COMPANY INTERNET/EMAIL/TELEPHONE/COMPUTER FACILITIES POLICY

The following paragraphs set out Plus One Personnel’s policy for use of the telephone and computer facilities including use of e-mail and the Internet (“the facilities”) by employees and temporary personnel working for Plus One Personnel.

The facilities are made available to you to assist you in carrying out the business of the organisation. As such a Director or any Representative of Plus One Personnel has the right to monitor any and all aspects of the use of the facilities that are made available to employees and temporary personnel and to monitor, intercept and/or record any communications made by using the facilities. This is to ensure compliance with this policy or for any other purpose authorised under the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000.By using the facilities you consent voluntarily and knowingly to your use being monitored. You also acknowledge the right of Plus One Personnel to conduct such monitoring; please see the user compliance section at the end of this document.

A high degree of caution must be exercised when issuing information to outside individuals or companies. Confidential information should never be transmitted to outside individuals or companies via the facilities without the authorisation of the Director or your immediate manager. Care must be used in addressing data or messages to make sure that they are not sent to the wrong individual or company. In particular, exercise care in using e-mail distribution lists to make sure that all addressees are appropriate recipients of the information.

It is unlawful to send unsolicited emails or mobile telephone text messages to individuals with whom there is no existing customer relationship unless those individuals have given their consent. Before any direct marketing approach is used to contact individuals by means of email or mobile telephone text message you must first obtain the authorisation of a Director or your manager. In any event any unsolicited communications sent in this way must include wording in the title or in the text enabling the receiver to opt-out of further contact in the future. If you are informed that an individual with whom Plus One Personnel has an existing customer relationship or who has previously consented to receiving information wishes to opt-out of receiving such communications in the future you must update the data relating to that individual immediately and on no account must you continue to communicate with that individual by such means.

If you are using telephone or fax to contact companies and individuals with unsolicited direct marketing you must first check whether such companies or individuals are registered with the Telephone Preference Service (TPS) or Fax Preference Service (FPS) operated by the Direct Marketing Association.

Please take care to ensure that all messages sent via e-mail are courteous, professional and business-like and do not contain any material, which would reflect badly on Plus One Personnel's reputation or standing. E-mail messages must not contain derogatory remarks about another person, as this may constitute libel. If you receive mail containing material that is offensive or inappropriate to the office environment then you must delete it immediately. Under no circumstances should such mail be forwarded internally or externally.

The following rules apply to using the internet specifically:

Company employees are expected to use the Internet responsibly and productively. Internet access is limited to job-related activities only and personal use is not permitted

  • Job-related activities include research and educational tasks that may be found via the Internet that would help in an employee's role
  • All Internet data that is composed, transmitted and/or received by Plus One Personnel’s computer systems is considered to belong to Plus One Personnel and is recognised as part of its official data. It is therefore subject to disclosure for legal reasons or to other appropriate third parties
  • The equipment, services and technology used to access the Internet are the property of Plus One Personnel and the company reserves the right to monitor Internet traffic and monitor and access data that is composed, sent or received through its online connections
  • Emails sent via the company email system should not contain content that is deemed to be offensive. This includes, though is not restricted to, the use of vulgar or harassing language/images
  • All sites and downloads may be monitored and/or blocked by Plus One Personnel if they are deemed to be harmful and/or not productive to business
  • The installation of software such as instant messaging technology is strictly prohibited.

Should it be found that an employee has used the company’s property and time to access personal emails the content of personal e-mails must also comply with the restrictions set out in this policy. An employee found to be accessing personal websites or emails could be subject to disciplinary action.

The following uses of the facilities are expressly prohibited:

  • Viewing internet sites which contain pornographic, obscene, abusive, slanderous or otherwise offensive material or downloading/forwarding such material.
  • Communications that are in violation of company policy including, but not limited to, the transmission of defamatory, obscene, offensive or harassing messages, or messages that disclose information without appropriate authorisation.
  • Duplicating copyrighted or licensed software or other information without the appropriate authorisation.
  • Installing or downloading any software or hardware without the specific approval of a Director or other person delegated by him/her to give such approval.
  • Forwarding or otherwise perpetuating “chain-letter” type e-mail within or outside the organisation.
  • Removal of any hardware or software from the premises without prior approval.

You should also not store large quantities of e-mail or downloaded files or attachments. The retention of such data utilises large amounts of storage space on both network servers and PCs, and adversely affects system performance. You should delete any e-mail messages sent or received that no longer require action or are no longer relevant. You should make hard copies of any information that you need to retain for record-keeping purposes.

Please contact your line manager immediately if you receive any suspect documents, e-mail messages or computer virus alerts. Do not open attachments to any email message whose address you do not recognise. Do not forward them to any other internal or external user without the approval of a Director. Any files or software downloaded from the Internet or brought from home must be virus-checked before use.

Passwords should be kept secure and be changed regularly. To protect passwords, you should not access the facilities in the presence of others and confidential information should never be left open on the screen when equipment is unattended.

This policy does not constitute a contract and Plus One Personnel reserves the right to change its terms at any time. Failure to comply with the policy may lead to disciplinary action up to and including dismissal.