HFHI Extranet Acceptable Use Policy Revised April 4, 2008 Habitat for Humanity International Extranet Acceptable Use Policy Purpose To provide the Habitat for Humanity International community with a set of guidelines and standards governing the use of extranet technology at Habitat for Humanity International. Policy HFHI owns all the organization's information resources. HFHI computing and networks resources are deemed company property and are to be used for legitimate business purposes in line with HFHI’s mission only. HFHI reserves the right to monitor, inspect, audit, collect and remove any information without permission or further notice. USE OF HFHI COMPUTING AND NETWORK RESOURCES CONSTITUTES CONSENT TO THIS MONITORING AND IS CONDITIONED UPON YOUR ADHERING TO THIS AND RELATED COMPANY POLICIES. Scope This policy applies to all individuals with access to the extranet for HFHI, including, but not limited to, staff, temporary staff, partners, affiliates, individual constituents, independent contractors, national organizations, partners and/or donors ("Users"). Terms Appropriate use is defined as usage performed for furthering the mission of HFHI. Extranet is defined as an extension of the organizations intranet giving authorized outsiders controlled access to the intranet. For HFHI this would include but may not be limited to MyHabitat, PhotoNet and SharePoint team sites. Data Custodian is defined as someone responsible for looking after the electronic data on behalf of the organization. I. Introduction The appropriate use and protection of all information systems and associated resources is expected from all Users within the HFHI online community. All users of information systems resources are expected to comply with existing HFHI policies and procedures. In addition, users are expected to honor copyrights and software licenses and comply with all applicable international, federal, state and /or local laws, including, but not limited to those prohibiting slander, libel, harassment and obscenity. Information that is confidential by law, including but not limited to profile, financial and medical information, must be protected. Users must be aware that information stored or transmitted electronically (or via computer), including but not limited to e-mail, blogs, immediate messages and facsimile, may be subject to disclosure under open records laws. Users should have no expectation of privacy for information stored or transmitted using HFHI information resources except for records or other information that is confidential by law (i.e., donor information). II. Designation and Responsibility of Representatives A. The HFHI Management shall be responsible for the following: * Informing internal personnel and of HFHI’s policies on acceptable use of information resources; * Ensuring that internal personnel comply with these policies and procedures; * Ensuring that persons conducting business with HFHI comply with these policies and procedures; and * Addressing violations of HFHI’s policies on information technology resources. B. Information Services (IS) shall be responsible for the following: * Ensuring appropriate and auditable security controls are in place. * Ensuring the availability, integrity, and confidentiality of HFHI’s information technology resources. * Interpreting HFHI’s policies on information technology resources. * Developing and maintaining the HFHI’s information resource security policies. * Developing and disseminating awareness and training materials. * Investigating reported/suspected compliance violations and reporting findings to management for appropriate action, if any; * Informing current Users of HFHI’s policies on acceptable use of information resources; and * Maintaining and ensuring data backups of critical electronic information. C. Data Custodians shall be responsible for the following: * Monitoring data for accuracy, integrity, confidentiality, and availability; and * Promptly reporting suspicion or occurrence of any unauthorized activity to HFHI’s Information Services management. D. All internal personnel and external Users shall be responsible for the following: * Abiding by HFHI’s policies on acceptable use of information resources. * Promptly reporting suspicion or occurrence of any unauthorized activities to HFHI’s Information Services department. * Reporting any unacceptable use of their user accounts, passwords and\or personal identification numbers, to the Information Services department. II. User Accountability A. General: MyHabitat was created to help affiliates of HFHI, Habitat campus chapters, other Habitat organizations and HFHI staff communicate and share information with each other and individual constituents. Some of the information contained in my.habitat.org (hereinafter referred to as "MyHabitat") is intended for designated audiences only and may not be accessed, broadcast or disseminated without appropriate permission. Information technology should be used wisely and with consideration for the rights and needs of others. As an authorized user, you are responsible for the security and use of your computer and/or system accounts. You accept full responsibility for your accounts, your data and all activity performed on the organizations computing resources by you or through your accounts. You agree to follow all HFHI policies. The security of the HFHI extranet is the responsibility of the HFHI user community, including administrators, staff, affiliates, partners and individual constituents conducting business with the organization that interacts with HFHI extranet B. Review: For security and network maintenance purposes, authorized individuals within Information Services (IS) may monitor equipment, systems and network traffic at any time. IS reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy C. Privacy General: HFHI will comply will all applicable privacy laws and/or regulations. III. General Standards A. HFHI Extranet: Access to the HFHI extranet is available to staff, affiliates, partners and individual constituents whose duties require it for the conduct of HFHI business. Since all internet and network activities can (and will) be monitored, all constituent and personnel accessing the Internet and network shall not have an expectation of privacy. HFHI reserves the right to change HFHI extranet technology and/or its information content without prior notice. i. Acceptable Use: HFHI provides extranet access to facilitate the conduct of HFHI business. Use of the HFHI extranet shall not be done in a manner that interferes with HFHI’s ability to perform its mission, and shall meet the conditions outlined in HFHI’s objectives. ii. Prohibited Use: Prohibited activities when using the HFHI extranet include, but are not limited to, the following: a) The introduction of data or programs which in some way endangers computing resources or the information of other users (e.g., a computer worm, virus, or other destructive program), or which infringes upon the rights of other HFHI users (e.g., inappropriate, obscene, pornographic, bigoted or abusive materials) is prohibited. b) Users may not copy, publish, store or transmit data, when doing so would constitute a violation of copyright. Users who are in any doubt as to the copyright status of data they wish to store or send should contact the HFHI Information Services for help in determining the legality of their planned use of the data. c) Individuals may not attempt to circumvent security systems or to exploit or probe for security holes in any HFHI network or system, nor may individuals attempt any such activity against other systems accessed through HFHI’s facilities. Execution or compilation of programs designed to breach system security is prohibited unless authorized in advance for the purpose of testing. d) Using or encouraging others to use HFHI information technology resources in any manner that would violate policies or any applicable state, federal or international law; e) Falsely reporting or accusing another of conduct that violates this policy, without a good faith basis for such an accusation. f) Sending blogs, immediate messages that are malicious or that a reasonable person would find to be harassing; g) Accessing another person's account. Users may not supply false or misleading data or improperly obtain another's password to gain access to their accounts or network systems, data or information. Obtaining access to an account name or password through the negligence or naivet of another is considered to be a specifically prohibited use; h) Modifying system or network resources, or attempting to crash systems or networks. IV. COPYRIGHT AND INTELLECTUAL PROPERTY: Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, trade secret and copyright violation using the HFHI extranet resources, are prohibited. Computer software protected by copyright is not to be copied from, into, or by using HFHI Computer and Network Resources, except as permitted by law or by the license or contract with the owner of the copyright. Computer networks and computer programs that facilitate and enable locating and downloading digitized works have made possession of copyrighted material such as music files, videos and software easier than ever before. In many cases, however, possession and/or distribution of such files are in direct violation of state and federal laws, and HFHI policy. HFHI system users must remove any copyrighted materials that they do not have the copyright holder's specific permission to possess. As noted above, they must not place such material on HFHI systems at any time and must not engage in unauthorized copying, transmission, distribution and/or downloading or uploading of such works. System users are ultimately responsible for ensuring that the copyright holder has granted permission to make or distribute the copy in question. Suspected misuse of copyrighted materials by system users may result in exercise of HFHI’s investigatory rights with or without notice to the user, suspension of network or other account access and disciplinary sanctions as defined in this policy. Additionally, the system user may face civil or criminal action that could result in fines, imprisonment or both upon conviction. PhotoNet I will abide by the conditions of PhotoNet usage and will give proper credit to the photographer and to HFHI. I further affirm that I am a current Habitat office representative and will use images for Habitat business purposes only. All digital images contained in PhotoNet are the property of HFHI and are available for use only to Habitat for Humanity staff, volunteers and their designates for Habitat for Humanity business purposes. HFHI owns full and complete rights to these materials and grants their use for publication. However, HFHI may revoke these rights at any time in writing or verbally with written follow-up. Use of these materials is intended for discussion of and presentation of the role and scope of HFHI. They are intended only for use in discussion of or reference to the ideas, expressions or events of HFHI and/or its affiliates. Any other use may be deemed unacceptable and violates this policy. Photos may be cropped and sized to your specifications and altered in color and density and filtration to suit your needs; however, their content may not be altered in any way without express, written permission from HFHI. How to Credit Images When used in print, on the Web or elsewhere, images should be credited to the photographer and Habitat for Humanity International (HFHI). A proper sample photo credit would look like this: Kim MacDonald/Habitat for Humanity International. You are responsible for your use of MyHabitat, and for the information you add to MyHabitat. V. Penalties for Non-Compliance Use of the HFHI’s information technology resources is subject to all applicable laws. Penalties for violation of the information technology policies vary but may include: Loss of access to MyHabitat Removal of material violating this policy Discipline of an individual in accordance with state, federal or international law, including criminal prosecution dependent upon the infraction. Information Services may temporarily suspend, block or restrict access to Information Systems when it reasonably appears necessary to do so in order to protect the integrity, security, or functionality of Information Systems or to protect HFHI from liability. By clicking "I Agree," I affirm that I have read and will abide by the conditions of usage stated above. I further affirm that I am a current Habitat constituent and will use the HFHI extranet for Habitat business purposes only.