Technology, Privacy & Company Property

47G may provide computers, laptops, tablets, monitors, accessories, software, and related technology to employees for authorized business purposes.

Employees are responsible for using company technology with care, professionalism, and good judgment. Company computers must be protected from theft, damage, unauthorized access, malware, and misuse.

Employees may not install unauthorized software, disable security settings, share devices with unauthorized users, store confidential information in unapproved locations, or use company computers in a way that violates law, policy, partner obligations, or 47G’s standards.

Company computers remain the property of 47G and must be returned when requested or upon separation from employment.

47G may provide mobile phones, desk phones, phone numbers, or communication tools to employees when required by role responsibilities.

Company phones and phone accounts must be used primarily for legitimate business purposes. Employees should communicate professionally, protect confidential information, and comply with security requirements when using company phones.

Employees using personal phones for work must follow 47G policies regarding confidentiality, records, communications, security, and access to company systems. 47G may require use of security tools, approved applications, or other safeguards when personal devices are used for company business.

Employees must report lost, stolen, or compromised phones immediately when the phone contains or may provide access to 47G information.

47G email accounts are provided for business purposes and must be used responsibly.

Employees are expected to use company email with professionalism, accuracy, and restraint. Emails sent from a 47G account may be interpreted as statements from the organization, even when informal. Employees should write with the same care they would bring to a meeting with a member, partner, public official, or board representative.

Employees must not use company email to send offensive, harassing, discriminatory, threatening, misleading, unauthorized, confidential, or inappropriate content.

Limited personal use may be permitted when it is occasional, lawful, appropriate, and does not interfere with work or violate policy.

Company internet access is provided primarily for business-related purposes, approved training, research, communication, and work connected to 47G’s mission.

Employees may not use company internet access to view, download, transmit, or distribute illegal, offensive, harassing, discriminatory, sexually explicit, violent, malicious, or otherwise inappropriate material.

Employees must respect copyright, intellectual property, privacy, confidentiality, and licensing rules when using online sources, downloading materials, sharing content, or conducting research.

Incidental personal use may be permitted when reasonable, lawful, limited, and not disruptive to work or systems.

Employees may use only approved and properly licensed software for 47G business.

Employees may not download, install, copy, modify, or use software, plug-ins, browser extensions, applications, cloud tools, or automation tools without authorization when such use may create security, licensing, confidentiality, data, financial, operational, or legal risk.

Software used for 47G work must support the organization’s standards for security, data management, reliability, compliance, and professional execution.

Employees who need software for their work should submit the request through the appropriate internal process and should not bypass approval procedures.

Company accounts include email, cloud storage, project management systems, finance systems, event platforms, customer relationship tools, social media accounts, AI tools, databases, design platforms, communication platforms, and any other account created, paid for, managed, or used for 47G business.

Employees may use company accounts only for authorized business purposes and only within the scope of their role.

Employees must not share passwords, allow unauthorized access, create shadow accounts, use personal accounts for company business when approved systems exist, or retain access to company accounts after their role changes or employment ends.

Company accounts, including content and work product within those accounts, are the property of 47G to the fullest extent permitted by law.

Employees must use strong, unique passwords for all company systems and accounts.

Passwords must not be reused across personal and company accounts. Employees must not write passwords in unsecured locations, send passwords through email or messaging platforms, share passwords with coworkers or outside parties, or allow browsers or unapproved tools to store passwords in a way that creates risk.

47G may require use of an approved password manager, periodic password changes, minimum password standards, or other safeguards.

Employees are expected to treat access credentials as sensitive information. A password is not a convenience. It is a control point for the organization’s trust, data, and mission.

47G may require multi-factor authentication for company systems, accounts, applications, financial tools, email, cloud storage, remote access, and other digital resources.

Employees must use multi-factor authentication as directed and may not disable, bypass, or weaken authentication controls.

Employees should report unexpected authentication prompts, login alerts, or access attempts immediately. An unexpected prompt may indicate attempted unauthorized access.

Employees must remain alert to phishing, social engineering, impersonation, fraudulent payment requests, fake vendor communications, malicious links, suspicious attachments, and attempts to obtain credentials or confidential information.

Phishing attempts may appear to come from executives, supervisors, coworkers, members, vendors, public officials, sponsors, event participants, or technology providers. Employees should verify unusual requests through a trusted channel before responding or taking action.

Employees must use caution with links, attachments, wire instructions, payment changes, gift card requests, login prompts, shared documents, and urgent messages requesting sensitive information.

In an ecosystem connected to national security, manufacturing, policy, and public-sector relationships, disciplined verification is part of the work.

Employees must report suspicious digital activity promptly.

Suspicious activity may include phishing emails, unexpected login alerts, unknown devices, malware warnings, unusual account behavior, unauthorized file access, missing data, unexpected system changes, suspicious payment requests, or messages that appear to impersonate 47G personnel or partners.

Reports should be made to the designated technology contact, supervisor, Human Resources, Finance, or authorized leadership, depending on the nature of the concern.

Employees should not delete suspicious messages until instructed, unless immediate deletion is required by security guidance. Preserving evidence may help 47G assess and respond to the issue.

Employees must report lost, stolen, damaged, or compromised devices immediately when the device belongs to 47G or contains, stores, or accesses 47G information.

This includes laptops, phones, tablets, storage devices, access cards, security tokens, external drives, or personal devices used for company business.

Prompt reporting allows 47G to protect accounts, disable access, preserve data, notify affected parties when required, and reduce risk.

Employees must cooperate with steps to locate, lock, wipe, replace, or secure devices when directed by 47G.

Employees must use email, messaging platforms, video calls, shared documents, project management systems, and other electronic communication tools for legitimate business purposes and in a manner consistent with 47G standards.

Electronic communications should be clear, accurate, respectful, and appropriate for the audience. Employees should assume that electronic messages may be forwarded, archived, reviewed, produced in legal matters, or read by unintended recipients.

Employees must not use electronic communications for harassment, discrimination, retaliation, threats, bullying, deception, unauthorized disclosure, personal attacks, unlawful activity, or conduct that damages the workplace or the organization’s reputation.

Email is a common source of accidental disclosure. Employees must verify the recipient before sending anything confidential (see Section 5.3 for what counts as confidential), use approved sharing methods when appropriate, and avoid unnecessary forwarding. Misdirected emails or suspected confidentiality breaches must be reported promptly.

47G’s electronic communication systems, accounts, devices, platforms, files, messages, and work product are company property to the fullest extent permitted by law.

Employees should have no expectation that communications or materials stored, sent, received, created, accessed, or transmitted through company systems are private.

47G may access, monitor, review, preserve, disclose, or delete information on company systems when permitted by law and when necessary for business, security, compliance, legal, operational, or investigative purposes.

47G expects professional communication across all channels.

Employees should use clear subject lines, appropriate tone, accurate facts, timely responses, and disciplined judgment. Messages should not be careless, hostile, sarcastic, misleading, or unnecessarily informal when representing the organization.

Employees should be especially careful when communicating with members, public officials, funders, board members, media contacts, military-connected organizations, academic leaders, vendors, sponsors, and ecosystem partners.

Professional communication is not cosmetic. It is how 47G protects trust, alignment, and velocity.

47G internet and digital resources may be used for work-related research, communication, collaboration, training, event support, member engagement, policy work, operations, and other authorized business purposes.

Acceptable use includes responsible access to websites, databases, digital tools, online publications, public records, partner materials, and other resources relevant to 47G’s mission.

Employees must not use company internet or digital resources for unlawful activity, harassment, discrimination, threats, explicit material, gambling, unauthorized political activity, malicious software, piracy, unauthorized downloads, personal business, or any use that creates security, legal, reputational, or operational risk.

Limited personal use of internet and digital tools may be allowed when it is occasional, lawful, appropriate, and does not interfere with work responsibilities, system performance, security, or professional standards.

Personal use must not involve excessive time, personal business ventures, outside employment, offensive content, confidential information, or use that suggests 47G endorsement.

47G may limit, monitor, or revoke personal use privileges at any time.

Employees using social media for work purposes must conduct themselves professionally and in a manner that reflects well on 47G.

Employees must protect confidential information, respect partners and coworkers, avoid unauthorized statements on behalf of the organization, and follow brand and communication standards.

Employees should not post negative, harassing, discriminatory, threatening, false, misleading, or confidential content about 47G, coworkers, members, partners, vendors, public officials, or organizational relationships.

Nothing in this policy is intended to restrict employee rights protected by applicable law, including the right to discuss wages, hours, or working conditions.

Employees may not represent themselves as speaking on behalf of 47G online unless authorized.

Only designated employees may post from official 47G accounts, approve public messaging, respond to media inquiries, publish official statements, or engage online in a way that represents the organization’s position.

Employees who identify themselves as 47G employees on personal social media should make clear that personal views are their own when discussing matters that could be confused with official 47G positions.

Employees should use sound judgment. Online conduct can affect the trust 47G has built with members, partners, public-sector leaders, and the broader ecosystem.

47G may allow employees to use approved artificial intelligence tools to support appropriate business work, including drafting, research assistance, summarization, brainstorming, data organization, process improvement, meeting preparation, and administrative efficiency.

AI tools should support human judgment, not replace it. Employees remain responsible for the accuracy, quality, tone, confidentiality, legality, and appropriateness of any work product supported by AI.

Employees should use only AI tools approved by 47G or authorized leadership when performing company work, especially when the work involves nonpublic information, member information, partner materials, financial information, legal matters, personnel information, or strategic content.

Employees must not enter confidential, proprietary, sensitive, regulated, personal, personnel, financial, legal, grant, board, member, partner, vendor, sponsor, or nonpublic information into AI tools unless the tool has been approved for that specific use and appropriate safeguards are in place.

Employees must treat AI platforms as external systems unless 47G has confirmed otherwise.

Confidentiality rules apply even when an AI tool appears convenient, efficient, or widely used. Velocity without control creates risk. Employees must protect 47G’s trust and the trust of the ecosystem.

Employees must review, verify, and edit AI-generated work before using or sharing it.

AI-generated content may be inaccurate, incomplete, biased, outdated, misleading, poorly sourced, legally risky, or inconsistent with 47G’s brand voice. Employees are responsible for confirming facts, checking calculations, validating sources, removing inappropriate content, protecting confidential information, and ensuring the final product meets 47G standards.

AI-generated work should never be treated as final without human review.

For public-facing, board-facing, legal, financial, policy, grant, member-facing, or media-related materials, employees should obtain appropriate review before distribution.

Employees may not use AI tools to engage in unlawful, discriminatory, harassing, retaliatory, deceptive, or unethical conduct.

Employees may not use AI tools to make final employment decisions, evaluate protected characteristics, generate false records, impersonate others, create misleading communications, bypass security controls, scrape restricted data, disclose confidential information, or produce content that violates intellectual property rights.

Employees may not use AI tools in a way that creates unmanaged risk for 47G, its members, partners, employees, funders, or public-sector relationships.

47G may restrict, suspend, or revoke AI use at any time based on security, legal, operational, or strategic considerations.

Employees should have no expectation of privacy when using 47G systems, devices, accounts, networks, software, communication platforms, storage systems, or other company resources, except where privacy rights are provided by applicable law.

This includes emails, messages, files, browsing activity, application use, documents, device activity, account activity, system logs, and work product stored or transmitted through company systems.

Employees who use company systems for limited personal purposes should understand that such use may be accessed, monitored, reviewed, or disclosed when permitted by law.

47G may monitor workplace systems, devices, networks, facilities, accounts, communications, internet use, access logs, security systems, and other resources for legitimate business purposes.

Monitoring may be used to protect security, investigate misconduct, ensure policy compliance, manage operations, respond to legal obligations, protect confidential information, preserve records, support audits, or maintain system performance.

Monitoring will be conducted in accordance with applicable law and organizational needs.

47G may access company devices, accounts, files, messages, applications, and systems at any time when permitted by law and when necessary for business, legal, compliance, security, operational, or investigative reasons.

Employees must provide access credentials, devices, files, or information when requested by authorized leadership, subject to applicable law.

Employees may not delete, hide, encrypt, transfer, alter, or destroy company information to prevent 47G from accessing it. Employees also may not retain company information in personal accounts or devices without authorization.

Employees are responsible for protecting 47G property and using it only for authorized purposes.

Company property may include computers, phones, equipment, furniture, keys, badges, credit cards, documents, records, files, software, accounts, data, intellectual property, event materials, branded items, vehicles, tools, and any other property provided or owned by 47G.

Employees must use company property with care, report damage or malfunction promptly, and avoid waste, misuse, theft, or negligent handling.

Stewardship of property reflects stewardship of the mission.

Company property should be used for 47G business purposes.

Limited personal use may be allowed when incidental, lawful, reasonable, and not disruptive to work, security, cost controls, confidentiality, system performance, or professional standards.

Employees may not use company property for outside employment, personal business, political activity, unauthorized fundraising, commercial activity, personal gain, or any purpose that creates a conflict of interest or reputational risk.

47G may restrict or prohibit personal use at any time.

Employees must promptly report lost, stolen, damaged, or malfunctioning company property to their supervisor, Finance, Operations, Human Resources, or authorized leadership.

Employees may be asked to provide details about the circumstances, location, timing, and condition of the property.

47G may require repayment for lost or damaged property when permitted by law and when the loss or damage resulted from negligence, misuse, intentional misconduct, or failure to follow policy.

The full requirements for returning equipment, keys, badges, credit cards, documents, and account access at separation are described in Section 14.7.