Xenter Computer Usage Policy

This Computer Usage Policy establishes the guidelines for using Xenter-owned devices, including computers, tablets, and web access of Xenter-owned software platforms. This is done to ensure they are used responsibly and securely to support the Xenter’s business operations.

Scope

This policy applies to all employees, contractors, interns, and third-party users (hereafter referred to as “users”) who use Xenter-owned devices, software, networks, and other IT resources.

Acceptable Use

Work Related Purposes

• Xenter devices and resources are provided to support work-related activities and responsibilities

• Any personal use of Xenter devices must be minimal and not interfere with work duties or the security of Xenter resources.

• Xenter monitors and has access to all corporate devices. Xenter retains full access to its assets. Any personal information or data may be accessed by Xenter employees (if deemed necessary or appropriate) when present on a corporate device.

Prohibited Activities

• Accessing, downloading, or distributing illegal, offensive, or inappropriate content.

• Engaging in activities that violate copyright or intellectual property laws.

Software and Hardware Usage

• Only Xenter-approved software and hardware may be installed or used on Xenter devices. Xenter approved software can be found in the Company Portal app on your computer.

• Remote access to Xenter resources is allowed with proper usage of the corporate VPN.

Monitoring and Privacy

Monitoring Scope

• Xenter reserves the right to monitor all use of Xenter resources, including but not limited to:

  • Network Traffic
  • Emails
  • File Storage
  • Internet Usage
  • Installed Applications

  Monitoring is conducted for purposes such as ensuring and promoting security, productivity, and policy compliance.

Expectation of Privacy

• Users should have no expectation of privacy when using Xenter resources. Any data created, stored, or transmitted on Xenter-owned devices or networks is subject to monitoring and review.

Security Requirements

Device Security

• All devices must be password-protected and meet Xenter’s security compliance standards.

• Users must lock devices when unattended.

Data Protection

• Confidential or sensitive data must be encrypted and accessed only by authorized personnel.

• Confidential data should not be transferred to unauthorized devices or services.

Network Security

• Users must connect only to secure, Xenter-approved networks when accessing Xenter resources or using Xenter provided equipment. If users cannot connect to a Xenter-approved network they must use the Xenter VPN Pritunl.

Incident Reporting

• All security incidents, such as suspected phishing attempts, malware infections, or unauthorized access, must be reported immediately to Xenter’s IT department.

Foreign Travel Acceptable Uses

This refers to usage of Xenter-owned devices in travel to foreign countries where data privacy is a prominent concern. Xenter’s IT and the security teams will provide supplemental equipment for international travel if needed.

Foreign Travel Policy

• Users must consult with Xenter’s IT and security teams for proper security mitigations when travelling internationally.

• Personal mobile phones may be used for business purposes, but Xenter requires users to consult with IT and security teams when taking a personal phone with Xenter data on international trips. Depending on the destination, certain requests/requirements may be provided.

Enforcement

Violations

• Violations of this policy may result in disciplinary actions, up to and including termination of employment, as well as potential legal action.

Responsibility

• Users are responsible for understanding and complying with this policy. Managers are responsible for ensuring that their teams are aware of and adhere to these guidelines.

Contact Information

• For questions regarding this policy or to report incidents, please contact the IT department at it@xenter.io or at the helpdesk help@xenter.io.