Purpose and scope
This policy sets the rules for how City of Wrenford employees, elected officials, contractors, and volunteers use city-owned technology, networks, and digital accounts. It covers desktop computers, mobile devices, internet access, email, software, and social media. The goal is to keep our systems secure, protect resident information, and ensure technology supports our daily work.
City-owned equipment and accounts
City computers, tablets, phones, and software are provided to help you complete your duties. You may use them for personal tasks occasionally, but only if it does not interfere with your work or cost the city money. All city-owned devices remain the property of the city. You must return them immediately when you leave your position or when asked by your supervisor. Do not install unapproved software or try to remove security features.
Internet and email use
Our network is for work-related activities. You may visit personal websites or check personal email during your break, but only if it does not slow down the system or violate our privacy rules. Never use city internet to access illegal content, gamble, or stream entertainment that uses excessive bandwidth. Always log out of shared computers and lock your screen when you step away.
| Activity | Rule |
|---|---|
| Using city email for personal shopping | Allowed occasionally; do not use city address for business transactions |
| Downloading movies or games | Prohibited; uses excessive bandwidth |
| Sharing passwords with a colleague | Strictly prohibited |
| Posting city news on personal social media | Only if approved by Communications; use official accounts |
Protecting passwords and security
Keep your login details private. Do not share passwords with anyone, including supervisors or IT staff. Change your password regularly and use strong combinations. If you suspect a device is compromised or a password has been leaked, report it to the Information Technology team right away. We follow the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) to keep resident and staff data safe.
Social media and public communication
When posting about the city on social media, you must use your official city account. Do not represent the city or speak on its behalf through personal accounts unless you have written approval from the Communications team. If you use personal accounts, make it clear that your views are your own and not those of the city. Follow the Privacy policy for residents for all public-facing content.
Mobile devices and remote work
If you use a city laptop or phone outside the office, you are responsible for keeping it safe. Do not leave devices unattended in vehicles or public spaces. Connect only to secure networks. If you lose a device, contact IT immediately so we can wipe your data and protect resident information. Remote work arrangements must follow the Flexible Work Policy approved by your department head.
Digital accessibility
All digital tools we build or purchase must meet the requirements of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). If you create documents, websites, or presentations for the city, use plain language, add captions to videos, and ensure files are readable by assistive technology. Contact the Accessibility Coordinator if you need training or support.
Violations and discipline
Breaking this policy can result in the loss of technology privileges, formal reprimands, or job termination. Serious breaches, such as leaking resident data or accessing restricted systems without permission, will be handled through formal disciplinary procedures and may involve the By-law Enforcement or the Wrenford Police Service. The city reserves the right to monitor network traffic and device usage to ensure compliance.
Questions and contact
If you are unsure about how to use a city device or account, ask your supervisor or email the IT department at [email protected]. This policy was approved by City Manager Robert Eng and applies to all staff working at city offices, facilities, or in the field.