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Virtual Intelligence Software and Securities Policy 

1. Introduction

This document outlines the security requirements and protocols for downloading third-party software and purchasing computer hardware for Virtual Intelligence. The goal is to ensure the security of our virtual employees, customers, and executive team while maintaining high productivity and operational standards.


2. Scope

This policy applies to all employees, contractors, and third-party service providers of Virtual Intelligence who use company-provided or personal devices that access company data.

  • Upon receiving Company provided computer, user must only use, access and communicate via VI Device, etc.
  • If you are using a personal computer during your training process or while your company issued computer is being serviced, please let IT department know so that the correct temporary software can be installed to protect the user and our company during the transition process.


3. Third-Party Software Download Policy

3.1 Prohibited Actions

Unauthorized Software: Downloading or installing any third-party software not explicitly authorized by the Virtual Intelligence Technology Department is strictly prohibited.


3.2 Approval Process

  • Request Submission: Employees or customers must submit a software request form to the Technology Department detailing the software’s purpose, functionalities, and the provider’s security credentials if requested. If the customer’s software is to be done at the inception of the relationship, the software approval form must be filled out in conjunction with the onboarding of the VE to the customer.
  • Evaluation and Approval: The Technology Department will evaluate the request based on security, necessity, and compatibility. Approval or denial will be communicated within a specified timeframe.

3.3 Installation

Authorized Installation: Only IT personnel are permitted to install approved software to ensure proper configuration and integration with existing systems.


3.4 Compliance and Monitoring

  • Audits: Regular audits will be conducted to ensure compliance with the software policy. Non-compliance will be addressed per the disciplinary policy provided by the Human Resources Department.


4. Hardware Purchase Policy


4.1 Standard Specifications

All computers purchased for use by Virtual Intelligence must meet the following minimum specifications:

  • Operating System: Windows 11 Professional
  • Storage: 256 GB Solid State Drive
  • Memory: 16 GB RAM
  • Processor: Intel i5 or better (or equivalent)
  • Graphics: Onboard Graphics chipset


4.2 Purchase Authorization

  • Approval Requirement: All hardware purchases must be approved by the Technology Department to ensure compliance with the specified standards.
  • Vendor Selection: Preferred vendors and purchasing channels will be specified to ensure quality and warranty service.


4.3 Asset Management

  • Inventory Tracking: All hardware must be registered and tracked in the company’s asset management system and will be regularly audited to make sure users system is working to its best ability.
  • Security Measures: Devices will be equipped with security software and configurations as prescribed by the Technology Department before being issued to employees.


5. Enforcement

Failure to adhere to this policy can result in disciplinary action, including suspension, termination, and legal action.


6. Amendments

This policy may be updated at any time to adapt to new security threats or changes in organizational needs.


7. Acknowledgment

All employees, upon hiring and at regular intervals, will be required to acknowledge that they have read, understood, and agreed to comply with this policy.