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4. Privacy............................................................................................................................. 4
7. Security............................................................................................................................ 9
9. Laptop Security.............................................................................................................. 11
11. Viruses.......................................................................................................................... 14
16. Miscellaneous...............................................................................................................20
For the purposes of the Policy, the term “Information Technology Resources” or
“IT Resources” means and includes, without limitation, all host computers, file
servers, application servers, communication servers, mail servers, fax servers, Web
servers, computers, stand-alone computers, laptops, software, printers, copiers,
kiosks, mobile telephones, portable memory devices, handheld devices and PDAs
(e.g., BlackBerry), point of sale workstations, data files and all internal and external
computer and communications networks (e.g., the Internet, commercial online
services, value-added networks and E-Mail systems that may be accessed directly or
indirectly from our computer network).
For a detailed list of the IT Resources, or any questions regarding the application of
this Policy, please contact your local Information Technology Department. If you
are working in a hotel or office without a local Information Technology Department,
you should interpret any reference in this Policy to “your local Information
Technology Department” to mean the Information Technology Department at the
Corporate Office.
Please read the Policy carefully and sign the attached Acknowledgment and Consent
form. Please return the signed Acknowledgement and Consent form to your local
Human Resources Department. Questions regarding the interpretation and
administration of the Policy should be directed to the Corporate Office Information
Technology Department.
The policies and procedures described in this Policy are mandatory and apply
to all Users of the IT Resources, wherever they may be located. This Policy
embodies rules and obligations that are essential to protecting the reputation,
goodwill, property and personnel of Hyatt and the Connected Entities from the
very real risks created by use or misuse of the IT Resources. Violations of this
Policy can also expose Hyatt, the Connected Entities and their respective
officers, directors and employees to civil and criminal liability. Therefore,
violations of this Policy will be taken very seriously and may result in
disciplinary action (up to and including the termination of your employment)
and civil and criminal prosecution.
The Policy is intended to supplement, not replace, the other policies of Hyatt and the
Connected Entities. If you find a conflict among the various policies, please bring it
to the attention (or ask your Department Head to bring it to the attention) of the
Human Resources or Legal Departments at the Corporate Office.
Technology tools will continue to grow and evolve over time, as will the use of them
and the other IT Resources by Hyatt and the Connected Entities. These policies and
guidelines are subject to change to reflect these new developments. If you have any
thoughts, concerns or ideas about how Hyatt and the Connected Entities might make
better use of this technology or how these policies and guidelines may better address
the realities of working with the IT Resources, please do not hesitate to bring them
to the attention of your local Information Technology Department.
Authorized Users Only. Users must ensure that only employees of Hyatt and the
Connected Entities and their authorized independent contractors, consultants,
temporary workers (if applicable) and other persons who have read and signed the
attached Acknowledgment and Consent form are using or have access to the IT
Resources.
4. Privacy
Hyatt and its Connected Entities reserve the right to enter, access, search and
monitor the computer, computer files and E-Mail messages and files of any User and
all other aspects of their use of the IT Resources in order to monitor the User’s
compliance with the Policy and otherwise in furtherance of the legitimate business
interests (e.g., monitoring work flow and productivity) of Hyatt and the Connected
Entities without further notice to the User, including, without limitation, monitoring
sites visited by a User on the Internet, monitoring chat groups and newsgroups and
reviewing material downloaded from or uploaded to the Internet by the User. Any
evidence of violations of this Policy or any other policies of Hyatt and/or the
Connected Entities discovered in the course of such search and monitoring will be
reported to your local Information Technology and Human Resources Departments.
Passwords Do Not Imply Privacy. The use of unique User Names in combination
with corresponding passwords to restrict access to a computer, network, file or
message should not be interpreted by a User as creating an expectation of privacy in
the material they create, store, access, send, receive or do using the IT Resources.
Authorized personnel at Hyatt and the Connected Entities have access rights that
permit them to access all material that Users create, access, store, send, receive and
otherwise do using the IT Resources, regardless of whether such materials have been
Prohibited Uses. Without prior written permission from your Department Head,
the IT Resources may not be used for dissemination or storage of commercial or
personal advertisements, solicitations, promotions, destructive programs (e.g.,
viruses or self-replicating code), religious, social, political material or any other
unauthorized use.
Mass Marketing E-Mail. Users are prohibited from using the company E-Mail
system for the purposes of sending out mass E-Mail communications for marketing
campaigns. Third-party systems are available to effectively manage E-Mail
communications for marketing purposes.
Misuse of Software. Users are prohibited from doing any of the following without
the prior written authorization from your local Information Technology Department:
(1) copying software for use on their home or personal computers; (2) providing
copies of software to independent contractors or other third parties; (3) installing
software on any laptops, desktops, or servers belonging to Hyatt or a Connected
Entity; (4) downloading software from the Internet or other online service to any of
workstations or servers belonging to Hyatt or a Connected Entity; (5) modifying or
changing software in any way; or (6) reverse-engineering, disassembling or
decompiling software. Users who become aware of any misuse of software or
violation of applicable copyright laws should immediately report the incident to their
Department Head or to their local Information Technology or Human Resources
Department.
Personal Software and Screen Savers. Users are prohibited from installing or
having software (e.g., applications, Screen Savers, etc.) that is not part of the defined
list of software approved by their local Information Technology Department installed
on IT Resources without prior written authorization from their local Information
Technology Department. Similarly, Users are prohibited from displaying Screen
Savers on their workstations or laptop computers that are not part of the Windows
Operating System or that have not been provided by Hyatt or a Connected Entity
without obtaining prior written authorization from their local Information
Technology Department. Your local Information Technology Department will
conduct regular system software audits and any unauthorized software application or
Screen Saver found will be immediately removed.
Access to Corporate Data. Users are prohibited from accessing, modifying, adding to
or deleting Corporate Data from outside the security and auditing controls of the
application(s) or systems(s) that maintains the data without the prior written approval
of the individual or category of individuals designated on Exhibit A to this Policy for
that type of Corporate Data. For the purposes of this Policy, the term “Corporate
Data” shall mean any and all business records belonging to Hyatt or a Connected
Entity concerning their past, present or future financial performance, customers and
sources of business (including without limitation individual guests, groups, corporate
accounts, travel agencies and agents) or employees that are created and maintained in
an electronic format in a centralized database with restricted access, including, without
limitation, any data maintained in the following types of systems or databases: central
reservations systems (e.g., RESERVE, Voyager), loyalty program databases (e.g., the
Gold Passport database and related applications), property management systems
(e.g., Fidelio, HyAdvantage, MSI, Encore), sales and catering systems and databases
(e.g., Envision, HYMARK, SCA, Delphi), finance and accounting systems
Creation and Maintenance of “Intranets” and Web Servers. Users are prohibited
from establishing intranets or web servers for use within their office or hotel without
permission and oversight from the Information Technology Department of the
Corporate Office. Unauthorized web sites are a significant security risk for Hyatt and
the Connected Entities. They also run the risk of degrading the performance of, and
increasing the maintenance costs associated with, other IT Resources
Unique User Names. No User will be given access to any IT Resource without first
being assigned a unique User Name and a temporary Password (which must then be
reset by the User) from their local Information Technology Department that clearly
identifies them while connected to an IT Resource. Users are prohibited from
sharing User Names and Passwords. Except where authorized by the Information
Technology Department of the Corporate Office, the use of generic User Names or
Passwords (i.e. training, concierge, hyatt) to access IT Resources is expressly
prohibited.
For example, you may want to consider substituting non-alphanumeric characters for
English chargers to create strong passwords. Using the password “HyattHotels”
could be “Hy@ttH0tel$”; or a phrase such as “Golden Rings” could be transformed
to “g0ld3n+r1n6s”.
You should never use a word related to your employer, department name, location, or
specific terms or names used in your department. You should never use common
sequences of numbers such as 12345678, the names of family members, children, or
pets. You should never use any information that may be personally identifiable you,
such as your name, telephone number, your date of birth, your automobile license
plate number or your address.
Password Upkeep. All passwords must be changed every sixty (60) days. Where
available, this will be enabled as an automated process controlled at the system level.
The applications or the servers will notify you when it is time to change your
password. Where automated password renewal is not available, the Users are
required to manually change their passwords within the systems and applications for
which they have access in order to be compliant with this policy. Users who do not
change their passwords within the time prescribed may be automatically locked out
of the system. Users are prohibited from creating automated means of entering User
Names and Passwords in order to log into IT Resources (i.e., through the use of
electronic scripts, short-cut buttons, etc.).
Divulging Passwords. Users are responsible for keeping their passwords secure.
Passwords should never be given out to anyone. Users that need to provide their
supervisors, subordinates or colleagues with access to their computers or other IT
Resources should ask their local Information Technology Department to grant
temporary or permanent (as appropriate) access rights to the individual(s) requiring
the access rather than simply giving them the User’s password. For example, Users
that want their administrative assistants to have access to the files stored on their
computer, network user directory or E-Mail database should send a written request
to their local Information Technology Department requesting that their assistant be
given such access. Users should even refrain from disclosing their passwords to
members of the Information Technology Department, who should never need to
know your password. A common ploy for someone trying to break into a computer
system is for the would-be-hacker to contact a user, introduce him or herself as an
If anyone asks for your password, refuse to give it and immediately report the
incident to your local Information Technology Department. If you suspect that your
password has been discovered, you should immediately change your password and
report your suspicions to your local Information Technology Department.
Password Reset Requests. Requests for password resets for IT Resources should be
directed to your local Information Technology Department. The Information
Technology Department may require the User to provide the secret word
(e.g. father’s middle name, favorite color) that was indicated by the User when
access to IT Resources was requested. The Information Technology Department will
only reset the password when the correct secret word is provided.
7. Security
The security of the IT Resources is everybody’s responsibility. No matter how much
technology is put into making the IT Resources secure, it will not work without the
cooperation and vigilance of all Users. Users should immediately notify their
Department Head or the Corporate Information Technology Department if they
become aware of any attempts to damage, interrupt or improperly alter, inhibit,
access, copy or transmit any IT Resources and/or related data files.
Computer Security. Each User is responsible for ensuring that their use of outside
computers and networks, including the Internet, does not compromise the security of
the IT Resources. This duty includes taking reasonable precautions to prevent
intruders from accessing the networks of Hyatt and the Connected Entities without
authorization and to prevent introduction and spread of viruses. In the case of Users
accessing corporate data or IT Resources remotely, either using IT Resources or
personally owned computers or laptops (“Personal Resources”), it is the
responsibility of the User to ensure that the system has up-to-date anti-virus
protection and adequately configured firewall software to prevent hackers from
gaining control of their systems and stealing the data that is stored on those systems.
Data Protection Measures. Users are prohibited from attempting to circumvent the
data protection measures enacted by Hyatt and/or the Connected Entities or to
uncover security loopholes or bugs. Users are prohibited from gaining or attempting
to gain unauthorized access to restricted areas or files stored on the IT Resources.
Users are prohibited from tampering with any software protections or restrictions
placed on computer applications, files or directories.
Unattended PCs Must be Locked. Users are reminded that unattended computers
must be either logged off of the network, powered off, or locked using the Windows
Operating System “lock computer” feature. Any systems left unattended by a User
may result in the suspension of that User’s right to use the IT Resources.
Use of Home Computers or Personally Owned Laptops. Users are reminded that
that if they use Personal Resources for business purposes, including working with
Corporate Data or other data related to the business of Hyatt or a Connected Entity,
they need to ensure that those Personal Resources are properly protected with up-to-
date personal firewalls and anti-virus software, and that their Personal Resources are
up-to-date with the latest available software patches for both the application and the
operating systems. Users are encouraged to seek guidance from their local
Information Technology Department concerning the best available personal firewall,
anti-virus software, or application and operating system updates. However, a User’s
local Information Technology Department will not be able to support or provide this
software for any Personal Resources.
• Any disregard for the security of a Mobile Device will result in the
revocation of the right to use a Mobile Device.
• In the case of the theft or loss of a Mobile Device, the User may be held
personally responsible for its loss, including the cost of its replacement. Any theft or
loss of a Mobile Device must be immediately reported to your Department Head.
• All Users that are given a BlackBerry device must have received, read,
and submitted the Acknowledgement form for the Global Hyatt Policy for the Use of
Blackberry Devices.
9. Laptop Security
Portable computers offer Users the ability to be more productive while on the move.
They offer greater flexibility in where and when Users can work and access
information, including information on our corporate network. However, network-
enabled portable computers also pose the risk of data theft and unauthorized access
to our corporate network.
Certified Laptop Use. Any portable computer that is proposed for network
connection to the IT Resources, whether furnished by Hyatt or a Connected Entity or
the User’s Personal Property, must be reviewed, approved and certified by your local
Information Technology Department.
Personal Firewall Software. Users must ensure that a personal firewall is installed
on their laptop and that it is always active. Each laptop furnished by Hyatt or a
Connected Entity must be configured with personal firewall settings enabled. Your
local Information Technology Department can advise you of appropriate personal
firewall software to install on your personal laptop, but they will not install or
support such software on Personal Resources.
Physical Security. All Users that are provided with a laptop by Hyatt or a
Connected Entity must take all reasonable steps to ensure that the laptop is protected
from theft. This includes securing the laptop at your workstation with the supplied
notebook security cable or locking the laptop in a filing cabinet.
Use of Wireless Hotspots. At this time, the use of wireless (“WiFi”) “Hotspots” is
permitted for laptop Users when the properly configured anti-virus and firewall
software is active. Your local Information Technology Department will properly
configure your company-owned laptop for proper use on WiFi networks. However,
Users should take extreme care when connecting to public Internet services as these
networks do not offer adequate protection for the User. Only recommended WiFi
services (such as T-Mobile’s HotSpot, StarHub, SwissCom) are considered safe with
a properly configured laptop. WiFi networks, if unsecured without adequate
personal firewall software, will leave the contents of your laptop exposed and
accessible by hackers. The data on your laptop can be stolen without your
knowledge. Any data stored on a laptop device that is particularly sensitive should
be protected by passwords in order to protect them theft. Wireless radios must be
disabled (turned off) when not in use.
Remote Access and VPN Services. Where available, authorized Users may only
remotely access Hyatt’s network and IT Resources via an approved Virtual Private
General Security Risks. While the use of portable devices is currently not
prohibited, Users are reminded of the specific security risks surrounding their use:
Password Protection. Proper use of devices will include the password protection of
individual files or the portable media device and the use of advanced portable media
devices where biometric security and encryption is enabled.
Corporate Data. Portable memory devices are not to be used for the transmission
or storage of Corporate Data.
Users must report any theft or accidental loss of any portable storage device to their
Department Head. The improper use of portable memory devices by others should be
reported to your Department Head, your local Human Resources Department or
Information Technology Department or the Information Technology Department in the
Corporate Office. Any misuse of portable memory devices will result in the
immediate revocation of the ability to use such devices and will include appropriate
disciplinary action, which may include the termination of your employment.
11. Viruses
Virus Detection. Viruses can cause substantial damage to the IT Resources. Each
User is responsible for taking reasonable precautions to ensure he or she does not
introduce viruses into the IT Resources. To that end, all material received on a
portable memory media and all material downloaded from the Internet or received
via E-Mail from computers or networks that do not belong to Hyatt or a Connected
Entity MUST be scanned for viruses and other destructive programs before being
placed onto the IT Resources. Users should understand that their home computers
and laptops might contain viruses. All media used to transfer data from these
computers to a Hyatt or Connected Entity network MUST be scanned for viruses
before being placed onto the IT Resources.
Accessing the Internet. To ensure security and avoid the spread of viruses, Users
accessing the Internet through a computer attached to a Hyatt or Connected Entity
network must do so through an approved Internet firewall. Accessing the Internet
directly by modem is strictly prohibited unless the computer you are using is not
connected to a Hyatt or Connected Entity network. Users are encouraged to
purchase and install appropriate anti-virus and firewall software for their home
systems when working with Corporate Data or when using their personal resources
to connect to the IT Resources. Your local Information Technology Department can
make suggestions for appropriate software, but will not be able to provide technical
assistance with Personal Resources.
Export Restrictions. The U.S. government and the governments of other countries
have imposed restrictions on export of software containing encryption technology
(such as Lotus Notes, that permit encryption of messages and electronic commerce
software that encodes transactions). Software containing encryption technology
shall not be placed on the Internet or otherwise sent or transmitted (e.g., via E-Mail
attachment, portable memory media) from one country to another without prior
written authorization from the Corporate Office Information Technology
Department and the Hyatt Legal Department.
Certified Software. Only software applications that have been certified by Hyatt or
a Connected Entity are supported for use with the IT Resources. Users are
prohibited from installing any other software on IT Resources, and no support will
be provided for systems that are not compliant with the current Certified Software
standards. Users requiring the use of software that is not certified in the manner
described above should seek written approval by their Department Head and the
Corporate Office Information Technology Department.
The policies and guidelines set forth below are intended to protect both the sender
and the recipient of E-Mail messages as well as Hyatt and the Connected Entities
from the pitfalls and hazards that accompany the widespread use of E-Mail. While
these policies and guidelines specifically address E-Mail, it is important to keep in
mind that E-Mail is just another form of corporate communication and is therefore
“Spoofing” or Otherwise Hiding Your Identity. Users are prohibited under any
circumstances from using “spoofing” or other means to disguise their identities in
sending E-Mail. Users must not alter the ‘From:’ line or other attribution-of-origin
information in E-Mail, messages or postings. Anonymous or pseudonymous
electronic communications are forbidden. Further, Users are prohibited from
sending messages on behalf of other individuals without the express permission of
that individual.
Chain Letters, Joke Lists or Mass E-Mail. Every User is expected to use good
judgment when using the E-Mail system. Sending or forwarding chain E-Mail or
Please note that the E-Mail system will automatically append this disclaimer to all
Internet recipients.
Personal E-Mail Access. Users desiring to send and retrieve personal E-Mail
messages on an occasional basis while at work are encouraged to use a personal
account with an online service such as Hotmail, Yahoo and AOL in order to make it
clear to the recipient of those messages that the content of those messages is
personal rather than business related. However, since those services are being
accessed using Corporate Resources, Users should remember that: (1) anything a
User creates, stores, sends, receives or does using such online services will be
subject to monitoring and review; (2) such limited use of Corporate Resources is
Using your Corporate E-Mail Address for Personal Use. You should never use
your corporate Internet E-Mail address for personal use (i.e. for orders placed with
online merchants such as Amazon.com; joining web sites that request your E-Mail
address). By avoiding the use of your company issued E-Mail address on these web
sites, you will lessen the chances that the receipt of SPAM will burden the Hyatt IT
Resources.
• Do not reply to any offers … you may end up getting more SPAM.
Blocking of Inappropriate Content and Services. From time to time, Hyatt and/or
the Connected Entities may use software to identify inappropriate or sexually
explicit Internet sites or to prevent access to such sites and services. Even if such
software is used, it is never fool-proof, so in the event you nonetheless encounter
inappropriate or sexually explicit material while browsing on the Internet, you
should immediately disconnect from the site and for your own protection, you should
immediately notify your local Information Technology Department as to what
occurred.
Games and Entertainment Software. Employees may not use Internet connections
to play interactive online games, download games or other entertainment software,
including screen savers, MP3 files, or to play games over the Internet. Employees
may not use peering file share services (e.g., using Gnutella, KaZaa, Napster,
LimeWire and other applications or services) for the search and retrieval of MP3,
Video, Pictures, or other files. In addition to wasting valuable corporate resources,
the use of these services exposes Hyatt and the Connected Entities to potential
liability for copyright infringement.
Internet Firewalls. To ensure security and avoid the spread of viruses, Users
accessing the Internet through a computer attached to a Hyatt or Connected Entity
network must do so through an approved Internet firewall. Accessing the Internet
directly, by modem, is strictly prohibited unless the computer you are using is not
connected to a Hyatt or Connected Entity network. Your local Information
Technology Department must approve all access to the Internet and may revoke
access at any time. Users are encouraged to purchase and install appropriate anti-
virus and firewall software for their Personal Resources when using them to connect
to the IT Resources. Your local Information Technology Department can make
suggestions for appropriate software, but will not provide technical assistance with
your Personal Resources.
Using the Internet for Personal Business. Users using Corporate IT Resources to
transact personal business on an occasional basis (e.g., checking bank balances or
processing other online banking transactions, stock trading, purchasing items online)
do so at their own risk. Users are reminded that they should take special care when
transmitting credit card information or making electronic funds transfers over the
Internet that they are doing so over a secure connection. However, neither Hyatt nor
a Connected Entity is responsible for ensuring that Users have access to secure and
reliable connections to the Internet for their personal transactions, and neither Hyatt
nor a Connected Entity shall have liability to Users for any losses they incur as a
result of using (or not being able to use) IT Resources for their personal business.
16. Miscellaneous
E-Mail with Attorneys. In general, any communication between an employee and
attorneys employed by Hyatt or a Connected Entity concerning a legal matter
(whether the attorney is “in-house” or is outside counsel) is considered confidential
and may be protected by the attorney-client privilege. However, this protection may
be lost if the message is viewed by a non-attorney. This is true even if the person
reading the message is also an employee of Hyatt or a Connected Entity.
Defending Hyatt. Hyatt or a Connected Entity may, from time to time, become the
victim of on-line trademark infringements, defamation, disparagement or other
violations of its rights. Users on the Internet may play an important role in
uncovering such violations. However, reacting on-line could exacerbate a situation
and create legal difficulties for you as well as for Hyatt and/or a Connected Entity. If
you witness what you believe may be a trademark violation or a defamatory,
disparaging or otherwise damaging statement about Hyatt or a Connected Entity on
the Internet, immediately report the incident to the Hyatt Legal Department
including the context, the Internet site or newsgroup in which it appeared and if
possible, a copy of the offending message or language. Do not respond on your own
no matter how you may feel about the situation.
Illegal Copying and Copyrights. Users may not illegally copy material protected
under copyright law or make that material available to others for copying. Users are
responsible for complying with copyright law and licenses that apply to software,
files, documents, messages and other material they wish to download or copy. Users
may not agree to a license or download any material for which a registration fee is
charged, free, or “shareware” without first obtaining the express written permission
of your local Information Technology Department.
Compliance with Applicable Laws and Licenses. Users must comply with all
software licenses, copyrights and all other state, federal and international laws
governing intellectual property and online activities in their use of the IT Resources.
Other Policies Applicable. Users must observe and comply with all other policies
and guidelines of Hyatt and/or the Connected Entities in their use of the IT
Resources, including but not limited to the policy on Work Place Values.
Amendments and Revisions. This Policy may be amended or revised from time to
time as the need arises. Users will be provided with copies of all amendments and
revisions.
No Additional Rights. This Policy is not intended to, and does not grant, Users any
contractual rights.
Signature:
Printed Name:
Department:
Date:
For any other system or data source not listed here, or if you have any questions, please
consult with your local General Manager.
• Keep your messages to the point – one point! Don’t try to convey too
many ideas or concepts. Digressions and superfluous points will frustrate your
reader and he or she will be less likely to understand and take the action you
want.
• Take great care in using blind copies (BCC). You should avoid using
the BCC function to send blind copies of E-Mail messages as much as possible.
However, the use of the BCC function may be appropriate when sending an E-
Mail message to multiple recipients, or when it is necessary to shield the identify
of the recipients of a message from one another in order to comply with privacy
laws or principles. Please contact your local Information Technology
Department for guidance on the use of the BCC function.
• E-Mail does not convey emotion well. Use the telephone when
appropriate.
Best regards,
John
Nancy Smith
Marketing Communications Manager
Global Hyatt Corporation
71 S. Wacker Dr.
Chicago, Illinois 60606
Telephone: +312-555-1212
Telefax: +312-555-1212
Visit us online at www.hyatt.com