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Electronic Media & Digital Communication Policy

1. Overview

Any information entrusted to the Hindu Temple of Rochester (HTOR) by its Board of Trustees (BoT), Executive Council (EC), volunteers, members, donors, and third-party partners must be protected through reasonable and appropriate measures to ensure confidentiality, integrity, and availability.

All individuals associated with HTOR—including BoT members, EC members, volunteers, members, and authorized third-party users—are required to comply with this Electronic Media Policy and all related HTOR governance policies.

2. Scope

This policy applies to all electronic media and digital communication related to HTOR, whether direct or indirect, including but not limited to:

  • Email

  • Temple website

  • Social media platforms (e.g., Facebook groups)

  • Messaging platforms (e.g., WhatsApp groups, chat services)

  • Digital display devices and notice boards

  • Photos, videos, text messages, and online postings

  • Any other electronic communication systems used on behalf of HTOR

3. Monitoring and Access Rights

To protect the interests of HTOR, its leadership, devotees, donors, and partners:

  • HTOR reserves the right to monitor, access, retrieve, store, and disclose electronic media and communications transmitted through HTOR-owned or HTOR-authorized systems and platforms.

  • Monitoring may occur for legitimate operational, governance, security, or legal reasons, and in accordance with applicable laws.

  • All electronic media systems used for HTOR purposes are considered HTOR property, regardless of the device used to access them.

Users should have no expectation of personal privacy when using HTOR electronic media or systems.

4. Digital Communication Guidelines

HTOR electronic media and digital communication channels must be used solely for Temple-related purposes, including:

  • Temple operations and administration

  • Religious services, festivals, and events

  • Official announcements and devotee communications

  • Authorized community-benefit communications approved by HTOR leadership

The following are strictly prohibited on HTOR digital platforms:

  • Political messaging or campaigning

  • Sales promotions or commercial solicitations

  • Disrespectful, personal, or critical commentary targeting individuals

  • Forwarded messages unrelated to HTOR or community benefit

  • Content that is divisive, misleading, or inflammatory

Only authorized HTOR office bearers may post or distribute official communications on behalf of the Temple.

5. Professional Conduct and Respect

All users are expected to adhere to standards of professional, respectful, and courteous conduct in all electronic communications.

Prohibited content includes, but is not limited to:

  • Sexually explicit or inappropriate material

  • Harassing, threatening, or intimidating messages

  • Ethnic, racial, religious, or gender-based slurs

  • Content that is insulting, disruptive, offensive, or harmful to morale

  • Any communication that disparages individuals or groups based on personal characteristics

6. Inappropriate Use of HTOR Systems

The following activities are expressly prohibited:

  • Use of HTOR electronic systems for illegal or unlawful purposes, including copyright infringement, fraud, defamation, harassment, impersonation, or distribution of malicious software

  • Use that violates HTOR governance, policies, rules, or administrative processes

  • Unsolicited mass messaging, chain letters, or spam

  • Political campaigning or advocacy

  • Personal use unrelated to HTOR operations or approved activities

7. User Responsibilities

  • Users are responsible for managing their own email subscriptions, devices, and contact information.

  • Users must keep their communication channels organized and updated.

  • Changes in email address or contact information must be managed by the user.

  • Ignorance of policy does not exempt users from responsibility.

8. Policy Violations and Enforcement

Violations of this policy will be treated as serious governance and conduct matters.

Consequences may include, but are not limited to:

  • Temporary or permanent revocation of access to HTOR systems

  • Disciplinary action as determined by HTOR leadership

  • Termination of volunteer or member access

  • Legal action where required by law or contractual obligations

HTOR reserves the right to retrieve and use electronic records as part of any investigation, in accordance with due process.

9. Review and Amendments

This policy may be reviewed and updated periodically by HTOR leadership to ensure continued relevance, legal compliance, and effectiveness.

10. Acronyms

  • HTOR – Hindu Temple of Rochester

  • BoT – Board of Trustees

  • EC – Executive Council

Disclaimer

This HTOR Electronic Media Policy has been developed using publicly available best-practice resources. HTOR reserves the right to modify this policy at any time as required, in alignment with its governance responsibilities and applicable laws.