1. Policy Statement
Family Promise of Puget Sound (FPOPS) provides electronic communication systems and tools (including email, instant messaging, and other digital platforms) to facilitate efficient and effective communication for organizational business. This policy governs the appropriate use of these digital tools, emphasizing the protection of sensitive information, the maintenance of professionalism, and the clarity regarding FPOPS’s monitoring rights. We aim to ensure that all electronic communications reflect our mission, values, and commitment to ethical conduct, while supporting effective collaboration and service delivery.
2. Purpose
The purpose of this policy is to:
* Ensure that all electronic communications are used primarily for FPOPS business purposes.
* Protect FPOPS’s sensitive, confidential, and proprietary information.
* Maintain a professional, respectful, and productive communication environment.
* Clarify FPOPS’s right to monitor electronic communications and systems.
* Safeguard against legal liabilities and ensure compliance with relevant laws and regulations.
* Support efficient and secure communication among staff, volunteers, and external partners.
3. Scope
This policy applies to all paid employees, unpaid staff, volunteers, and board members of Family Promise of Puget Sound. It covers all electronic communications conducted using FPOPS-owned or FPOPS-provided equipment, networks, and systems, as well as personal devices or accounts when used for FPOPS business.
4. Guiding Principles
* Business Use: Electronic communications systems are provided primarily for FPOPS business purposes.
* Professionalism: All communications must be professional, respectful, and reflect positively on FPOPS.
* Confidentiality: Sensitive and confidential information must be protected at all times.
* Security: Use of electronic systems must adhere to security protocols to prevent unauthorized access or data breaches.
* Compliance: All communications must comply with FPOPS policies, including Anti-Harassment, Non-Discrimination, and Confidentiality policies, as well as all applicable laws.
* Accountability: Individuals are accountable for the content and conduct of their electronic communications.
* Transparency of Monitoring: Users should have no expectation of privacy when using FPOPS electronic communication systems.
5. Definitions
* Electronic Communications: Any communication transmitted or stored electronically, including but not limited to email, instant messaging (IM), text messages, video conferencing, internal communication platforms (e.g., Slack, Microsoft Teams), and shared drives.
* FPOPS Systems: All FPOPS-owned or leased computers, networks, servers, software, email accounts, communication platforms, and other electronic devices or services.
* Confidential Information: As defined in FPOPS’s Confidentiality Policy, including individual personal data, internal operational details, financial records, personnel information, and unreleased strategic plans.
6. Policy Guidelines and Procedures
6.1. Acceptable Use
* Business Focus: Electronic communications should primarily be used for FPOPS business. Limited, reasonable personal use is permissible if it does not interfere with work duties, consume excessive resources, or violate any other FPOPS policy.
* Professionalism: All electronic communications must be professional, courteous, and respectful. Language should be appropriate for a workplace environment.
* Clarity and Conciseness: Communications should be clear, concise, and easy to understand.
* Timely Responses: Employees and volunteers are expected to respond to FPOPS-related electronic communications in a timely manner, consistent with operational needs.
* Record Keeping: Certain electronic communications may constitute official records and must be managed and retained in accordance with FPOPS’s record retention policies.
6.2. Prohibited Use
The following uses of FPOPS electronic communication systems are strictly prohibited:
* Harassment and Discrimination: Sending, displaying, or storing messages or content that is harassing, discriminatory, offensive, defamatory, threatening, intimidating, or hostile based on any protected characteristic (e.g., race, religion, sex, disability). This includes content that is sexually explicit, violent, or promotes hate speech. (Refer to Anti-Harassment and Non-Discrimination Policies).
* Illegal Activities: Engaging in any illegal activities or using FPOPS systems for unlawful purposes.
* Confidential Information Disclosure: Sharing, transmitting, or storing FPOPS confidential, proprietary, or sensitive information (including individual data) with unauthorized individuals or outside of secure FPOPS systems. (Refer to Confidentiality Policy).
* Unauthorized Software/Downloads: Downloading, installing, or using unauthorized software, applications, or files.
* Chain Letters/Spam: Sending chain letters, mass unsolicited emails (spam), or other non-business-related mass communications.
* Copyright Infringement: Violating copyright or intellectual property laws.
* Impersonation: Impersonating another individual or misrepresenting one’s identity or affiliation with FPOPS.
* Excessive Personal Use: Personal use that interferes with job performance, consumes excessive network bandwidth, or creates a security risk.
6.3. Confidentiality and Security
* Protecting Passwords: Employees and volunteers are responsible for protecting their passwords and not sharing them.
* Secure Networks: When working remotely, employees should use secure, password-protected networks. Avoid transmitting sensitive FPOPS information over unsecured public Wi-Fi.
* Data Encryption: Utilize FPOPS-provided encryption tools for sensitive data transmission where required.
* Reporting Security Breaches: Immediately report any suspected security breaches, unauthorized access, or loss/theft of FPOPS devices to your supervisor or the CEO.
6.4. Monitoring and No Expectation of Privacy
* FPOPS Property: All FPOPS electronic communication systems, networks, and equipment are the property of Family Promise of Puget Sound.
* Monitoring Rights: FPOPS reserves the right, to the extent permitted by law, to monitor, access, retrieve, and disclose any information transmitted, received, or stored on its electronic communication systems, without prior notice. This includes, but is not limited to, emails, instant messages, internet browsing history, and files stored on FPOPS systems.
* No Expectation of Privacy: Employees and volunteers should have no expectation of privacy when using FPOPS electronic communication systems, even for personal communications.
6.5. Data Retention
* Electronic communications may be subject to legal and regulatory retention requirements. FPOPS will retain electronic communications as necessary for business operations, legal compliance, and record-keeping purposes.
7. Overlap with Professional Support and Development
This policy works in conjunction with the Policy on Professional Support, Supervision, and Development. Supervisors may review electronic communications as part of performance management, professional development, and to address any concerns related to professional conduct or policy adherence. Discussions regarding appropriate electronic communication practices may occur during supervision sessions.
8. Consequences of Violations
Any violation of this Electronic Communications Policy may result in disciplinary action, up to and including:
* Verbal or written warning.
* Suspension of access to electronic systems.
* Suspension from duties.
* Termination of employment or service.
* Reporting to law enforcement, if applicable.
The severity of disciplinary action will depend on the nature and severity of the violation, prior incidents, and other relevant factors.
9. Responsibilities
* All Staff, Volunteers, and Board Members: Responsible for understanding and adhering to this policy in all their electronic communications related to FPOPS business.
* Supervisors: Responsible for communicating this policy to their teams, modeling appropriate electronic communication behavior, and addressing any observed violations.
* CEO: Overall responsibility for the implementation, oversight, and enforcement of this policy, and for ensuring compliance with all relevant laws.
* IT/Administrative Staff: Responsible for maintaining the security and functionality of FPOPS electronic systems.
10. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness and alignment with organizational needs, technological advancements, best practices, and legal requirements. Any revisions will be communicated to all relevant personnel.