AGENCY TECHNOLOGY & INFORMATION

Acceptable Use Policy

Effective October 20, 2026

This policy applies to employees, contractors, volunteers, and other authorized users of Cenoria Health accounts, devices, networks, applications, and agency information. Access is granted for authorized agency business and is limited to assigned responsibilities.

1. Use approved technology and agency accounts

Conduct agency business using approved applications and agency-issued accounts. Do not use personal email, personal cloud storage, consumer messaging, removable media, or unapproved software to create, send, store, or process agency records. Personal devices may be used only when expressly approved by Technology and enrolled in required management and security controls.

2. Protect accounts and devices

Use your own assigned account. Do not share passwords, authentication codes, or active sessions. Use required multifactor authentication, lock devices when unattended, and follow agency security updates and device policies. Do not disable security tools, bypass access controls, or grant another person access without authorization.

3. Keep agency records in agency systems

Create and retain client, employee, clinical, financial, and operational records in the approved agency locations. Do not forward records to personal accounts, keep copies on personal devices, remove paper files from approved storage, or disclose records outside an authorized workflow. Access and share only information needed for your assigned work and authorized under agency policy and applicable law.

4. Respect authorized oversight and assigned duties

Agency records must remain available to authorized agency leadership and designated personnel through approved access processes. Do not conceal, withhold, delete, or transfer agency records to prevent authorized oversight. Access to sensitive information must still follow applicable privacy requirements and role-based permissions. Clinical responsibilities do not independently authorize control over technology administration, HR, payroll, or other operational records.

5. Obtain approval before changes or disclosures

Technology and General Operations administer approved technology, accounts, access, and operational systems. Clinical Operations and Compliance manage clinical responsibilities within their assigned authority. Route requests for new software, purchasing, external sharing, account changes, or changes to information-handling processes through the designated approval process. A job title does not authorize bypassing that process.

6. Report concerns promptly

Promptly report lost devices, suspected phishing, unauthorized access, misdirected messages, missing records, or other suspected incidents to IT@cenoriahealth.com and the appropriate supervisor. Do not attempt to conceal an incident or independently destroy potential evidence.

7. Agency systems and accountability

To protect agency operations and information, authorized personnel may review agency system activity and records as permitted by applicable law and policy. Users should not expect personal privacy in agency systems beyond legal protections. Do not use agency resources for harassment, unlawful activity, unauthorized commercial work, or activity that compromises security or care.

8. Access changes and separation

On request, role change, or separation, return agency property and records, cooperate with authorized transfer of work, and stop using access that is no longer authorized. Do not retain agency information in personal accounts or devices. Violations may result in access restrictions or disciplinary or contractual action, consistent with applicable law and agency procedures.

Policy acknowledgment

This public page communicates agency requirements. It does not replace any required signed employee acknowledgment, confidentiality agreement, training, or internal procedure. Continued access must comply with this policy and the instructions of authorized agency leadership.

Questions about approved technology or access: IT@cenoriahealth.com.