1. Objective of the policy
1.1 This policy describes the Company’s guidelines with regard to access to and disclosure of electronic mail messages sent or received by employees with use of the e-mail system. The company respects the individual privacy of its employees. However, employee privacy does not extend to the employee’s work-related conduct or to the use of Company-provided equipment or supplies. All employees should be aware that the following guidelines might affect their privacy in the workplace.
1.2 In all circumstances, the use of any and all telephonic and electronic mail messages or communication by employees shall be considered and regarded as and for business use only.
2. Right to access of information
2.1 The electronic mail system has been installed to facilitate business communications. Although each employee has an individual password to access this system, it belongs to the Company and the contents of e-mail communications are accessible at all times by the New Vaal Motors Franchise Executive, for any business purpose.
2.2 These systems may be subject to periodic unannounced inspections, and should be treated like other shared filing systems. All system passwords and encryption keys must be available to Company management, and employees may not use passwords that are unknown to their supervisors or install encryption programs without turning over encryption keys to the supervisor.
2.3 All e-mail messages are Company records. The contents of e-mail, properly obtained for legitimate business purposes, may be disclosed within the Company without an employee’s permission. Therefore, employees should not assume that messages are confidential.
2.4 Back-up copies of e-mails may be maintained and referenced for business and legal reasons.
3. Personal use of email
3.1 Because the company provides the electronic mail system to assist employees in the performance of their duties, they should use it for official Company business only.
3.2 Incidental and occasional personal use of e-mail is permitted, but these messages will be treated in the same manner as other business messages. The company reserves the right to access and disclose as necessary all messages sent over its e-mail system, without regard to content.
3.3 Since personal messages can be accessed by the New Vaal Group Franchise Executive without prior notice, employees should not use e-mail to transmit any messages they would not want read by a third party. For example, e-mails should not be used for gossip, including personal information about yourself or others, for forwarding messages under circumstances likely to embarrass the sender, or for emotional responses to business correspondence or work situations.
3.4 In any event, employees should not use these systems for such purposes as soliciting or advertising for commercial ventures, religious or personal causes or outside organizations or other similar, non-job-related solicitations.
3.5 If the New Vaal Group Franchise Executive discovers misuse of the e-mail system, the offender will be subject to disciplinary action up to and including termination of the employment contract once due process has been followed.
4. Content prohibited in email communications
4.1 Employees may not use the e-mail system in any way that may be seen as insulting, disruptive, or offensive by other persons, or harmful to morale. Examples of forbidden transmissions include sexually-explicit messages, cartoons or jokes, unwelcome propositions or love letters, ethnic or racial slurs, or any other message that can be construed to be harassment or disparagement of others based on, inter alia, their sex, race, sexual orientation, age, national origin, or religious or political beliefs.
4.2 Access to and receipt of any pornographic material of any nature whatsoever is strictly prohibited.
4.3 Use of the Company-provided e-mail system in any manner in violation of this guideline will result in disciplinary action and shall be considered to be a dismissible offence.
5. Password and encryption key security and integrity
5.1 Employees are prohibited from the unauthorized use of passwords and encryption keys of other employees to gain access to other employees’ e-mail messages.
6. Corporate company guideline
6.1 Acceptable uses of Internet and company e-mail
6.1.1 The company provided Internet and e-mail access are intended to be for business use only. The company encourages the use of the Internet and e-mail to make communication more efficient and effective. However, Internet service and e-mail are company property and their purpose is to facilitate company business.
6.1.2 Every staff member has a responsibility to maintain and enhance the company’s public image and to use company e-mail and access to the Internet in a productive manner. To ensure that all employees are responsible, the following guidelines have been established for using e-mail and the Internet.
6.1.3 Any improper use of the Internet or e-mail is not acceptable and will not be permitted.
6.2 Unacceptable uses of the Internet and company e-mail
6.2.1 The company e-mail and Internet access may not be used for transmitting, retrieving or storage of any communications of a discriminatory or harassing nature or materials that are obscene or pornographic.
6.2.2 Harassment of any kind is prohibited. No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted.
6.2.3 No abusive, profane or offensive language is to be transmitted through the company’s e-mail or electronic business systems.
6.2.4 Electronic media may also not be used for any other purpose which is illegal or against company policy or contrary to the company’s best interest.
6.2.5 Solicitation of non-company business or any use of the company e-mail or Internet for personal gain is prohibited.
6.3 Communications
6.3.1 Each employee is responsible for the content of all text, audio or images that they place or send over the company’s e-mail/Internet system. No e-mail or other electronic communications may be sent which hides the identity of the sender or represents the sender as someone else or someone from another company. All messages communicated on the company’s e-mail/Internet system should contain the employee’s name.
6.3.2 Any messages or information sent by an employee to another individual outside of the company via an electronic network (e.g. bulletin board, online service or Internet) are statements that reflect on the company. While some users include personal “disclaimers” in electronic messages, there is still a connection to the company, and the statements may be tied to the company.
6.3.3 All communications sent by employees via the company’s e-mail/Internet system must comply with this and other company policies and may not disclose any confidential or proprietary company information, and shall at all times be subject to the level of authority of the employee concerned to transact for and on behalf of the company.
6.3.4 The company shall not accept any liability of the employee for any communication to third parties in breach of this policy as such communication shall be considered and regarded to be outside the course and scope of the employee’s normal duties with the company. The employee shall also be subject to disciplinary action in such an event.
6.4 Software
6.4.1 To prevent computer viruses from being transmitted through the company’s e-mail/Internet system, no unauthorized downloading or any unauthorized software shall be permitted. All software downloaded must be registered to the company. Employees should contact management if they have any questions in this regard.
6.5 Copyright Issues
6.5.1 Employees on the company’s e-mail/Internet system may not transmit copyrighted materials belonging to entities other than this company. All employees obtaining access to other companies’ or individuals’ materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials, except with permission, or as a single copy for reference purposes only. Failure to observe copyright or license agreements may result in disciplinary action up to and including termination of the employment contract.
6.6 Security
6.6.1 The company routinely monitors usage patterns for its e-mail/Internet communications. The reasons for this monitoring are many, including cost analysis/allocation and the management of the company’s gateway to the Internet. All messages created, sent, or retrieved over the company’s e mail/Internet are the property of the company and should be considered public information. The company reserves the right to access and monitor all messages and files on the company’s e-mail/Internet system. Employees should not assume that electronic communications are totally private and should transmit highly confidential data by any alternative means.
6.7 Violations
6.7.1 Any employee who abuses the privilege of company facilitated access to e-mail or the Internet will be subject to corrective action up to and including termination of the employment contract. If necessary, the company also reserves the right to advise appropriate legal officials of any illegal activities by offenders. It is the employee’s responsibility to contact management should he / she have any queries.