Ensuring Compliance

Centerspace’s Technology Acceptable Use Policy (AUP) applies to all technology resources including Company computer systems, networks, phones, cameras, scanners, video equipment, faxes, copy machines, information storage devices and all other information technology resources. Team members are expected to use computer and network resources in a responsible manner. Use of Centerspace information resources constitutes consent for Centerspace to monitor, inspect, audit, collect, and remove any information without permission or further notice.  Team members using Centerspace-owned equipment for personal use will have no right of privacy.  Abuse of computing privileges may subject the user to disciplinary action as established by Company policies. 

Hardware and Software

Acquiring Hardware and Software

To prevent the introduction of malicious code and protect the integrity of Company information resources, all hardware and software shall be reviewed and purchased through the Information Technology department.

Complying With Copyright and Licensing

All software used on Company information resources shall be procured in accordance with official Company policies and procedures, and shall be licensed and registered in the name of Centerspace. All personnel shall abide by software copyright laws and shall not obtain, install, replicate, or use software except as permitted by the software licensing agreements.  Centerspace-owned software may not be taken home and installed on personal computers.  

Using Personally Owned Software

To protect the integrity of the Company information resources, personnel shall not use personally owned software on Company information resources unless written permission from the IT Department is obtained in advance.  This includes purchased and licensed applications; shareware; freeware; downloads from bulletin boards, Internet, Intranet, FTP sites, local area networks (LANs) or wide area networks (WANs); and other personally owned or controlled software. Such software includes Comet Cursor, Web shots desktop pictures, etc.

Electronic Mail and Messaging 

All electronic mail and messaging is considered to be the property of Centerspace. As such, all personnel using Company resources for the transmission or receipt of email and messages shall have no expectation of privacy. Centerspace reserves the right to inspect, monitor, review, retain, disclose, and/or use any electronic communications facilitated by or on the behalf of the Centerspace communications infrastructure.  All business pertaining to or representing the interests of Centerspace must be conducted via a Centerspace-authorized account, furnished and accessible by the Information Technology department.  

The only authorized access to Centerspace communications from non- Centerspace owned or issued devices is via the Microsoft Web App Portal, accessible at https://portal.microsoft.com.  For security purposes, team members are not allowed to sync, download, or upload Centerspace communications to any personal devices, including mobile phones, without permission and assistance from the IT Department.   

Acceptable Use

Centerspace provides email to facilitate the conduct of Company business.  Occasional and incidental personal email use shall be permitted if it does not interfere with Centerspace’s ability to perform its mission and meets the conditions outlined in official Company directives.  However, while they remain in the system, personal messages will be considered to be in the possession and control of Centerspace. 

Prohibited Use

Prohibited activities when using Company electronic mail shall include, but not be limited to, sending or arranging to receive the following: 

  • Information that violates state or federal laws, or Company policy.
  • Unsolicited commercial announcements or advertising material, unless approved by management in advance.
  • Any material that may defame, libel, abuse, embarrass, tarnish, present a bad image of, or portray in false light, Centerspace, the recipient, the sender, or any other person.
  • Pornographic, racist or offensive material, chain letters, unauthorized mass mailings or malicious code.

Internet

Access to the Internet is available to team members, contractors, subcontractors, and business partners, whose duties require it for the conduct of Company business.  Centerspace reserves the right to inspect, monitor, review, and/or log all internet communications.  As such, there is no reasonable expectation of privacy.

Acceptable Use

Centerspace provides Internet access to facilitate the conduct of Company business. Occasional and incidental personal Internet use shall be permitted if it does not interfere with the work of personnel, Centerspace’s ability to perform its mission, and meets the conditions outlined in official Company directives.

Prohibited Use

Prohibited activities when using the Internet include, but are not limited to, the following:

  • Browsing explicit pornographic or hate-based web sites, hacker or crackers sites, or other sites that Centerspace has determined to be off-limits.
  • Posting or sending sensitive information outside of Centerspace without management authorization.
  • Using other services available on the internet, such as FTP or Telnet, on systems for which the user does not have an account, or on systems that have no guest or anonymous account for the service being used.
  • Posting commercial announcements or advertising material.
  • Receiving news feeds and push data updates, unless the material is required for Company business.
  • Using non-work-related applications or software that occupy excess workstation or network processing time (e.g., processing in conjunction with screen savers.)
  • Using peer-to-peer or other similar file-sharing networks for any purpose.
  • Downloading copyrighted media files such as mp3’s, wav’s, etc.
  • Use of any software that maintains a permanent connection through the firewall for the intent of allowing access to the Centerspace LAN.
  • Team members should not represent Centerspace or their position with Centerspace on any social media network (Facebook, Twitter, etc.) without prior approval from Talent & Culture, IT, and/or General Counsel.   

 Laptop Computers 

Laptop computers owned by Centerspace may be used only for the sole purpose of performing work-related duties. The laptop computer may not be used for personal internet use and may not be used by anybody except the Centerspace team member responsible for that laptop.

Generally Prohibited Uses of Information Resources 

Generally prohibited activities when using Company information resources shall include, but are not limited to, the following: 

  • Stealing or copying of electronic files without permission.
  • Violating copyright laws.
  • Browsing the private files or accounts of others, except as provided by appropriate authority.
  • Performing unofficial activities that may degrade the performance of systems, such as the playing of electronic games.
  • Performing activities intended to circumvent security or access controls of any organization, including the possession or use of hardware or software tools intended to defeat software copy protection, discover passwords, identify security vulnerabilities, and decrypt encrypted files or compromise information security by any other means.
  • Writing, copying, executing, or attempting to introduce any computer code designed to self-replicate, damage, or otherwise hinder the performance of or access to any Company computer, network, or information.
  • Accessing the Company network via modem or other remote access service without the written approval of management.
  • Using someone else’s logon ID and password.
  • Conducting fraudulent or illegal activities.
  • Disclosing any Company information that is not otherwise public.

Company Assistance and Compliance 

Any team member who has general or specific questions about this Acceptable Use Policy should contact their immediate manager and Centerspace’s IT Systems Specialist for guidance and assistance.


Policy Owned By: Talent & Culture & Information Technology

Also found in the Centerspace Policy Manual.