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This IT Policy outlines the guidelines and responsibilities governing the use, security, and management of technology resources for all independent contractors. It ensures data integrity, operational efficiency, and compliance with legal and security requirements. The policy applies to all hardware, software, networks, and digital communications used in the execution of work.
All technology resources must be used in a lawful, ethical, and professional manner. Unauthorized use can result in termination of the contractor agreement and legal action if applicable.
• Technology must be used only for authorized business purposes.
• Accessing, storing, or distributing offensive, illegal, or inappropriate content is strictly prohibited.
• Use of organizational systems for personal commercial ventures is not allowed.
• Tampering with security features, disabling software protections, or bypassing access controls is forbidden.
3.1 Compliance
To ensure the secure and effective use of technology resources, all independent contractors are expected to strictly adhere to IT policy guidelines. Non-compliance may lead to serious consequences, including termination of the contractor agreement.
• Contractors must comply with all IT policies when using or maintaining approved equipment and software.
• Misuse or improper handling of devices or platforms must be reported immediately to the assigned point of contact.
• False declarations regarding device specifications are considered a breach of policy.
• Inappropriate use of managed technology resources may result in contract termination.
• All policy violations will be formally investigated.
• Confirmed breaches may lead to immediate termination of the independent contractor agreement.
3.2 Training
To support consistent, secure, and effective use of technology, all independent contractors will receive structured IT training. This includes onboarding sessions on devices, software, and security expectations, with additional training provided as needed.
• All new contractors must complete initial IT training focused on device and software use.
• Training covers both organization-issued and personally owned equipment.
• Additional sessions may be offered based on need or request.
• Training ensures familiarity with security, usage, and support protocols.
4.1 Device Specifications
Contractors must use equipment that meets established technical standards to ensure compatibility with work systems and secure performance. Higher specifications are encouraged for improved efficiency.
Minimum specifications:
• Windows: Intel i3 (6th Gen) or Ryzen 5 (3rd Gen)
• macOS: Intel i5 (6th Gen)
• RAM: 8GB
• Storage: 256GB SSD
Recommended specifications:
• Processor: Intel i5–i9 (10th–11th Gen) or Ryzen 5–9 (4th–5th Gen)
• RAM: 16GB
• Storage: 256GB SSD or M.2 SSD
4.2 Internet Speed
To maintain system responsiveness and communication reliability, contractors are required to maintain internet speeds that meet minimum requirements.
• Minimum speed: 25 Mbps download / 10 Mbps upload
• Recommended speed: 50 Mbps download / 20 Mbps upload
• Internet connection must be stable and secure at all times.
4.3 Data & File Backup
All work-related data must be securely stored in approved cloud systems and backed up regularly to ensure integrity, availability, and compliance with organizational protocols.
• Data must be stored in approved cloud environments.
• Contractors must back up files regularly.
• Data access is monitored and governed by offboarding protocols.
• Local storage of sensitive data is discouraged.
5.1 Authorized Communication
All work-related communication must occur through approved platforms to ensure security, confidentiality, and compliance with organizational standards.
• Only authorized platforms may be used for work-related communication.
• Unauthorized tools or personal accounts may not be used for business correspondence.
• Sensitive information must not be shared outside approved platforms.
5.2 Ownership & Confidentiality
All work-related communications and data on organizational systems are the property of the organization and may be monitored. Contractors are required to maintain strict confidentiality at all times.
• Work-related emails and messages are the property of the organization.
• All communications may be monitored to enforce policy adherence.
• Contractors must treat internal information as confidential.
5.3 Safe Communication Practices
Contractors must follow secure communication protocols to prevent cyber threats, including phishing, malware, and unauthorized access.
• Contractors must use antivirus software.
• Do not open suspicious emails or attachments.
• Practice safe browsing and communication hygiene.
6.1 Credential Management
Unique credentials are issued to each contractor to ensure secure system access. These credentials must be used responsibly and are revoked upon contract termination.
• Unique logins are assigned at onboarding and revoked at contract termination.
• Any suspected credential compromise must be reported immediately.
6.2 Password Guidelines
Secure passwords are required to protect systems and data. Contractors must follow established standards to ensure account confidentiality and prevent unauthorized access.
• Passwords must be at least 8 characters with numbers and symbols.
• Passwords must not be shared.
• Passwords should be updated every 90 days.
7.1 Device Protocol & Guidelines
Personal devices used for work must meet required specifications and security standards. Contractors are responsible for ensuring compliance and safeguarding organizational data.
• Devices must meet Section 4.1 specifications.
• Antivirus and encryption tools must be in use.
• Work data must only be stored in approved cloud environments.
• Contractors are responsible for securing their personal devices.
8.1 Equipment Allocation & Return
Equipment may be issued for project use and must be used responsibly. Contractors are required to return all items in good condition upon contract completion, in accordance with IT policy.
• Equipment is issued based on project needs.
• All devices must be returned at contract termination.
• Contractors must comply with IT usage policies.
8.2 Equipment Maintenance & Security
Contractors are responsible for the proper use, care, and security of any assigned equipment. All issues, including damage, loss, or misuse, must be reported immediately to ensure asset protection and policy compliance.
• Loss or damage must be reported immediately.
• Proper care and usage are expected at all times.
• Equipment usage must align with security standards.
This policy establishes the requirements for secure remote access to organizational systems, applications, and data. It applies to all independent contractors who connect from offsite locations, ensuring that remote work does not compromise network security, data integrity, or regulatory compliance. All remote access must be authorized, encrypted, and conducted in accordance with the organization’s cybersecurity standards.
• Remote access must occur through secure connections (e.g., VPNs).
• Contractors must not connect from public or unsecured networks.
• Sensitive data must not be downloaded or stored locally during remote work.
• Multi-factor authentication is required where supported.
To maintain system integrity, legal compliance, and cybersecurity, all software used for work purposes must be properly licensed, approved, and securely managed. Independent contractors are prohibited from installing unauthorized or unverified software on any device used for work, whether personally owned or provided. All software installations must align with organizational standards and undergo appropriate review where applicable.
• Only authorized software may be installed on work devices.
• Use of unlicensed or pirated software is strictly prohibited.
• Contractors must not install third-party tools without written approval.
• All software must be maintained and updated regularly.
To protect organizational systems, data, and operations, all contractors are required to promptly report any actual or suspected security incidents. A clear and immediate response to incidents such as data breaches, malware infections, or unauthorized access attempts is critical to minimizing risk and ensuring business continuity.
• All security incidents, including data breaches, malware infections, or phishing attempts, must be reported immediately.
• Contractors should follow documented incident response procedures.
• Cooperation during investigations is mandatory.
To ensure compliance with legal, regulatory, and operational requirements, all work-related data must be retained, stored, and disposed of in a secure and controlled manner. This policy establishes the standards for how data is managed throughout its lifecycle—from creation and active use to archiving and final disposal. Contractors are responsible for safeguarding sensitive information and adhering to approved protocols when retaining or eliminating digital assets.
• Work-related data must be retained only for its necessary period.
• Data must be securely deleted when no longer required.
• Contractors must follow disposal protocols when off-boarding.
• Use of data destruction tools is required when deleting sensitive files.
All independent contractors are required to formally acknowledge their understanding and acceptance of the IT Policy as a condition of engagement.
By signing the contractor agreement or participating in work-related activities, you confirm that you:
• Have read and understood the contents of this IT Policy in full.
• Agree to comply with all guidelines, procedures, and responsibilities outlined herein.
• Understand that failure to adhere to the policy may result in disciplinary action, up to and including termination of the contractor agreement.
• Acknowledge that the organization reserves the right to monitor, audit, and enforce this policy at its discretion.
• Accept that this policy may be updated periodically, and you are responsible for reviewing and adhering to the most current version.
