Communications Policy

Also included in Staff Handbook

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This is a Communications Policy for using the Internet, social networks, instant messaging, blogs, email and telephone by all workers within an organisation where Internet and email use is well-established.

This policy will guard against the loss of productivity when resources are used for personal purposes at inappropriate times. It will also minimise the risk of employers' liability for discrimination claims where, for example, inappropriate emails (and other communications) are sent to other workers.

This policy sets out detailed provisions that allow Internet use during rest or break periods. This policy also recognises that employees may want to use email for personal use and therefore encourages using web-based email systems to avoid using organisation email accounts for personal purposes. The policy allows the employer to monitor the use of resources. This policy still prohibits employees from accessing unsuitable websites or services at any time.

The policy is drafted so that a named individual within the organisation has overall control of the policy and serves as a point of reference.

This policy is drafted to comply with the following relevant Acts and Codes:

• General Data Protection Regulation (GDPR)
• The Employment Practices Data Protection Code, Part 3
• The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 (TICR)

We regularly update this policy to reflect technological and legal developments.

Clauses in this policy:

• Minor Breaches
• Major Breaches
• Monitoring
• Usernames and Passwords
• Internet Usage
• Social Networking Sites & Data
• Personal Social Media
• Password Protected Areas
• Email Usage Guidelines
• Emails are Permanent
• Proper Deletion of Emails
• Email Signature File
• Email Etiquette
• Third-Party Products, Software & Apps
• Downloads and Attachments
• Transportation and Security
• Organisation Access
• Telephone Use
• Mobile Phone Use
• Authority
• Date of Implementation
• Questions
• Alteration of this Policy

This policy will help to increase productivity in the workplace. It will also reduce the risk of claims against employers where communication tools have been used to discriminate against or harass other employees or third parties. The policy has been carefully drafted for organisations where the use of the Internet and email is well-established and where it makes sense to regulate that use rather than prevent it.

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