Electronic Communications Policy

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Discrimination and Harassment  Supervisor Responsibilities Employee Responsibilities

Credit Union provides employees with the opportunity to use Credit Union equipment for business-related purposes and for limited personal use. “Credit Union equipment” is defined to include but is not limited to desktop computers, laptops, SmartPhones, e-mail, voicemail, software and or hardware. Employees have no expectation of privacy in Credit Union equipment as well as the content of the information sent or received, regardless of from where sent and whether sent during work or non-work time. Similarly, employees have no expectation of privacy with Internet access, e-mail or text messages, despite contrary designation by the sender or receiver. Electronic communications, including but not limited to voicemail, text messages, e-mail and Internet access will be monitored and reviewed periodically, without notice.

Computers

Credit Union computers, hardware and or software may not be altered or removed without permission from ____________________________________. Employees may not install personal software on Credit Union computers for any purpose, including Credit Union business, absent prior approval from ____________________________.

Internet Access

Credit Union provides Internet access for business-related communications and for limited personal use, provided usage does not interfere with job performance and the sites visited are appropriate for a work setting. Like Credit Union equipment, employees have no expectation of privacy in Internet access and use. Internet access with Credit Union equipment is not confidential and any information produced in either hard copy or in electronic form in the property of the Credit Union. The Internet should not be used to transmit personal and/or confidential information, which is not business-related.

E-mail and Voicemail

E-mail and voicemail systems are the property of Credit Union. Voicemail or e-mails sent from work or on Credit Union equipment or with the web address of Credit Union are not confidential and may be stored and reviewed by the Credit Union for business-related purposes. E-mails or voicemails sent or received are not an employee’s property and are the property of Credit Union. Employees should not use e-mails or voicemail or other unsecured communications to send or store confidential information. If employees want to send personal or confidential e-mails, texts, or voicemails, they should use their personal computers, websites or phones.

Credit Union-owned SmartPhones

Employees may be provided with SmartPhones for conducting or accessing business information. SmartPhones may be used for limited personal use and any text messages or voice messages sent or received are the property of Credit Union.

Social Media

Employees may participate in various forms of social media, including but not limited to MySpace, Twitter or blogging, on an individual basis. If conducted at work, regardless of whether on a Credit Union or personal web address or sent from Credit Union equipment, the content of the postings is not confidential. Social media and online communications are individual interactions, not Credit Union communications. Credit Union employees participating in these forums do not speak for Credit Union; if employees choose to post opinions or beliefs, they are personally responsible for what they say or write. Employees participating in these media should be aware that information once posted, is public and is distributed to a lot of people. Be mindful of privacy when posting.

Regardless of whether posted on social media sites, e-mail, voicemail, text message or Internet, electronic communications are subject to the following rules:

• do not post business or news about Credit Union, its business partners or vendors without permission. Employees are expected to safeguard the confidentiality of Credit Union business and member information;
   
• UNDER NO CIRCUMSTANCE MAY AN EMPLOYEE TRANSMIT OR POST ANY INFORMATION, FINANCIAL OR OTHERWISE ABOUT A MEMBER, WHICH INCLUDES HIS OR HER IDENITY, FINANCIAL ACTIVITY, TRANSACTIONS, ACCOUNT NUMBERS, CARD NUMBERS, OR SOCIAL SECURITY NUMBER;
   
• use of Credit Union logo is prohibited, unless authorized by Credit Union in advance;
   
• identify yourself- do not use a pseudonym, post information anonymously or use another person’s password or identification to access sites to which you are not permitted access;
   
• unless responding as a Credit Union employee, you must make clear you are speaking for yourself and use the following disclaimer: “The postings or positions on this site are my own and do not necessary reflect the positions, strategies of or opinions of Credit Union”;
   
• be professional and accurate;
   
• do not make comments or post photos which are inappropriate based upon race, sex, (sexual identity, sexual orientation), national origin, age, marital status, physical or mental impairments, membership in uniformed services, use of FMLA or VESSA leave, receipt of an order of protection, religion, knowledge of an individual’s or his or her family member’s genetic information;
   
• do not continually call, post or text someone which can be considered harassment;
   
• employees may not place personal passwords on web-based e-mails sent via Credit Union equipment; and
   
• when in doubt, don’t post. Employees are personally responsible for their words and actions, wherever they are. Privacy does not exist in the world of social media.

Credit Union makes employment decisions based upon information from electronic media, blogs and/ or social media, unless prohibited by law. Credit Union will not make employment decisions based upon information about an employee’s race, age, membership in unformed services, religion, national origin, or genetic information.

If you have any questions about what is or isn’t permitted under this policy or wish to report a violation, contact ________________________.

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