PRIVACY AND PROTECTION OF DATA AND COMPUTER RESOURCES
The protection of HITEC’s information and the maintenance of the privacy of corporate, member, and affiliate data require consistent effort by each employee and involve many aspects of the work environment. Employees who are users of computer and network resources and those who work with personal data and information must bear in mind privacy and protection obligations. Therefore, data within the HITEC network should be considered proprietary and confidential and should be protected as such. In addition, particular member, affiliate, and employee data may be required to be specifically protected as prescribed by laws or regulatory agency requirements. Responsible use of computer access and equipment, including Internet and email use, as described in this Policy, is integral to protecting data. In addition, the protection of data and data privacy is a critically important consideration during the design, development, maintenance, storage, handling, access, transfer and disposal phases of computer-related activities.
HITEC DOES NOT DISCLOSE, SHARE, OR SELL ANY PERSONAL DATA OR INFORMATION ABOUT ITS EMPLOYEES, MEMBERS, AND/OR AFFILIATES TO ANYONE, EXCEPT AS REQUIRED BY LAW.
It is the responsibility of every employee and other person subject to the Code to protect sensitive and confidential information while in use, while stored or in transit. Confidential information must never be put on or saved to a computer, network drive or storage device that can be accessed by those without authority to access that information. Confidential or sensitive information should not be moved (physically, electronically or by other means) from a secure location to an insecure location for any reason or use. Note that certain types of information (such a person’s name and Social Security number) generally cannot be sent by email (or an attachment to an email) unless the email/attachment is encrypted.
EMPLOYEE PRIVACY AND ELECTRONIC TECHNOLOGY
It is the policy of HITEC to respect the privacy of its employees to the extent possible. Employees must recognize, however, that HITEC has many legal obligations which often may require it to inquire into the private matters of employees or job applicants. For example, HITEC may be legally required to determine that applicants and employees can properly perform their job duties without posing a threat to themselves or others. This may necessitate inquiries into the backgrounds of applicants or employees, as well as testing for drugs, alcohol, medical conditions, etc. In addition, HITEC may be legally required to investigate allegations of misconduct by employees or dangerous conditions/situations. This may necessitate searches of employee work areas, such as desks, computers, lockers, or files—including the employee’s personal property which is brought into the workplace. For these reasons, employees should understand the following principles:
- When employees work at HITEC they conduct business on behalf of HITEC, using tools, equipment, supplies and other materials provided by HITEC for that purpose.
- HITEC reserves the right, at any time and without notice, to monitor or inspect any and all of its tools, equipment, supplies, or other materials and their use, which include, but is not limited to, computers.
- Notwithstanding an employee’s privacy, HITEC also reserves the right, at any time and without notice, to monitor or inspect any and all property which an employee, contractor, or guest attempts to or does bring into HITEC’s facilities or onto its grounds.
- Points (1) through (3), above, apply with equal force to HITEC’s computers and software, disks, flash and jump drives and other electronic information storage systems, electronic mail, instant messaging, text messaging, telephone, and voice mail systems, as well as mobile devices issued by HITEC, if any. Because of the unique nature of these electronic systems, it is important to reemphasize the following points:
- Such electronic systems, and the material communicated through or stored on them, are the property of HITEC and should be used only for company business;
- If an employee, contractor, or guest installs personal software on HITEC’s electronic equipment, or brings personal material related to such equipment into HITEC’s facilities or onto its grounds, such software or material is subject to monitoring and inspection by HITEC in accordance with item (3), above. No one is permitted to install or download software onto company computers or other equipment, or use peer-to-peer file sharing on such computers or equipment, without authorization from HITEC and no one is permitted to bypass electronic security features established by HITEC on its computers or other equipment.
In addition, employees using their personal electronic devices (i.e., those not provided by HITEC) to conduct business for or on behalf of HITEC must ensure that the necessary security measures are enabled on those devices in order to protect the confidentiality and integrity of HITEC’s information accessed through or stored on such devices. Whenever possible, HITEC business conducted on or through employees’ personal electronic devices should be conducted using a company account.
HITEC reserves the right to inspect or monitor those portions of employees’ personal electronic devices that access corporate networks or store HITEC-related information. In addition, employees must allow HITEC access to records of HITEC-related communication or activity held by third parties (such as but not limited to cell phone or Internet service providers).
SOFTWARE USE
Purpose
All computer users employed by HITEC have the responsibility to use these resources in a professional, ethical, and lawful manner. The computers and computer accounts provided to employees by HITEC are to assist them in the performance of their jobs. The computer and telecommunications system belong to HITEC may only be used for authorized business purposes.
Waiver of Privacy
Employees understand that HITEC has a legitimate business purpose to monitor communications emanating from or engaged in HITEC’s computers and/or telecommunication systems. Employees waive their right of privacy in anything they create, store, send, or receive on HITEC’s computer or telecommunications system. Employees consent to management or supervisory personnel of HITEC accessing and reviewing all material employees create, store, send, or receive on the computer or telecommunications system.
Prohibited Use
Use of HITEC’S computer or telecommunications system for any of the following activities is strictly prohibited:
- Sending, receiving, displaying, printing, or otherwise disseminating material that is fraudulent, harassing, embarrassing, sexually explicit, obscene, intimidating, or defamatory;
- Sending, receiving, displaying, printing, or otherwise disseminating confidential, proprietary business information or trade secrets in violation of HITEC policy or proprietary agreements;
- Sending, receiving, displaying, printing, or otherwise disseminating any personally identifiable information, that is any information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household, of any other person or persons;
- Transmitting, storing, or otherwise disseminating commercial or personal advertisements, solicitations, promotions, destructive programs (for example, viruses or self-replicating code), or political material;
- Violating any state, federal, or international law governing intellectual property (for example, copyright, trademark, and patent laws) and online activities; and
- Violating any license governing the use of software.
Violations
Violations of this policy may result in disciplinary action, including possible termination of employment, legal action, and criminal liability.
SOCIAL MEDIA
Purpose: HITEC recognizes that Social Media tools such as blogs, micro-blogs, online forums, content sharing Web sites and other digital channels established for online interaction and connection are increasingly used to promote HITEC to colleagues, members, the media, and others, and/or share personal opinions and participate in online dialogue as individuals. The purpose of this Policy is to establish standards and expectations regarding any HITEC-related use of Social Media.
Appropriate Use of Social Media Resources: HITEC’s Social Media resources are property dedicated to achieving HITEC’s objectives. Inappropriate use is not acceptable. This includes, but is not limited to, using HITEC Social Media assets to post offensive material on content-sharing Websites, publish defamatory remarks about colleagues, members, or affiliates on web forums or blogs, and leaking confidential information.
Speaking on Behalf of HITEC: Blogging and other online dialogue are far-reaching forms of communication; distribution is meant for a vast public audience. Information purported to be published by HITEC contained within blogs and other Web sites could have a negative impact to HITEC and our members, with potential legal implications. Unless you have HITEC’s consent and have been certified to speak on behalf of HITEC via Social Media, you shall never claim to be speaking on behalf of HITEC or expressing an official HITEC position in such communications.
Ethical Conduct: You shall not conduct activities that are illegal or contrary to HITEC’s Employee Handbook, or other policies. Always respect the dignity and privacy of colleagues, members, contractors, and affiliates. Harassing, intimidating, offensive, abusive, threatening, menacing, or hostile content communicated through blogs and other online communications is prohibited. Data related to others, including, but not limited to, personal details and pictures, shall only be posted with that party’s consent.
Accountability: You will be held accountable for the information you share in online activities. Be careful what you share, publish, post, or otherwise disclose. you are personally responsible for what you share and should remember that anything you post may be public for an indefinite period of time (even if you attempt to modify or delete).
Reporting and Investigation: It is very important that you immediately report any suspicious behavior regarding HITEC employees. To report known or suspected violations of this Policy, contact your supervisor or the President. Anyone reporting a suspected or actual violation of this Policy is protected from retaliation. All good faith allegations of violations of this Policy will be fully and confidentially investigated. You are required to cooperate with all investigations of alleged Policy violations.
Discipline and Other Consequences: Employees who violate this Policy will be subject to appropriate disciplinary action or other remedial measures up to and including termination of employment if warranted under the circumstances and permissible under applicable law.
