eWorkplace Policy & Procedures

The purpose of this policy is to describe the level of privacy and confidentiality that users of NOPI eWare (any software or technology platform provided and/or supported by NOPI, including Canva, Google Workspace, Jotform, Salesforce, HubSpot, etc.) can expect. This policy covers all NOPI-issued accounts (independent contractors, employees, volunteers, vendors, etc).

NOPI is committed to the concept of privacy and, to the greatest extent possible, strives to protect the privacy of electronic materials, communications, and personal information of NOPI employees, contractors, and volunteers. However, individuals using NOPI eWare should be aware that there are circumstances under which the content of such resources may be reviewed by NOPI officers or employees in the scope of their job responsibilities or by third parties as directed by NOPI or as required by law.

NOPI eWare is intended to be utilized to conduct NOPI business. Individuals having concerns about the confidentiality of their personal, non-work-related communications or data are encouraged to use non-NOPI resources for those purposes.

A. eWare, Authorization and Ownership
NOPI is a virtual workplace that is not located in any one physical space. Our eWorkplace enables individuals to work with NOPI from any place in the world at any time. We embrace technology to facilitate team connection and collaboration. As such, NOPI provides access to its eWare to contractors, employees, volunteers, and vendors for the purpose of conducting NOPI business. NOPI owns all information created, received, or stored on any electronic device or software communication provided or supported by NOPI. All software used by NOPI is officially licensed. This includes any digital content created or assisted by AI tools in the scope of NOPI work. 

B. Privacy
eWare users should have no expectation of privacy with respect to any aspect of their use of NOPI’s eWare, including but not limited to the Internet or email, including personal information or messages created, received, or maintained on NOPI’s eWare. From time to time, NOPI may need to access all information on its eWare, including computer files, email, text messages, and voicemail messages. NOPI may, in its sole discretion, inspect all files or messages on its eWare—not an individual’s personal files or messages—at any time for any reason. Some of NOPI’s eWare require the use of a password. Passwords do not confer any right of privacy upon a NOPI eWare user.

C. Deleted Information
All NOPI eWare users should understand that any information kept on NOPI’s eWare may be electronically recalled or recreated regardless of whether it may have been “deleted” by a user. Users who delete information or messages should not assume that such information or messages are confidential.

D. Confidential Information
NOPI protects confidential information from both the organization and its clients. Therefore, eWare users are expected to use good judgment when using or transmitting Confidential Information using NOPI eWare. Confidential Information should not be accessed through NOPI eWare in the presence of unauthorized individuals nor be left visible or unattended on any eWare. Confidential Information must not be entered, uploaded, or referenced within any AI platform that is not explicitly approved by NOPI.

E. Use of Artificial Intelligence (AI) Tools
NOPI recognizes that artificial intelligence (AI) technologies—including, but not limited to, tools such as ChatGPT, Microsoft Copilot, Google Gemini, or any other generative or analytical AI systems—can enhance productivity, creativity, and efficiency in the eWorkplace. To ensure these technologies are used responsibly, the following guidelines apply:

1. Authorized Use
   AI tools should only be used when they support NOPI’s business activities and adhere to all relevant policies on privacy, data protection, and confidentiality. Any AI tools that are integrated or officially approved by NOPI must be used in accordance with their intended purpose and licensing terms.
2. Confidentiality and Data Protection
   Do not enter or upload confidential, personal, or proprietary information from NOPI—such as donor data, financial records, partner details, or internal documents—into external AI platforms without prior permission.  Users should be aware that data shared with publicly accessible AI systems may be stored, analyzed, or reused by third parties.
3. Accuracy and Accountability
   AI tools may produce inaccurate, incomplete, or biased information. Users are responsible for verifying all AI-generated outputs before using them in any NOPI materials, communications, or decisions. AI-created content must be reviewed and edited to ensure it aligns with NOPI’s mission, tone, and factual accuracy.
4. Compliance and Oversight
   Misuse of AI tools—such as using them to generate confidential or misleading information, impersonate others, or disclose sensitive data—may result in disciplinary action, up to and including termination of engagement. NOPI reserves the right to review AI-assisted work to ensure compliance with this policy.

Updated 10/14/2025