than 20,000 e-commerce transactions annually or up to 1 million transactions across other channels qualify for Level 4. PCI compliance requirements include an annual SAQ, quarterly ASV scans, and the submission of an AOC. Often, smaller businesses will find the SAQ to be a manageable way to assess their PCI compliance status without the need for extensive external audits.

Selecting the right PCI compliance level is essential for your business to not only protect customer data but also to avoid hefty fines and penalties for non-compliance.

Regardless of the level to which you must adhere, there are some requirements that all levels share. These include implementing firewalls, encryption, and maintaining up-to-date antivirus software. Ensuring your business is compliant (at the appropriate level) can provide peace of mind, protect your organization’s reputation, and ensure uninterrupted cardholder payment processing, safeguarding your operations from potential disruptions.

Who Assesses Your PCI Compliance Level?

Determining your PCI compliance level involves several entities and may require different forms of documentation depending on your business’s specific circumstances. The assessment can be conducted through a Self-Assessment Questionnaire (SAQ) for smaller merchants with lower transaction volumes or a Report on Compliance (ROC) for larger entities with higher transaction volumes.

For most small to medium-sized businesses, the SAQ allows the business to self-evaluate its compliance with PCI DSS requirements. This process involves responding to a series of questions that outline your current security practices and any areas that need improvement. For larger organizations, however, a comprehensive ROC is necessary. This report must be completed by a Qualified Security Assessor (QSA), a professional who is certified to evaluate and attest to an organization’s compliance with PCI DSS standards.

In addition to these assessments, you may also need an attestation of compliance (AOC), which is a formal declaration of your compliance, often required by acquiring banks. approved scanning vendors (ASVs) play a crucial role by performing network vulnerability scans to ensure your systems are secure.

Finally, it’s important to note that the PCI Security Standards Council, established by major credit card companies like American Express, Discover, JCB International, Mastercard, and Visa, oversees and defines these standards. They do not enforce PCI DSS; compliance enforcement is typically handled by the credit card companies and acquiring banks. Ensuring that your business meets PCI DSS requirements not only avoids hefty fines but also safeguards your systems against data breaches, thereby protecting your customers’ sensitive credit card information.

PCI Compliance for Each Level: Key Strategies

Achieving PCI compliance can vary significantly depending on your organization’s size and transaction volume. The PCI Security Standards Council categorizes merchants into different levels, each with specific requirements. Here are some key strategies that can help your business achieve PCI compliance at any level:

1. Understand Your Merchant Level: The first step is identifying which merchant level your organization falls into. Levels range from 1 to 4, with Level 1 being the highest, typically for companies processing over six million card transactions annually. Knowing your level will help you understand the scope of your compliance obligations.
2. Perform a Gap Analysis: Conduct a detailed gap analysis to identify current security practices against PCI DSS requirements. This will help pinpoint areas needing improvement and guide the compliance process.
3. Complete the SAQ or ROC: Depending on your merchant level, you’ll either complete a self-assessment questionnaire (SAQ) or undergo a comprehensive audit to produce a report on compliance (ROC). Level 1 merchants generally require a ROC, while lower levels may only need an SAQ.
4. Implement Secure Network Architecture: Design and maintain a secure network architecture, including setting up and managing firewalls effectively. This forms the backbone of PCI compliance by ensuring that credit card data is securely transmitted and stored.
5. Encryption and Masking: Ensure all cardholder data is protected with encryption during transmission and storage. Additionally, ensure that sensitive authentication data is masked when displayed, following the guidelines set forth by the PCI DSS.
6. Regular Testing and Vulnerability Scanning: Engage an approved scanning vendor (ASV) to perform regular vulnerability scans on your network. Regularly test your systems and processes to identify and fix security vulnerabilities.
7. Use Antivirus and Advanced Threat Protection for Malware Protection: Continuously update antivirus (AV) software and employ robust advanced threat protection (ATP) across your systems to prevent unauthorized access and data breaches.
8. Access Control Measures: Implement strong access controls to limit data access to only those individuals who need it to perform their job functions. Use multi-factor authentication (MFA) and regular audits to manage user permissions effectively.
9. Employee Training and Awareness: Educate your employees on PCI compliance requirements and the importance of data security. Regular security awareness training sessions will help ensure that everyone is aware of their role in maintaining compliance.
10. Maintain a Policy for Information Security: Develop and maintain a comprehensive information security policy that addresses all aspects of data protection and PCI DSS requirements. This policy should be reviewed and updated regularly.

By following these key strategies, your organization can work towards achieving and maintaining PCI compliance, thereby safeguarding sensitive credit card data and meeting the expectations of payment card networks such as American Express, Discover, JCB International, Mastercard, and Visa.

PCI Compliance Costs: What You Can Expect to Spend

Ensuring PCI compliance can involve significant costs, but these expenses are necessary to protect sensitive credit card data and avoid substantial penalties. The financial outlay associated with PCI compliance can be broken down into several key categories.

First, there are the costs related to technology and infrastructure. Implementing robust security measures, such as firewalls, encryption, and antivirus software, requires investment in advanced IT systems and tools. Regular updates and maintenance of these systems are crucial to stay ahead of evolving security threats.

Second, businesses must consider the expenses associated with assessments and audits. Depending on the size and transaction volume of the organization, PCI DSS divides merchants into different levels, each with its own specific requirements for reporting and assessment. Organizations may need to complete a self-assessment questionnaire (SAQ) or undergo a more extensive report on compliance (ROC) conducted by a qualified security assessor (QSA). Engaging a QSA and producing the necessary documentation can involve significant fees.

Additionally, the cost of compliance includes fees for external services such as those provided by approved scanning vendors (ASVs). These vendors conduct regular network security scans to identify vulnerabilities and ensure ongoing compliance with PCI DSS standards.

Training and education are also crucial components of PCI compliance, incurring costs related to staff training programs to ensure that all employees understand and adhere to security protocols. This is essential for minimizing human errors that could lead to data breaches.

Finally, businesses may face indirect costs, such as operational disruptions during the implementation of new security measures or potential fines for non-compliance. These fines can be levied by credit card companies like American Express, Discover, JCB International, Mastercard, and Visa, and can add up quickly if infractions are not promptly addressed.

Overall, while the costs involved in achieving and maintaining PCI compliance can be substantial, they are outweighed by the benefits of safeguarding sensitive financial information and avoiding the severe consequences of data breaches.

The Cost of PCI Non-compliance

The credit card providers like the ones listed above create, update, and enforce PCI requirements. Penalties for noncompliance are also managed by these companies. Some of the penalties levied against merchants and processors found not in compliance with PCI include the following:

• Continued Noncompliance: Fees ranging from $5,000 to $100,000 per month, based on the volume of transactions processed by a business annually.
• Increased Transaction Fees: High-risk merchants and processors may face increased fees for transactions based on noncompliance and breach threats.
• Loss of Merchant Account: For severe cases of breach, theft, or fraud related to continuing noncompliance, credit card companies can opt to revoke an organization’s ability to process transactions.

These penalties are only directly related to PCI DSS. Breaches related to noncompliance can also place a business under legal liability if sued by attorneys general or as part of a class-action lawsuit.

Kiteworks Helps Merchants Achieve and Maintain PCI DSS Compliance

The Kiteworks Private Content Network, a FIPS 140-2 Level validated secure file sharing and file transfer platform, consolidates email, file sharing, web forms, SFTP, managed file transfer, and next-generation digital rights management solution so organizations control, protect, and track every file as it enters and exits the organization.

The Kiteworks platform is used by organizations to help them meet a variety of compliance standards and mandates, including PCI-DSS.

FIPS 140-2 certified encryption enhances the security of the Kiteworks platform, making it suitable for organizations that handle sensitive data like payment card information. In addition, end user and administrator activity is logged and is accessible, crucial for PCI-DSS compliance, which requires tracking and monitoring of all access to network resources and cardholder data.

Kiteworks also offers different levels of access to all folders based on the permissions designated by the owner of the folder. This feature helps in implementing strong access control measures, a key requirement of PCI-DSS.

Kiteworks deployment options include on-premises, hosted, private, hybrid, and FedRAMP virtual private cloud. With Kiteworks: control access to sensitive content; protect it when it’s shared externally using automated end-to-end encryption, multi-factor authentication, and security infrastructure integrations; see, track, and report all file activity, namely who sends what to whom, when, and how. Finally demonstrate compliance with regulations and standards like GDPR, HIPAA, CMMC, Cyber Essentials Plus, IRAP, and many more.

To learn more about Kiteworks, schedule a custom demo today.

 

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