3.24 | Use of Electronic Devices

The Common Thread Collective  (“CTC”) may provide mobile phones, laptop computers, monitors and other electronic devices for Entrepreneur s’ use in performing their work for CTC and on CTC’s behalf. This policy describes general principles to be applied to the use of such devices, as well as CTC’s electronic communication systems, including but not limited to computers, email, connection to the Internet, instant messaging, video messaging and/or conferencing, text messaging, telephones, mobile telephones, electronic devices, voicemail, fax machines, and online and electronic services.  This policy applies to all electronic media and services that are accessed on or from CTC’s premises; accessed using CTC’s computer equipment or on devices provided by CTC, or via CTC paid access methods; and/or used in a manner that identifies the individual with CTC.  

To protect CTC and its Entrepreneurs, any use of such devices and systems must conform to this policy.  Each Entrepreneur  is responsible for using his or her device in a productive, ethical and lawful manner.  This policy applies to work performed on a device on CTC’s behalf during working and nonworking hours, on and off of CTC’s premises.

CTC’s electronic communication systems are the property of CTC, and are provided by CTC exclusively for use in conducting CTC’s business.  Limited, occasional, or incidental use of electronic media for personal, non-business purposes is permitted.  However, Entrepreneurs need to demonstrate a sense of responsibility and may not abuse the privilege.

Non-Exempt Entrepreneurs
Entrepreneur s who are non-exempt from overtime may not check work email or voicemail or make or receive work-related phone calls outside of work hours.  As a limited exception to this policy, non-exempt Entrepreneur s who travel for work may be asked to use their devices to remain in contact during periods of travel.  In addition, in rare cases, a supervisor may ask a non-exempt Entrepreneur  to remain available by phone and/or email outside of his or her regularly-scheduled work hours.  All such requests will be made in writing by the supervisor to the non-exempt Entrepreneur .  In such cases, non-exempt Entrepreneur s should record all time spent checking email, conducting work-related phone calls, and/or performing work outside of work hours so that this working time can be paid.

No Expectation of Privacy
All content created, stored, or transmitted on your device is the property of CTC.  As a result, Entrepreneur s should be aware that, CTC reserves the right to monitor, copy, and/or erase (including without notice to the Entrepreneur ) all content on the devices.  Therefore, Entrepreneur s have no expectation of privacy in any content on the device.  In addition, CTC may obtain and disclose copies of such content or the content of the entire device if necessary for litigation or investigations.

Security Requirements
Entrepreneur s will be expected to take reasonable measures to protect the security of any Company information contained on the device.  These steps include:

1. Installing any security software requested by CTC and keeping the device updated with all security patches and updates;
2. Not copying or downloading any files, software, applications, or other materials without approval from Human Resources in the Differentiation Department  .
3. Password protecting the device, maintaining the confidentiality of the password, and providing the password to the device to CTC at its request;
4. Using best efforts to protect the device from loss, theft, or use by unauthorized persons; 
5. Immediately reporting to CTC if any device is lost, stolen, accessed by unauthorized persons, or otherwise compromised, so CTC can assess the damage and, if necessary, remotely erase the device; and
6. Promptly providing CTC with access to the device when requested or required for CTC’s legitimate business purposes, including in the event of any security incident or investigation.

Entrepreneur s may not transmit or store any information related to any previous employment on Company devices.  Any Entrepreneur s who leave CTC’s employ will be expected to return all devices at the time employment ends.

Appropriate Use
CTC’s policies prohibiting harassment, discrimination, and retaliation, contained in the Entrepreneur  Handbook apply to the use of all devices under this policy. Entrepreneur s may not use any device in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs or any other characteristic protected by federal, state or local law.  Entrepreneur s may not use CTC’s electronic communications systems or devices to intentionally receive, store, or transmit pornographic or sexually suggestive or explicit material; to harass or defame others; or to engage in gambling; or in a manner that would violate copyright, trademark, patent, or licensing laws or create a potential or actual conflict of interest with CTC’s interests. 

This policy is not intended to preclude or dissuade Entrepreneur s from engaging in activities protected by state or federal law, including the National Labor Relations Act, such as discussing wages, benefits or terms and conditions of employment, or legally-required activities. 

For their own health and safety and the health and safety of others, Entrepreneur s must not use their devices while operating vehicles of any kind.

Failure to comply with this policy may lead to discipline, up to and including discharge.  If you have any questions regarding this policy, please contact Human Resources in the Differentiation Department.

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