Policy Owner: Chief Privacy Officer
Effective Date: Oct 30, 2022
This Information Security Policy is intended to protect Caredove Inc.’s employees, partners and the Company from illegal or damaging actions by individuals, either knowingly or unknowingly.
Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, web browsing, and file transfers, are the property of Caredove Inc.. These systems are to be used for business purposes in serving the interests of the Company, and of the Company’s clients and customers in the course of normal operations.
Effective security is a team effort involving the participation and support of every Caredove Inc. employee or contractor who deals with information and/or information systems. It is the responsibility of every team member to read and understand this policy, and to conduct their activities accordingly.
The purpose of this policy is to communicate Caredove Inc.’s information security policies and outline the acceptable use and protection of Caredove Inc.’s information and assets. These rules are in place to protect customers, employees, and Caredove Inc.. Inappropriate use exposes Caredove Inc. to risks including virus attacks, compromise of network systems and services, financial and reputational risk, and legal and compliance issues.
The Caredove Inc. “Information Security Policy” is comprised of this policy and all Caredove Inc. policies referenced and/or linked within this document.
This policy applies to the Platform, use of information, electronic and computing devices, and network resources to conduct Caredove Inc. business or interact with internal networks and business systems, whether owned or leased by Caredove Inc., the employee, or a third party. All employees, contractors, consultants, temporary, and other workers at Caredove Inc. and its subsidiaries are responsible for exercising good judgment regarding appropriate use of information, electronic devices, and network resources in accordance with Caredove Inc. policies and standards, and local laws and regulations.
This policy applies to employees, contractors, consultants, temporaries, and other workers at Caredove Inc., including all personnel affiliated with third parties. This policy applies to all Caredove Inc.-controlled company and customer data as well as all equipment, systems, networks and software owned or leased by Caredove Inc..
All users are required to report known or suspected security events or incidents, including policy violations and observed security weaknesses. Incidents shall be reported immediately or as soon as possible by contacting the Chief Technology Officer.
In the incident report please describe the incident or observation along with any relevant details, as per the Incident Response Plan.
Caredove Inc.’s Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that we can address and correct inappropriate conduct and actions. It is the responsibility of all employees to report concerns about violations of the Company’s code of conduct or suspected violations of law or regulations that govern the Company’s operations.
It is contrary to Caredove Inc.’s values for anyone to retaliate against any employee or who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.
Anonymous reports may be submitted via this form.
All end-user devices (e.g., mobile phones, tablets, laptops, desktops) must comply with this policy. Employees must use extreme caution when opening email attachments received from unknown senders, which may contain malware.
System level and user level passwords must comply with the Access Control Policy. Providing access to another individual, either deliberately or through failure to secure a device is prohibited.
Employee-owned end-user devices may be used to access Business Applications and The Platform. Company-owned and BYOD devices shall be configured following the End-User Device Configuration Procedures and End-User Device Configuration Standard. Employee devices that are not centrally controlled shall not access any Caredove Business Application. BYOD devices should be limited to low risk activities and shall not be used to access PHI.
To respect the privacy of employees, the application used to centrally control BYOD devices shall not have the capability to access any personal data on the device.
All end-user, personal (BYOD) or company owned devices used to access Caredove Inc. information systems (i.e. email) must adhere to the following rules and requirements:
Users shall not leave confidential materials unsecured on their desk or workspace, and will ensure that screens are locked when not in use.
Laptops and other computer resources that are used to access the Caredove Inc. network must conform to the security requirements outlined in Caredove Inc.’s Information Security Policies and adhere to the following standards:
Caredove Inc. proprietary and customer information stored on electronic and computing devices, whether owned or leased by Caredove Inc., the employee or a third party, remains the sole property of Caredove Inc. for the purposes of this policy. Employees and contractors must ensure through legal or technical means that proprietary information is protected in accordance with the Data Management Policy. The use of Google Drive for business file storage is required for users of laptops or company issued devices. Storing important documents on the file share is how employees “backup” their laptop.
Employees have a responsibility to promptly report the theft, loss, or unauthorized disclosure of Caredove Inc. proprietary information or equipment. Employees may access, use or share Caredove Inc. proprietary information only to the extent it is authorized and necessary to fulfill the employee’s assigned job duties. Employees are responsible for exercising good judgment regarding the reasonableness of personal use of company-provided devices.
For security and network maintenance purposes, authorized individuals within Caredove Inc. may monitor equipment, systems and network traffic at any time.
Caredove Inc. reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.
The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities with properly documented Management approval. Under no circumstances is an employee of Caredove Inc. authorized to engage in any activity that is illegal under local, state/provincial, federal or international law while utilizing Caredove Inc.-owned resources or while representing Caredove Inc. in any capacity. The list below is not exhaustive, but attempts to provide a framework for activities which fall into the category of unacceptable use.
The following activities are strictly prohibited, with no exceptions:
When using company resources to access and use the Internet, users must realize they represent the Company and act accordingly.
The following activities are strictly prohibited, with no exceptions:
Personnel are responsible for reading and complying with all policies relevant to their roles and responsibilities. Current or prospective customers may request access to these policies and other security-related information through Caredove's Trust Report at https://trust.caredove.com
Caredove Inc. will measure and verify compliance to this policy through various methods, including but not limited to ongoing monitoring, and both internal and external audits.
Requests for an exception to this policy must be submitted to the Chief Technology Officer for approval.
Any known violations of this policy should be reported to the Chief Technology Officer. Violations of this policy can result in immediate withdrawal or suspension of system and network privileges and/or disciplinary action in accordance with company procedures up to and including termination of employment.