Effective from May 2023

Approved by: Chief Executive Officer

At a Glance

Email and internet facilities may only be used for business-related communications and purposes. If employees view or download material from the internet other than for business purposes, Five Good Friends may take disciplinary action. Employees will be liable to be dismissed in cases of serious or repeated misuse.

Scope

This policy will apply when an employee uses the internet and email supplied by Five Good Friends regardless of whether the use is in the office or off-site.

Objective

To provide clear guidance to Five Good Friends employees on the organisation's expectations in using email and the internet when at work.

Definitions

• N/A

Policy Statement

• All employees will use the internet and email in accordance with the Five Good Friends Code of Conduct, which specifies what is and is not acceptable online behaviour.
• Email is not private and may be reviewed by the Five Good Friends Management Team. While there is no intention to ‘snoop’, Five Good Friends is legally responsible for all email communications and will review internal emails as necessary.
• It must be remembered that email, unlike internal telephone calls, creates a permanent written record of the communication. A manager must approve emails containing commercially sensitive material to customers, suppliers and government agencies. When there is doubt it should not be sent.
• Employees should never download material subject to copyright from the internet, such as computer software. When there is doubt employees should seek the advice of the IT Team.
• No person may, in any circumstances, send an email in the name of another person without the other person’s express permission.
• If employees access or attempt to access another employee’s email or other computerised records on our system without authority, they will breach the Five Good Friends Code of Conduct and Privacy Policy and risk dismissal.