Introduction
9.1 Please also refer to the E-Safety Policy. The Company’s computer system contains an e-mail facility, which is intended to promote effective communication on matters relating to the Company’s business. The e-mail system should therefore be used for that purpose only. You have no right to privacy when using the Company’s computer system. This means the e-mail system should not be used for spreading gossip or for personal gain or in breach of any of the Company’s standard employment policies on issues such as sexual or racial harassment.
9.2 Messages sent on the e-mail system are to be written in accordance with the standards of any other form of written communication and the content and language used in the message must be consistent with best Company practice. Messages should be concise and directed to those individuals with a need to know. General messages to a wide group should only be used where necessary and ALWAYS use the blind carbon copy facility (BCC) to protect customer/client confidentiality.
9.3 Confidential information should not be sent externally and in some cases internally, by e-mail without express authority and unless the messages can be lawfully encrypted.
Legal Action Against the Company
9.4 Messages sent over the e-mail system can give rise to legal action against the Company. Claims for defamation, breach of confidentiality or contract could arise from a misuse of the system. It is therefore vital for e-mail messages to be treated like any other form of correspondence and where necessary hard copies should be retained. You are also reminded that messages are disclosable in any legal action commenced against the Company relevant to the issues set out in the e-mail.
The Company’s Rights
9.5 The Company reserves the right to retrieve the contents of all incoming and outgoing messages for the purpose of monitoring whether the use of the e-mail system is legitimate, when employees are off sick or on holiday, to find lost messages or to retrieve messages lost by computer failure, to assist in the investigations of wrongful acts or to comply with any legal obligation.
9.6 The Company reserves the right to monitor email messages sent and/or received and to monitor your usage of the Internet.
Security
9.7 If you are given access to the e-mail system you are responsible for the security of your terminal and you must not allow the terminal to be used by an unauthorised person.
9.8 You should therefore keep your personal password confidential and change it regularly. When leaving your terminal unattended or on leaving the office you should ensure you log off the system to prevent unauthorised users using your terminal in your absence.
General Rules
9.9 Should you receive an e-mail message which has been wrongly delivered to your e-mail address you should notify the sender of the message by redirecting the message to that person but NOT in the case of SPAM which should be deleted immediately. Further in the event the e-mail message contains confidential information you must not disclose or use that confidential information. Should you receive an e-mail which contravenes this policy the e-mail should be brought to the attention of your manager.
9.10 Misuse of the e-mail system in breach of these rules will be treated as misconduct.
9.11 Misuse of the e-mail system by transmission of any material in any of the following categories will constitute gross misconduct:
– defamatory;
– offensive or obscene;
– untrue or malicious;
– discriminatory on grounds of race, sex, marital status, disability, sexual orientation, religion or religious belief & philosophical beliefs or age;
– the Company’s Confidential Information (as defined in your contract of employment); and
– protected copyright material.
Internet
9.12 If you are given access to the Internet you must use it for legitimate Company business only. Searching for or viewing or downloading web pages the content of which is offensive, obscene or discriminatory will constitute gross misconduct.
Social Networking
9.13 Any use of social networking websites from Company computers is prohibited. No mention of your work place should be made on any public area of social networking websites or any other website over which the Company has no control. Any content or messages publicly displayed on the internet which cause or may cause the public perception of the Company to be damaged or brought into disrepute shall be considered a disciplinary offence. Staff are not permitted to be “friends” with parents on social networking sites.
9.14 The Company expects staff to show their colleagues the same respect on social networking sites as they would face to face in the workplace. Staff must not directly communicate or harass a colleague in relation to an issue of dispute at work. Such comments are capable of amounting to gross misconduct.