Page 37 - TMCF 2025 HR Team Manual

EMAIL AND INTERNET, PORTABLE COMPUTING AND SOCIAL MEDIA POLICIES
It is the responsibility of every team member to protect the security of our data, network, computers and information systems. TMCF resources are provided to team members for company business use, but limited use of company resources for personal use is permitted. As such, each team member must comply with all of TMCF’s information and security protocols.
Laptop/desktop/iPad (computers), computer files, data, email system, internet access and software furnished to team members (TMCF systems) are TMCF property and are intended solely for business use and are to be used only by TMCF team members. All information transmitted through or stored on TMCF’s computer system or accessed by any TMCF equipment or accounts, including email messages, is treated as business information, and as such, information, including email messages, is not the private property of any team member. Consequently, team members should have no expectation of privacy in any data of a personal nature that they choose to keep on TMCF systems. Each team member’s email will be destroyed, at TMCF’s sole discretion, and may not be stored by team members in another location. To ensure compliance with this policy, internet, computer and email usage may be monitored.
Team members must not electronically transfer TMCF email, data, information, or materials to other email accounts including, but not limited to, personal email accounts. Team members may not store or transfer confidential data, information, or materials to any non-TMCF-owned media; team members may transfer data, information or other materials to TMCF-owned media when authorized. Team members have access to TMCF email via Gmail and documents via Google Drive from anywhere via the Internet.
Team members are prohibited from giving out their passwords, ID numbers, PINs or ID badges to any unauthorized persons. Team members who have lost their ID badges or who believe their passwords, ID numbers or PINs have been disclosed should contact someone on the information systems team immediately to have them changed. Team members may not place incorrect information in our records, nor delete, amend, or modify any business records except in accordance with TMCF’s record retention policies.
TMCF strives to maintain a workplace that is free of harassment and sensitive to the diversity of its team members. Therefore, TMCF prohibits the use of TMCF systems, including without limitation, computers, the Internet, and the email system in ways that are disruptive, offensive to others, or harmful to morale. This includes ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or disrespectful to others.
Internet access is provided to team members for business purposes. Minor personal use of the Internet is permitted so long as it is consistent with TMCF’s policies. Email may not be used to solicit others for commercial ventures, religious or political causes, outside organizations or other non-business matters.
Team members may only use approved software that is provided by TMCF. Should any team member have a business need for additional software, he or she must contact someone on the information systems team. TMCF purchases and licenses the use of computer software for business purposes and does not own the copyright to such software or related documentation. Unless authorized by the software developer, team members do not have the right to reproduce such software for use on a personal computer.
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