Technology Use Policy
THIS TECHNOLOGY USE POLICY DEFINES REQUIREMENTS FOR THE USE OF COMPUTER, AND NETWORK RESOURCES OWNED AND/OR OPERATE BY IMAGINE IT
Effective Date: April 1, 2020
POLICY PURPOSE AND OVERVIEW
To certify that employees understand the guidelines governing computer and technology use, email, Internet access and other communications, security, software licensing, and their personal use. These guidelines and policies are enforceable if employees are working in the office or at their home or working at any remote location.
These policies apply to all Imagine IT employees, third-party contractors, remote workers, and all administrators. All Imagine IT information stored on business owned or personal devices is the exclusive property of Imagine IT
Computer and technology resources that are owned by and property of Imagine IT may only be used for legitimate business purposes. Users are permitted access to the company technology resources to assist them in the performance of their jobs.
It is every employee’s obligation to use Imagine IT’s technology resources ethically, responsibly, professionally, and lawfully. In the use of technology resources, employees are required to comply with all other guidelines and policies of the company.
The term “Computer Resources refers to Imagine IT’s entire computer network data, and any device owned and/or operated by Imagine IT’s, its affiliates, or its clients, or any account used to access information on Imagine IT’s Computer Resources.
The term Users refers to all employees, independent contractors, consultants, temporary workers, and all other persons or entities that use the Computer Resources of Imagine IT.
UNLAWFUL OR INAPPROPRIATE MATERIAL
Any material that is sexually explicit fraudulent, embarrassing, harassing, obscene, profane, defamatory, intimidating, or illegal or inappropriate may not be sent by any form of electronic communication. Whether email, text, other devices, or displayed on or stored in Imagine IT computers or devices.
Users receiving or encountering this type of material should report the incident to their manager immediately. Employees are prohibited from using Imagine IT Internet access, or an Imagine IT provided device to view sites considered to be sexually explicit, profane, obscene, intimidating, defamatory, inappropriate to see, or unlawful.
OTHER PROHIBITED USES
Without written permission, Computer Resources cannot be used for distribution or storage of personal or commercial advertisements, promotions, viruses or malware, political material, solicitations, or any other unauthorized use.
MISUSE OF SOFTWARE
Without either prior consent and authorization, Users may not do any of the following with software provided by Imagine IT: submit copies of the software to any independent contractors, or clients of Imagine IT, or any third person; copy software for use on their home computers; install software on any of Imagine IT workstations; revise, change, convert, alter, or adapt any software; or disassemble, decompile, or reverse-engineer any software.
Users cannot move any computer files off-premises without prior authorization.
In their use of Computer Resources, Users must comply with all software licenses, copyrights, and all other states, federal and international laws governing intellectual property and online activities. Users who become aware of any misuse of software or violation of copyright law should immediately report the incident to their managers.
NO EXPECTATION OF PRIVACY
NO EXPECTATION OF PRIVACY
The Computer Resources provided to Users by imagine IT is to support Users in their jobs. Users should not have an expectation of privacy in anything they create, store, send, or receive on the computer system, or concerning calls and voice recordings and related voice technology owned by Imagine IT. The Computer Resources are wholly owned by Imagine IT and can be used only for business purposes and that using them for any other purpose, including entertainment, is against company policy.
WAIVER OF PRIVACY RIGHTS
No employee communication is considered “private,” and by using any of the company’s equipment, an employee is consenting to be monitored. Users waive any right of privacy regarding anything they create, store, send, or receive on the computer through the Internet or any other computer network. Users agree to allow personnel of Imagine IT to access and review all material and devices. Users create, store, send, or receive on the computer or through the Internet or any other computer network. Users expressly waive any right of privacy when using the telephone system or any voice-related technology owned or operated by Imagine IT.
ACCESSING THE FILES OF ANOTHER USER
Users may not alter or copy a file belonging to another user without first obtaining permission from the owner of the data. The ability to read, modify, or copy a file belonging to another User does not imply consent to read, alter, or copy that file.
ACCESSING OTHER COMPUTERS AND NETWORKS
A User’s ability to connect to other Computer Resources through the network does not give them a right to communicate to those Resources or to use of those Resources unless authorized. Users cannot use or access 3rd part webmail or instant messaging.
UNAUTHORIZED TECHNOLOGY OR SOFTWARE
Users cannot install or delete any software programs or data on a computer without prior authorization from the company. Users are responsible and may be disciplined for any security breaches related to the use of unauthorized technology or software.
RESPONSIBILITY TO SECURE
Each User is accountable for guaranteeing that the use of Computer Resources, as well as outside computers and networks, such as the Internet, does not compromise the security of Imagine IT. This responsibility includes taking reasonable precautions to prevent intruders from accessing the company’s network without authorization, avoiding the introduction and spread of malware, and the use of other fair means to protect sensitive information. Users must take sensible steps to ensure confidential information is transmitted and maintained securely. Users must not disclose sensitive information unless authorized by an officer of Imagine IT.
Consult Cybersecurity Policy
Consult the Cybersecurity Policy for additional requirements and information for protecting sensitive company information.
MOBILE/REMOTE COMPUTING AND ACCESS
Imagine IT understand that most Users require mobile or remote access to Computer Resources. This access may include but is not limited to VPN access. Imagine IT provided laptop or tablet, or access through a personal device. In addition to the other technology use rules encompassed in this policy, employees are required to follow these added policy rules:
Use of smartphones and tablets require enforced policies for passwords, encryption, remote data wipe, and disposal
Mobile or remote access to any Imagine IT Computer Resource requires approval. Imagine IT reserves the right to deny remote access at any time if the device does not meet minimum secure access requirements.
MINIMUM SECURITY STANDARDS
Any device used to connect remotely to Imagine IT Computer Resources must be secured by an appropriate password laid out in our Cybersecurity Policy. Remote access requires the device to maintain a secure, encrypted connection between Imagine IT Computer Resources and the local machine.
LOST OR STOLEN DEVICE
If the local machine or device is used to connect remotely to Imagine IT, or is lost or stolen, employees are required to notify a manager immediately.
Examples of electronic communications including but not limited to email, messaging (both text and instant), and social media. A User should never consider electronic communications to be either private or secure unless encrypted with Imagine IT approved encryption software. Note that electronic communications may be stored indefinitely on any number of computers, including that of the recipient and any individuals the recipient has forwarded the electronic communications onto. When using electronic communications, a User must comply with the following guidelines:
ENCRYPTION OF SENSITIVE INFORMATION
Users who send or receive sensitive information via electronic communications are required to use encryption when this information is sent out beyond the Imagine iT network borders (such as external email recipients).
Imagine IT does not audit the personal electronic communications of Users concerning non-work-related matters. However, should a personal electronic communication be brought to the attention of Imagine IT, which adversely affects the reputation of Imagine IT or involves the unauthorized dissemination of sensitive information, this data may be used to discipline the User or terminate employment.
Violating this policy can subject the employee to discipline or termination
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