Acceptable Use Policy

email policy

 

This Acceptable Use Policy (“AUP”) describes activities that are not allowed in connection with your use of the UNJAMIT Services.

Enquiries regarding this policy should be directed to abuse@unjamit.co.uk In the event of this policy not being adhered to, any access to equipment privileges may be revoked and disciplinary action up to and including dismissal may be taken as the Company deems appropriate. The Company reserves the right to report any illegal activities to the appropriate authorities. 

  • Any email or other communication or record issued via the Company's computer or telephone equipment or concerning the Company should be in a form which is consistent with the Company’s high standards of business conduct, must only contain information that is accurate, secure and relevant; and not be stored for any longer than necessary. 

  • Company provided internet and email facilities and telephone equipment may also be used by employees for occasional, reasonable and limited personal use, (subject to approval in advance by a Director). In the event of any abuse, this privilege will be withdrawn and future personal use prohibited for the individual(s) concerned. The Company may restrict or discontinue access to these facilities at any time. 

  • Any email communication which identifies a living individual is subject to the Data Protection Act 1998 and the eight Data Protection Principles. Employees must always take care to ensure that they do not infringe the Data Protection Act requirements with the unauthorised disclosure of any personal data, or otherwise bringing the Company into disrepute. Employees are entitled to make a "subject access request" by applying in writing to the Managing Director in respect of Company associated emails or electronic data bases containing their personal data. (Please also refer to the published document Policy in Respect of Handling Personal Data). 

  • Employees must have received specific authorisation from their Manager before using the internet. 

  • Software must never be downloaded from the internet unless specific permission for this to occur has been obtained in advance from a Director. 

Correspondence via email is not guaranteed to be private.

abuse

Associated in any way with the Company's work or the workplace, the following practices are unacceptable and render the employee(s) involved liable to disciplinary action up to and including dismissal. Depending on the severity of the offence, breach of any of the following prohibitions may be considered to constitute gross misconduct. 

Employees must never send any personal communication (including in writing), access the internet or issue or receive any email or other communication using Company equipment or on the Company's behalf or concerning the Company if such involves: 

  • Making any derogatory or untrue statement about an officer of the Company, member of staff, supplier or customer. 

  • Visiting internet sites or transmitting communications that contain pornographic, obscene, hateful, illegal, or otherwise objectionable materials.

  • Sending or receiving any communication, material or image which could be considered obscene, defamatory, slanderous or libellous. 

  • Sending or receiving any communication, material or image likely to cause offence or to annoy, harass or unlawfully or unreasonably disadvantage another person or organisation.

  • The viewing, downloading or transmission of any pornographic image. 

  • Sending or receiving unusually large emails or attachments (other than with prior permission of a Director where this is genuinely necessary for business purposes); sending or forwarding electronic chain letters. 

  • The introduction of viruses into the email or internet systems of the Company or any other party, or activities which corrupt or destroy the data of other users. 

  • Any form of computer hacking including attempts to gain access to restricted resources inside or outside of the Company's network; impersonating another user; damaging or deleting the files of another user. 

  • Uploading, downloading or otherwise transmitting commercial or copyright material in violation of the author's or owner's intellectual property rights. 

  • Using any work email address to place personal orders for goods and/or services or to sell private goods and/or services. 

  • Without specific authority from a Director or as required by law revealing or publicising confidential or proprietary information, including business and marketing plans, product development or financial data (relating to the Company, a client or a supplier); or any individual's personal data in breach of the Data Protection Principles.

  • Employees are not permitted to use encryption in an attempt to avoid scanning and/or monitoring by the Company. 

  • The use, copying or issue of any photographic image without the prior written consent of the photo subject(s) of such image(s) and/or any copyright owner(s) (or, in the case of minors, their legal guardian(s)). 

  • No games are to be installed or played on Company computer equipment. 

  • Any form of on-line or telephone gambling from the Company's premises is prohibited at all times, including if carried out using personal computing equipment or telephones. 

The examples set out above are illustrative and do not constitute an exhaustive list. 

Individuals must obtain consent in writing from a Director before making any public comment about the Company or its business.

Computer Viruses

The Company’s computers are vulnerable to viruses and virus protection software has been installed. Therefore, only duly authorised personnel have the authority to load program software onto the network system and re-configuring or disabling the virus protection software is prohibited. Data compatible with the Company’s system may be loaded only after being checked for viruses by an authorised person. Any employee found to be contravening this may face disciplinary action under the Company’s disciplinary procedure.

Monitoring of Communications

  • The Company reserves the right to determine the suitability of any information received or sent via the internet or via email using the Company's computer equipment; or the suitability of any communication received or sent via the Company's telephone, fax or other communications systems; or any system for which the Company pays the bills of the provider. 

  • All employees need to be aware that internet and email usage on Company equipment will be subject to monitoring for security and management purposes (which include ensuring that the requirements of this "Acceptable Use" policy are not being breached and that the equipment is being used efficiently for approved uses). 

  • Monitoring will generally be directed at the assessment of traffic volumes and will take the form of spot checks or audits rather than be carried out continuously. Monitoring will normally be targeted at an area of identified risk or where a particular problem has been indicated. 

  • Additional monitoring may be undertaken where the Company suspects misconduct including unauthorised use for personal purposes of the Company's internet, email or telephone facilities; or criminal activity. The Company reserves the right in these circumstances to monitor and/or record the content of computer, fax or telephone communications including personal communications. In addition, in the employee's absence from work due to sickness, holiday or otherwise, it may be necessary to check his or her email inbox to ensure that the Company responds correctly to any business messages received. 

  • In light of the above, it is important for each employee to be aware that the content of any communication made or received via the Company's computer, telephone or any other communication system is not to be regarded as being completely confidential. Accordingly, employees should not communicate sensitive or personal information via the Company's electronic equipment if they would not wish it to be read by a third party.

Contravention of this policy

Failure to comply with any of the requirements of this policy is a disciplinary offence and may result in disciplinary action being taken under the Company’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in the employee’s summary dismissal. 

Any employee unsure as to the acceptability of a specific example of telephone, internet and/or email use should obtain clarification from a Director before proceeding.

code of good practice

Misuse of business computers and other electronic equipment, whether intentional or not, may have serious and sometimes criminal consequences. 

  • Misuse of equipment may also lead to technical difficulties such as systems being overloaded, virus infection occurring or the destruction of software. 

  • Accordingly, each employee should: 

  • Disclose any message or material which is believed to be inappropriate or which makes the employee feel uncomfortable. 

  • Report any computer, email or internet difficulties. Seek advice whenever there is any doubt. 

  • Ensure that any allocated password is kept safe and not disclosed to any unauthorised person. 

  • Ensure that only authorised and approved software is loaded on to the Company's computer equipment. 

  • Ensure that all laid down virus checks, automatic software updates and data security backup routines are implemented correctly and in good time. 

  • In respect of email use, the following should be adopted: 

  • Consider whether email is the correct and appropriate medium for the communication being sent or received and that messages are being sent to the correct address. 

  • When an employee is out of the office the "out of office" system needs to be activated to alert people sending emails to the employee that they are not being read. Alternatively, arrange for all emails received in the inbox to be forwarded. 

    Consider carefully the content of each email as the contents may have legal effect and bind the Company if, e.g. any defamatory statement has been made about any individual or organisation. 

  • Do not issue trivial emails or emails addressed to large groups as this may cause backlog on the system. 

  • Print off and file all business related emails that are contractually binding in the same way as would occur with letters or memos. 

  • Where appropriate, seek separate confirmation that emails have been delivered correctly and securely. 

  • Practice good housekeeping and regularly archive emails and/or empty the recycle bin at regular intervals. 

  • A colleague's emails may only be accessed provided that this action has been expressly authorised. 

  • Always think very carefully and check that everything including the careful proof reading of emails is in order before pressing the 'send' button - the action is irreversible! 

Internet - employees must check when downloading any material from the internet that the owner's copyright or other rights are not being infringed. Should there be any doubt in this regard the employee should seek guidance from the originator of the material or from a Director of the Company. 

Social Media – employees must exercise great care when using social media and ensure that when using any social media, they comply fully with all of the rules and requirements set out above.