Importance Of Developing Proper Privacy Policies And Procedures For Hosted Desktop Solution

Developing Proper Organizational Policies for Hosted Desktop Solution

This report depicts the importance of developing proper privacy policies and procedures for Hosted Desktop Solution”. This company delivers Open Source IT solution to both the small and medium sized business organizations. The company develops many websites for different clients but it lacks proper operation and functionalities. The existing operation followed by the company is weaker and back dated. Thus, it is the responsibility of HDS to consider accurate and up to date ethical policies procedures to avoid external and unwanted assaults.

With the help of proper privacy regulation and guidelines, the copyright issues, privacy issues and many other issues could be mitigated accordingly. It is important for the company to incorporate proper organizational policies and negotiate the terms of new proposal along with the client (Trevinoand Nelson2016). The code of ethics, privacy policies are developed based on the primary responsibilities. Additionally, it is also found that the client service requirements and new business opportunities could be developed by developing proper code of ethics.

In order to avoid security challenges HDS has to develop a set of ethical policy and procedures. The responsibility of the chief Information Officer is to build up open source IT solution for their clients with high standard methodologies and arranged variations (Martin and Murphy 2017). The companies own the rights for the documents and data that their employees produce. In most cases the data those are used are owned by the others.The statements for corporate obligation regarding copyright policies for the HBS Company are also elaborated. Proper laws and services in terms license for the copyright clearance established in different companies in various forms for ownership to define administrative procedures and policy implementation are generated with the help of copyright procedure (Perry, Woodand Fernie2015). The lists of copyright procedure ad policies are documented accurately.

Information or material to be supplied by the client: All the information or elements those have been supplied by the consumers should be copyright paid or should have to be free from all other intellectual property restriction. All the consumers warrant proper media against different breach and also against others claims for damages against the media for breach (Campopianoand De Massis2015).

The information or intellectual properties those are to be supplied by the media should not be copied directly rather those require recreation. However these are not limited within the code of technology. In order to use the retained IP, HDS must grant a non-exclusive as well as non-transferable license of the orders for timely payment and also to serve feedback.  Despite all of these, HDS should retain any and all rights in the retained IP those are delivered with the conjugation of the given orders (Campopiano and De Massis2015).  None of the part of the publication should reproduced or even transmitted in any form or by any means of mechanical,electronic including photocopy and recording.

Importance of Privacy Regulation and Guidelines

In order to avoid the issues of duplicate design or 3 column website the templates must be used properly by HDS Company (Taylor and Zerkee 2016). Each aspect of the details of the designed website must hold different security policies. The users are allowed to use these different templates for designing the websites for their clients. In terms of usage, most of these templates should provide certain license agreement (Cooperand Deazley2016). In order to get proper design proper as well as secured templates are needed to be used by the web developers.

The content and design details contained within the website are automatically considered as the legal owners. It is customary to post a copyright statement on other’s website and it is neither necessary noreven required by the law. In addition to this, the other copyright policies those are needed to be incorporated for HDS Company include commercial agreement and customary access (Fitzgerald and Gilchrist2015). The Chief Information Officer are responsible for managing and establishing the business processes in terms of compliances those are related to legislation, license and creation of agreement. The website must be covered within a nutshell to avoid unwanted access. The Information resource must cover the policies accordingly.

HDS does not have any mission statement, vision statement as well. In addition to this it also does not maintain any accurate business strategy thus of code of ethics is needed to be prepared by the HDS management company to avoid the issues of overcosting and over time allocation as well. Code of Ethics helps to make the internet safe and efficient, non invasive as well (Joyceet al. 2016). Many designers are there who employ their skills and knowledge while creating the websites for the clients. In order to govern the business activities, a set of ethical guidelines are needed to be developed by HDS.  The code of ethics developed for HDS are as follows:

  1. The employees must ensure that they would deal with needful efforts, honesty while delivering websites to their clients. They should also ensure that they are delivering their clients the websites within estimated time and budget.
  2. The employees or the website developers working for HDS Company should ensure that they are working with best of their abilities behalf of their clients (Fitzgeraldand Gilchrist2015). Apart from this,they are also bound to ensure that all the information they are providing behalf of their clients are true and complete and will never mislead the consumers.
  3. All the confidential information associated to HDS Company should not be disclosed by the employees and they must not assist their clients for defame their competition.
  4. According to the privacy policy, none of the confidential information should be shared to the third party whether willingly or unwillingly by the employees working for HDS.
  5. The employees should not utilize or distribute any form of spyware in their company (Perlmutter2014)
  6. The employees should not participate in those cases where, unlicensed software is used. In addition to this, the sites which encourage the intellectual properties stealing and even copyright violation should be avoided by the developer working for the website developing company (Emmett2015). The personnel properties of the clients are also required to be secured from external assaults.
  7. The financial and personnel details are needed to be secured and must not be shared with third parties.
  8. Employees should never utilize misleading, extreme and even back hat search engine optimization technique
  9. Even for the advertising purpose, the company should not utilize pop out windows, pop under windows and any other intrusive technologies as well (Brotman 2014)
  10. The developers are not allowed to participate in the intent activities those might affect artificial inflation and advertising revenue
  11. The simple set of code utilizes advanced scripting technologies that could produce the set of desire results, should be used only it would found to be highly necessary
  12. In order to make sure that the websites developed by the company are absolutely secured time based and security based ethical approaches should be considered 

Based on the application and background of HDS company proper privacy policies are needed to develop and for this particular case study the privacy policies are as follows:

Information to keep secured: Different kinds of information are there such as contact information demographic information etc should be collected by the employees of the company must keep secured from external access. All the collected information should keep secured from external assaults (Sprigman2018).

Collection of personal information: The personnel information like name, accounts detail, date of birth, postal address and email address are needed to be secured from the unauthenticated users (Martin and Murphy2017).  Different ways are there through which the details could be collected by the company.

Ethical Policies and Procedure to Establish Secured Websites for Clients

Personnel data can be collected during the completion and submission of any application for registering its website or while receiving email alerts and other communication.

During transaction the personnel information could be collected: While enquiring about the activities, emails, telephones data could be collected by the owners. Despite of these the information is needed to be gathered by the website developers.

Storage and retention of client’s information: The Company is required to keep the personnel information in a secured server to avoid unauthorized data access. Therefore, it can be said that the websites developed by the company are completely intended to safeguard the personnel information from the unauthorized access (Morrisonand Secker2015). It is necessary for the company to use the personnel data only to serve highly necessary purposes.

Usage of the consumer’s information: For administering the websites accounts of the consumers or otherwise in the connection with the other services for which the consumers have been provided their information details must not be shared with the third parties and should not be accessed by unauthorized users. While giving responds to any query the personal information might be shared (Moir 2014). Overall it is necessary for the company to use the information only in those cases whenever required. Each terms and condition that is applicable for the website developing companies are needed to be followed by HDS.

Links to other websites: All time it is not necessary for the company to maintain accurate links with other companies. HDS contains many links to other websites of their interest therefore, it is necessary to develop all necessary privacy and protection policies while developing their links with other companies (Brotman2014). Thus, it can be said that all necessary restrictions must be followed by the company while developing the requested websites foe their clients.

Cookies: For the visitors of HDS website, a specific log in session is needed to be created and in order the page those have been requested by the consumers should be presented in an accurate, effective and consistent manner.

The visitors of the website should be recognized each time by the owners of the company which implies that the number of unique visitors of HDS website allows making sure that they have received enough aptitude for their users (Fitzgerald and Gilchrist2015). As the current customer service quality and SLA of the company is getting affected day by day thus, it is necessary for the company to ensure the development of strategic planning and operational responsibilities as well (Taylor and Zerkee2016). Through IT deployment into large business organizations, strategic activities and effective activities could be generated.

Copyright Issues and Privacy Policies


From the overall discussion, it can be concluded that with the help of proper ethical regulations the issues of security of the open source IT solutions could be completely minimized.The aim of the company is to develop secured websites for their clients, terms of copyright, ethics, privacy regulation and guidelines as well. According to the current Australian copyright law, relevant to information technology accurate policies are needed to be established. It is expected that with the help of the policies new business initiatives and appropriate code of ethics can be developed.It helps to determine and ensure the integrity, confidentiality, security and availability of data in SLArequired by any company policy, and negotiation the terms of the new proposal with the clients. The current managerial aspects of the company are not at all secured and appreciable from the company perspectives thus from internal and external analysis HDS should implement ethical policy and procedures. In addition to this, for tactical and operational decision making an ethical and a privacy policy have been established by the HDS Company. 


Brotman, S.N., 2014. Comments to the US Department of Commerce Internet Policy Task Force Copyright Policy, Creativity, and Innovation in the Digital Economy Docket Number 130927852-3852-01 January 17, 2014.

Campopiano, G. and De Massis, A., 2015. Corporate social responsibility reporting: A content analysis in family and non-family firms. Journal of Business Ethics, 129(3), pp.511-534.

Cooper, E. and Deazley, R., 2016. Interrogating copyright history. European Intellectual Property Review, 38(8), pp.467-470.

Emmett, A.R., 2015. Roman law, private property and the public domain: lessons for copyright policy. In Copyright Perspectives (pp. 17-27). Springer, Cham.

Fitzgerald, B. and Gilchrist, J. eds., 2015. Copyright Perspectives: Past, Present and Prospect. Springer.

Joyce, C., Ochoa, T.T., Carroll, M.W., Leaffer, M.A. and Jaszi, P., 2016. Copyright law (p. 85). Carolina Academic Press.

Karl, B., 2016. On the Premises and Beyond: Managing Copyright Policy Through Institutional and Technological Change.

Martin, K.D. and Murphy, P.E., 2017. The role of data privacy in marketing. Journal of the Academy of Marketing Science, 45(2), pp.135-155.

Moir, H.V., 2014. Competition Policy Review: Draft report, September 2014. Submission on patent and copyright issues.

Morrison, C. and Secker, J., 2015. Copyright Literacy in the UK: a survey of librarians and other cultural heritage sector professionals. Library and Information Research, 39(121), pp.75-97.

Natalicchio, A., Ardito, L., Savino, T. and Albino, V., 2017. Managing knowledge assets for open innovation: a systematic literature review. Journal of Knowledge Management, 21(6), pp.1362-1383.

Perlmutter, M.S., 2014. RE: Department of Commerce Green Paper on Copyright Policy, Creativity, and Innovation in the Digital Economy; Docket No. 130927852-3852-01.

Perry, P., Wood, S. and Fernie, J., 2015. Corporate social responsibility in garment sourcing networks: Factory management perspectives on ethical trade in Sri Lanka. Journal of Business Ethics, 130(3), pp.737-752.

Sprigman, C., 2018. Copyright and Creative Incentives: What We Know (and Don’t).

Taylor, D. and Zerkee, J., 2016. Risk Management Copyright Policy Framework for SFU Library Digitization Projects.

Trevino, L.K. and Nelson, K.A., 2016. Managing business ethics: Straight talk about how to do it right. John Wiley & Sons.

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