Global Acceptable Use Policy (GAUP) for Keller Williams Realty - The Rawls Group
🎯 Purpose and Scope
This policy governs the use of all Keller Williams Realty - The Rawls Group (hereafter referred to as "The Rawls Group") information technology resources, including computer systems, networks, applications, software, mobile devices, and internet access. This policy applies to all employees, contractors, interns, and any other individuals accessing The Rawls Group's resources (hereafter referred to as "users").
The purpose of this AUP is to ensure that all IT resources are used in a manner that:
This policy governs the use of all Keller Williams Realty - The Rawls Group (hereafter referred to as "The Rawls Group") information technology resources, including computer systems, networks, applications, software, mobile devices, and internet access. This policy applies to all employees, contractors, interns, and any other individuals accessing The Rawls Group's resources (hereafter referred to as "users").
The purpose of this AUP is to ensure that all IT resources are used in a manner that:
- Supports The Rawls Group's business mission.
- Complies with all legal and regulatory obligations.
- Protects The Rawls Group's confidential and proprietary information.
- Prevents misuse, security breaches, and damage to IT infrastructure.
RAWLS GROUP LEADERSHIP
|
Operating Principal
General Manager Director of Information Systems Qualifying Broker / Compliance |
💻 General Responsibilities and Use
1. Authorized and Ethical Use
2. Ownership and Monitoring
3. Personal Use
🛡️ Security and Privacy
1. Passwords and Access Control
2. Data Protection
3. Malicious Software
📱 Social Media Use
This section applies to all social media activity, both professional accounts managed on behalf of The Rawls Group and a user's personal accounts when discussing The Rawls Group, clients, or industry matters.
🏠 Remote Work Guidelines
When users are authorized to work from a location other than a designated Keller Williams Realty - The Rawls Group office, the following guidelines must be strictly followed to protect The Rawls Group's assets.
🚨 Enforcement and Violations
❓ Need Assistance?
For any questions, clarification on this policy, or to report a security incident, please contact your Market Center Team Leader or The Rawls Group Leadership Team
1. Authorized and Ethical Use
- Users must only access systems and data that they are explicitly authorized to use.
- Deploying rogue network devices or modifying company deployed network equipment is strictly prohibited without authorization from The Rawls Group.
- All use of The Rawls Group's resources must be consistent with professional standards and applicable laws.
- The Rawls Group's resources shall not be used for any unlawful, unethical, or malicious activity.
2. Ownership and Monitoring
- All data, information, and software created, received, or stored on The Rawls Group's resources are the property of Keller Williams Realty - The Rawls Group.
- Users should have no expectation of privacy regarding their activity, files, or communications on The Rawls Group's resources. The Rawls Group reserves the right to monitor, intercept, review, and disclose any information transmitted or stored on its systems at any time, without prior notice.
3. Personal Use
- Incidental and minimal personal use is generally permitted, provided it does not interfere with the user's job performance, consume significant network resources, or violate any other part of this policy.
- Activities like personal banking, shopping, or social networking should be strictly limited and never conducted at the expense of business operations.
🛡️ Security and Privacy
1. Passwords and Access Control
- Users are responsible for the security of their individual passwords and access credentials.
- Passwords must meet The Rawls Group’s complexity requirements and must never be shared with anyone, except in senarios where common access is authorized by The Rawls Group Leadership.
- Users must lock their screen or log off their workstation when leaving it unattended.
2. Data Protection
- Users must take all necessary steps to safeguard The Rawls Group's confidential, proprietary, and client data.
- Confidential information must only be stored on approved Rawls Group storage platforms. Using unauthorized external cloud services or personal storage drives for work data is strictly prohibited.
- Users must exercise caution when transmitting sensitive data via email and ensure it is sent only to authorized recipients.
3. Malicious Software
- Users are prohibited from intentionally introducing or creating malicious programs (e.g., viruses, worms, Trojans) onto The Rawls Group’s systems or network.
- Users should report any suspected malware or unusual system behavior immediately to the Rawls Group Help Desk.
📱 Social Media Use
This section applies to all social media activity, both professional accounts managed on behalf of The Rawls Group and a user's personal accounts when discussing The Rawls Group, clients, or industry matters.
- Protect Confidentiality: Users are strictly prohibited from sharing any confidential, proprietary, or sensitive business information, including client lists, unreleased financial data, internal communications, or non-public strategic plans, on any social media platform.
- Professional Representation: When posting about Keller Williams Realty - The Rawls Group or the real estate industry, users must maintain a professional and respectful tone. Do not post anything that could be considered harassing, defamatory, discriminatory, or damaging to the reputation of The Rawls Group, its partners, or its clients.
- Disclosures for Personal Accounts: If a user posts commentary or opinion about real estate matters or The Rawls Group on a personal account, they must include a clear disclaimer stating that the views expressed are their own and do not represent the views or positions of The Rawls Group.
- Customer Interaction: Only authorized and trained personnel may respond to formal client inquiries, complaints, or negative comments on The Rawls Group's official social media channels. Other users must immediately forward any critical comments to The Rawls Group Leadership.
🏠 Remote Work Guidelines
When users are authorized to work from a location other than a designated Keller Williams Realty - The Rawls Group office, the following guidelines must be strictly followed to protect The Rawls Group's assets.
- Secure Connection: Users accessing The Rawls Group network must use an approved and secure method (e.g., Virtual Private Network/VPN) provided by The Rawls Group Help Desk. Public Wi-Fi networks (e.g., coffee shops, airports) must be avoided for sensitive work unless secured via a Group-approved VPN.
- Physical Security: Users must maintain the physical security of all Rawls Group equipment (laptops, phones, monitors, etc.).
- Equipment must be stored securely when not in use.
- Confidential documents must be shredded or secured; they should not be left visible or accessible to non-employees.
- Screens must be positioned away from public view to prevent "shoulder surfing" when working in a public or shared location.
- Device Protection: Users are responsible for ensuring their remote workstation, whether Group-owned or approved personal devices (BYOD), has a current, up-to-date operating system, anti-virus software, and firewall as required by The Rawls Group Help Desk.
- Reporting Incidents: Any loss, theft, or compromise of a device used for remote work, or any suspicion of a data breach at a remote location, must be reported immediately to the Rawls Group Help Desk.
🚨 Enforcement and Violations
- Any user who violates this Acceptable Use Policy may be subject to disciplinary action, up to and including termination of employment or contract, and possible legal action.
- Violation reporting should be directed to your Market Center Team Leader or The Rawls Group Leadership Team.
❓ Need Assistance?
For any questions, clarification on this policy, or to report a security incident, please contact your Market Center Team Leader or The Rawls Group Leadership Team
