IT Data Sharing and Protection Procedure

Introduction
Hope and Homes for Children Romania needs to gather, store and process personal data
and information on its beneficiaries, as part of the programmes, actions and interventions
implemented. Also, it needs to share a certain amount of the collected and/or processed
data and information with its partners (state bodies or private entities), as per the
agreements, conventions or cooperation contracts that Hope and Homes for Children
Romania is part of. In order to be able to store the collected data, Hope and Homes for
Children Romania uses an IT infrastructure consisting of computers (desktop or laptop
computers) assigned to every employee, and a file server for backup and for sharing
files between employees or departments. In the implementation of e-learning
programme, Hope and Homes for Children Romania uses an e-learning platform with a
log-in system consisting of a username and a password. The trainees email is asked for
when creating the account, being stored and used for any further communication.
Throughout the data collection, storage and processing, the following principles are
applied:
Only the necessary amount of information is collected, as stated in the specific
procedures and requirements of each department
The collected data is processed in order to best fit the final purpose
The data is kept safe from unauthorized access, interventions or alteration
The data is not shared, transferred or exchanged unless necessary and previously
agreed upon
The data is collected, processed and stored according to the Romanian legal
frame and legal provisions

Another category of data that falls under this procedure is the information produced by
Hope and Homes for Children Romania and stored on the computers, under the form
of:
a. internal documents: information on certain subjects, notices, memos, reminders,
reports to managers or co-workers etc
b. external documents: reports to funders, updates, answers to specific questions,
presentation documents, course materials, online publications, web content to be
uploaded etc

IT Data Sharing and Protection Procedure

a. File server and data storage
1. All data collected and stored on the Hope and Homes for Children Romania
computers is backed up on the HHC file server only in completed (processed) and final
format reports, updates etc. No drafts are backed up or transferred onto the file server.
2. The data sent to the file server will be stored in the specific folder(s) of the
department, project and person, according to the case.
3. The file server can be accessed remotely, through a VPN connection. The connection,
secured with a password, will be made for all HHC members who request it, by the
person responsible with the file server maintenance.
4. Should the file server not be available or accessible, the person responsible with the
file server maintenance will be notified as soon as possible.
b. Email accounts
1. All HHC Romania employees have an email address, on the hhc.ro domain name,
using the Google platform. The access to the email account is secured with a password
which must be changed after the first log-in. In order to change the password, each user
will follow the on-screen instructions provided.
2. The password for accessing the email account cannot be retrieved if forgotten. It can
only be reset by the persons responsible with the maintenance of the Google account for
HHC. If the password must be reset, one of these persons must be notified as soon as
possible.
3. The work email account is to be used for work-related purposes. In order to subscribe
to newsletters, groups, websites, announcements, e-platforms or other information
sources that are not related to work, a different email address must be used. In this way,
the volume of unwanted messages (spam) or irrelevant messages is reduced, avoiding
the unnecessary space allocation.

c. E-learning platform1
1. The e-learning platform of HHC Romania can be accessed based on a
username/password combination provided by the administrators of the website. The
password must be changed after the first login, following the on-screen instructions. For
support and help, the administrators of the website must be contacted.

1 The maintenance of the e-learning platform is outsourced, therefore some of the

changes in the administrative area of the website can be made only by the
employees of the company administering the website