Team Portal Rules

Every teammate signed into the Team Portal — officers, directors, staff, program leads, coordinators, interns, and any teammate with a Team Portal account. Volunteers use the Volunteer Rules & Waiver instead. Ranks community members use the Ranks Portal Rules.

Team Portal accounts are issued for the sole purpose of carrying out Foundation work. Do not use your Team Portal account or Foundation data for personal projects, unrelated employers, third-party ventures, or any activity outside the scope of your assigned role. Log out of Foundation systems when your work session is done.

The Team Portal contains contact records, personnel information, program participant information, financial data, unpublished plans, and internal communications. All of it is confidential. Do not disclose, copy, forward, or reproduce Team Portal content outside the Foundation without approval from Executive Leadership.

Team Portal data, including contact lists, cases, messages, notes, documents, and any content generated from Foundation records, must not be pasted or uploaded into external AI systems (ChatGPT, Claude, Gemini, Copilot, third-party plug-ins, browser extensions, etc.). Only the Foundation’s internal AI helpers, operated within the Portal, may process Portal data. Doing otherwise is treated as a data breach.

Use a strong, unique password. Enable multi-factor authentication when offered. Never share your account credentials, session cookies, or access tokens with anyone, inside or outside the Foundation. If you suspect your account has been compromised, notify privacy@espritdcf.org immediately and rotate your password.

Export the minimum necessary data to do your job. Do not download bulk member, donor, or participant records to personal devices or personal cloud drives. Do not send Foundation records to personal email addresses. Follow the Data Retention & Records policy for how long records are kept and when they are destroyed.

Use a device that is secure, up to date, and not shared with anyone outside the Foundation. Lock your screen when unattended. Do not sign into the Team Portal on public or shared computers unless required for a supervised training session.

Use Foundation communication channels when communicating on behalf of the Foundation. Do not commit the Foundation to partnerships, financial obligations, media appearances, or program changes outside your authority. Route external requests to the appropriate team lead.

Content you post inside the Team Portal — messages, notes, documents, meeting minutes, uploads — is a Foundation record. It may be reviewed by leadership, retained under the Foundation’s retention schedules, and produced in response to legal or funder requests. Keep tone professional and factual.

If you see a security issue, a possible policy violation, harassment, discrimination, or any conduct inconsistent with the Foundation’s values, report it. Email privacy@espritdcf.org for privacy or security matters. Email governance@espritdcf.org for conduct or ethics matters. Retaliation for good-faith reports is prohibited by the Community Guidelines.

When your engagement with the Foundation ends, your Team Portal access will be disabled. Return, destroy, or hand over any Foundation records, credentials, keys, or equipment. Confidentiality obligations survive the end of your engagement.