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Technology Acceptable Use Policy

Quick Summary - What You're Agreeing To

By using The Empower Network's email, online systems, or social media accounts, you agree to:

• Use all Empower Network systems only for official nonprofit business - not personal or outside work.

• Represent the organization with professionalism and respect in all online communications.

• Keep passwords private and use approved secure methods for any shared logins.

• Protect confidentiality - share internal materials only with authorized people.

• Store and discuss sensitive information only within secure, restricted Google Workspace folders.

• Understand that all emails, files, and materials created or stored in Empower Network systems belong to the organization.

• Stop using Empower Network systems and return all materials when your role ends.

• Follow all related policies, including Privacy, Safeguarding, and Community Standards.

This summary is for convenience only. Please read the full policy below, which is legally binding.

Purpose

This policy establishes guidelines for responsible and secure use of The Empower Network's hardware, online tools, applications, and software systems used to conduct organizational business. Its goal is to protect confidentiality, maintain professionalism, and ensure all communications reflect the mission and values of The Empower Network.

1. Scope of Systems Covered

This policy applies to all official Empower Network online systems and accounts, including but not limited to:

• Organization email addresses (e.g., @empower-network.org)

• Google Workspace (Drive, Docs, Sheets, Meet, etc.)

• Social media accounts managed under The Empower Network name and/or brand

• Shared cloud storage, password vaults, and project management tools

• Event platforms, donor databases, or other digital systems managed by the organization

• Any hardware or software purchased by or licensed for The Empower Network

2. Authorized Use

• Access to Empower Network systems, contacts, records, and internal information is limited to tasks that support official organizational work.

• Do not use Empower Network accounts or platforms for personal business, political activity, or unrelated outside work.

• Account access, files, and communication tools provided by The Empower Network can only be used for duties connected to your role.

• When communicating online, you represent The Empower Network and should reflect our mission, professionalism, and respect for our community.

• Personal social media posts should not imply official endorsement or representation of The Empower Network unless specifically authorized.

• If sharing Empower Network content on personal accounts (e.g., reposting stories), that personal account must also abide by our Community Standards.

3. Ownership of Content

All materials created, stored, or shared within The Empower Network's systems - including emails, documents, trainings, educational resources, and marketing or social media assets - are the exclusive intellectual property of The Empower Network, Inc. Unauthorized use, reproduction, or distribution of these materials constitutes copyright infringement and may result in legal action.

• Upon departure from a role, all materials and records remain with the organization.

• Accounts, access permissions, and shared drives will be deactivated when service or employment ends.

• If you would like to use materials created for The Empower Network as samples in a professional portfolio, please contact the CEO to receive written permission.

4. Confidentiality & Information Security

The Empower Network classifies all information handled through its systems as Organizational Data, including emails, files, and communications related to programs, operations, volunteers, and donors. Certain categories - such as personnel records, donor records, volunteer applications, financial information, and other personal data - are considered Confidential Organizational Data and require additional protections. Confidential data may only be shared within secure Empower Network systems (e.g., restricted Google Workspace folders) and only with individuals authorized for that specific purpose.

The Empower Network uses Google Workspace as a secure system of record for organizational information, including personnel and volunteer files. Confidential discussions and documents may be stored or conducted in Google Workspace only within appropriately restricted folders (such as the HR or Board of Directors shared drive).

• Protect confidentiality by ensuring sensitive materials are shared only with individuals who require access for their role. Use restricted sharing settings (e.g., "Restricted - Only people with access"), utilize the confidential send feature when needed, and avoid public or link-based sharing for confidential files.

• No one may use Empower Network data for personal projects, outside clients, political activity, or unrelated employment.

• Staff, volunteers, and contractors are not permitted to copy, download, export, store, or distribute Empower Network contact lists, member information, employee information, or any internal data for personal, commercial, or outside use.

• Never store or transmit sensitive information through personal email, social media, or unapproved platforms.

• Protect confidentiality by not sharing internal documents or communications outside the organization without explicit permission from the CEO or Board Chair.

• Use discretion when posting or sharing organizational content publicly. Only approved individuals may post on official Empower Network social media accounts.

• Use of artificial intelligence (AI) tools (e.g., ChatGPT or similar systems) is permitted only for non-confidential, non-identifiable, and non-sensitive information. Under no circumstances may Confidential Organizational Data, personal data (including member, donor, volunteer, or personnel information), or any restricted information be entered into or processed by external AI systems. Information entered into AI tools may not be protected and may be subject to disclosure or discovery. See our Ethical AI Policy for more information.

• Report any data breach, unauthorized access, or accidental disclosure immediately to the CEO, then the COO. The Empower Network will acknowledge the report within 2 business days and take appropriate steps to assess, contain, and document the incident. Affected individuals will be notified as required by applicable law.

5. Password & Account Security

• Never share personal passwords.

• Shared accounts must be accessed only through an approved encrypted password management system designated by The Empower Network.

• Enable multi-factor authentication (MFA) where available.

• Immediately report any suspected security compromise or phishing attempt to the CEO and COO.

6. Professional Conduct

• Communications sent through Empower Network systems should be courteous, inclusive, and aligned with the organization's values.

• Avoid unprofessional, discriminatory, or inflammatory language.

• Use the approved email signature and organizational branding for consistency.

• When posting or responding on official social media, remain factual, respectful, kind, and mission-focused.

• All public communications via social media must be aligned with our brand voice.

7. Account Termination and Retention

• The Empower Network reserves the right to access, review, or archive communications and materials created or stored in organizational systems as needed for operations, recordkeeping, or legal compliance.

• All online system access will be revoked at the end of an individual's service, contract, or employment.

• Ensure no personal information remains in any Empower Network accounts.

• If you need access to materials post-termination, all requests must be made in writing and processed through the HR team, and will be reviewed on a case-by-case basis.

8. Acknowledgment

By using any Empower Network owned or licensed email account, social media login, software, application, or online system, you acknowledge that you have read, understood, and agree to comply with this Acceptable Use Policy. Violations may result in suspension of access, removal from volunteer or staff roles, or other corrective action, up to and including termination of involvement with The Empower Network.

9. Relationship to Other Policies

This Acceptable Use Policy works in connection with other policies adopted by The Empower Network, including (but not limited to) our Privacy Policy, Community Standards, Safeguarding Policy, and Website Terms of Use, all available at www.empower-network.org.

By completing the Acceptable Use Policy acknowledgment, you confirm that you have reviewed these policies and agree to abide by them in addition to the terms set out here. The Empower Network may update its policies from time to time, and volunteers and staff will be notified of material changes.

Contact Us

For questions, concerns, or to report a problem, please contact us.

The Empower Network, Inc.

Email: support@empower-network.org

Website: www.empower-network.org