Overview/Policy Statement
The Hartford’s facilities and buildings are considered company assets belonging to The Hartford. The Hartford periodically reviews all campus space allocations, assesses space utilization, and constructs, acquires, and reallocates space as necessary to support The Hartford’s business and strategic priorities and associated plans.
The company assigns space to lines of business, functions, employees and partners for defined periods of time to promote the best use of facilities space. The Hartford also reserves the right to determine how its facilities may be used.
It is our practice to maximize efficient facility use whereby common-use spaces (e.g. conference rooms, meeting rooms, shops, storage areas) are shared between lines of business and functions, especially in areas where units are located in close proximity to each other. All common-use space scheduled by a department will be made available to other departments when not in use.
In general, business meetings, company-sponsored group or team meetings, employee recognition functions and other company-approved business activities are permissible uses. Company facilities may not be used for any other activities, including activities that The Hartford, in its sole discretion, deems as having the purpose or effect of promoting religious or political positions or as being otherwise inconsistent with its business objectives.
Throughout its facilities, The Hartford has incorporated bookable “hotel” or unassigned seats. Employees will be required to reserve a work station at the office in advance in Outlook or with designated area representatives. Customers, Vendors, Contractors, and Consultants of The Hartford may not reserve hotel seats directly. An employee must reserve a workstation or “hotel” for the customers, vendors, contractors or consultants.
Managers and employees are responsible for adherence to company policy. Failure to do so may result in disciplinary action up to and including termination.
Rationale
This policy is applied to ensure that The Hartford's facilities are used for the purpose of furthering the company's business objectives. Access to all facilities and work spaces must be controlled in order to protect information belonging to The Hartford and our customers.
Eligibility/Scope
This policy is applicable to all U.S. locations of The Hartford and its participating subsidiaries.
Applying the Policy
The Hartford's facilities include, but are not limited to offices, conference rooms, lobbies, cafeterias, lounges and any other areas maintained by the company. This policy applies during both business and non-business hours. Approved facility uses involving solicitations or distributions must strictly comply with The Hartford's Solicitations and Distributions Policy.
Any HIG employee may book hotel spaces for themselves or non-employees. When doing so, HIG employee must consider that non-employees must never be seated in any area where they can access:
- Personally identifiable information of our customers or employees
- Material nonpublic information
- Information relating to planned or existing businesses or business initiatives; organizational restructuring plans; and actual and projected sales, profits and other financial information
- Confidential information, software and material of third parties with whom The Hartford conducts business; information about Hartford employees, personnel and premises
Any questions with regard to this policy, including questions regarding proposed uses of company facilities, please Contact Employee Relations.
Revised: 7/2/2020