Hardware Policy 💻

1. Purpose and Scope

This policy outlines the provisioning, management, and security of all hardware used by Ultralytics employees. Its purpose is to ensure everyone has the necessary tools to perform their roles effectively while protecting the company's assets and data. This policy applies to all full-time, part-time, and contract employees.

2. Hardware Refresh Cycle 🔄

All employees are eligible for a hardware refresh every two years. This ensures our team is equipped with modern and efficient tools. Replacement requests outside this standard cycle require direct manager approval based on performance needs or hardware failure.

3. Standard Computer Equipment 🖥️

Default Configuration

MacBook Air (13", M4, 16GB RAM, 256GB Storage) - The standard configuration for all employees, balancing performance and portability.

Technical/Developer Configuration

MacBook Pro (14", M4, 16GB RAM, 512GB Storage) - Available for employees in technical and developer roles who require additional processing power.

Custom Configurations

Any hardware configuration other than the two standards listed above is considered an exception and requires direct manager approval with a clear business justification.

4. New Hire Equipment Process 📦

Onsite Employees

• Your manager will coordinate with the IT department to have your equipment ready for you.
• You will receive your computer and accessories directly at your office location on your first day.

Remote Employees

• You must independently order your approved equipment configuration.
• Submit receipts to the Finance team for reimbursement by following the standard reimbursement procedures.
• It is highly recommended to confirm the purchase details with your manager before ordering to ensure a smooth reimbursement process.

Standard Accessories

All new hires receive a pair of Apple AirPods Pro to facilitate clear communication in video conferences and calls.

5. Hardware Replacements & Upgrades 🔧

This process applies when replacing an existing device with a new one.

1. Request Approval: Request replacement approval from your manager. This is automatically granted if you are within the 2-year refresh cycle.
2. Select Device: Once approved, select your eligible device (MacBook Air or MacBook Pro, depending on your role).
3. Order and Trade-In: Order the new device directly from Apple. You MUST select the option to trade in your existing device and provide its serial number during the order process.
4. Migrate Data: Upon receiving your new device, migrate all data from your old device.
5. Return Old Device: IMPORTANT: Ship your old device back to Apple using the provided trade-in kit via the Apple Trade In program.
6. Submit for Reimbursement: The reimbursed amount will be the net cost (new device price - Apple trade-in credit). You will not be reimbursed for the full price of the new device.

6. Mobile Device Policy 📱

Eligibility and Justification

• Company-provided mobile devices like iPads, iPhones, or Android devices are not standard issue and require manager approval.
• You must demonstrate a clear business necessity for the device. Examples include:
  • Frequent travel requiring constant access to work apps and email.
  • On-call duties that necessitate immediate response capabilities.
  • Roles that require testing on specific mobile platforms.

Approval and Purchase Process

1. Submit a request to your direct manager with a written business justification.
2. Once approved by your manager, purchase the approved device.
3. Request reimbursement from the Finance team with the receipt.

7. Device Management & Security 🔒

Rippling MDM: A Mandatory Requirement

All devices used for work, whether company-provided or personally owned (under BYOD), must have Rippling Mobile Device Management (MDM) installed.

• Applies To: MacBook Air/Pro, iPads, iPhones, and Android devices.
• Installation: Employees are responsible for installing Rippling MDM from rippling.com/device-management.
• Timing: MDM must be installed before the device is used to access any company data or systems.

Security & Compliance Policies

All devices must adhere to company security requirements, which are enforced via Rippling MDM:

• Hard Drive Encryption: Full disk encryption (e.g., FileVault) must be enabled.
• Strong Passwords: Devices must be protected with a strong password.
• Automatic Updates: Security updates must be enabled to run automatically.
• Compliance Monitoring: Devices are subject to regular compliance checks.
• Remote Management: The IT department has the ability to remotely lock or wipe company data from devices to protect information if a device is lost or stolen.

8. Bring Your Own Device (BYOD) Policy 🤝

While company-provided hardware is the standard, Ultralytics permits the use of personal devices for work in limited, pre-approved circumstances.

• Approval Required: Using a personal device for work requires explicit approval from your manager and the IT department.
• MDM is Mandatory: Any approved personal device must be enrolled in Rippling MDM. This allows the company to manage and secure its data without accessing your personal information.
• Employee Responsibility: You remain responsible for the care and maintenance of your own device.

9. Care, Maintenance, and Support 🛠️

Employee Responsibility

• Use all company equipment professionally and responsibly.
• Keep devices physically protected and clean.
• Do not attempt to perform unauthorized repairs; contact IT support for all hardware issues.
• Install all required security updates promptly.

Reporting Damage or Loss

You must immediately report any of the following to IT Support at helpdesk@ultralytics.com:

• Physical damage to equipment.
• A lost or stolen device.
• Any hardware malfunction.
• Suspected security incidents or viruses.

10. Hardware Ownership and Return 📋

Ownership

All hardware purchased or reimbursed by Ultralytics is the property of the company.

Return Process upon Departure

All company property must be returned upon your departure.

• Onsite Employees: Coordinate with your manager and the IT department to return all equipment on your last day.
• Remote Employees: The IT department will provide you with pre-paid shipping labels and instructions to return all equipment.

11. Reimbursement Process 💰

All hardware purchases must follow the standard company reimbursement procedures.

• Submit all receipts to the Finance team via the appropriate channels.
• Include a clear description of the business purpose for the purchase.
• For detailed procedures, please reference the Finance Handbook.

This policy ensures consistent, secure, and cost-effective hardware provisioning, empowering our global team to achieve its best work. 🚀

📅 Created 1 day ago ✏️ Updated 1 day ago