Internet, Email
and Social
Media Policy

Internet, Email and Social Media Policy

1. INTRODUCTION

This policy sets out the obligations and expectations on employees of APT Apprenticeships (APT) which is a trading name of APT Health & Safety Training Solutions Ltd including contractors and temporary staff, who use the APT’s IT facilities. These facilities are provided to assist with day to day work. It is important that they are used responsibly, are not abused, and that individuals understand the legal, professional and ethical obligations that apply to them.

2. AUTHORISATION

No person is allowed to use APT’s IT facilities who has not previously been authorised to do so by APT IT Department or their Line Manager. Unauthorised access to IT facilities is prohibited and may result in either disciplinary action or criminal prosecution.

3. LEGISLATION

All users shall comply with all current relevant legislation. This includes (but may not be restricted to) the following:

DATA PROTECTION ACT 1998 / THE GENERAL DATA PROTECTION REGULATIONS (GDPR)

Any personal information on an individual which APT holds is covered by this legislation. This includes emails too. If you receive a subject access request you should refer this immediately to your line manager.

Users need to be sure that they are not breaching any data protection rules when they store or use information and when they write and send emails. This could include but is not limited to:

  • Using data which has not been kept up-to-date.
  • Passing on or processing personal information about an individual without their consent.
  • Keeping personal information longer than necessary.
  • Sending personal information outside the country.

If any breach of data protection rules is discovered such as the leaking or hacking of personal or sensitive data, this should be reported immediately to your line manager, and any immediate action should be taken to close down such leaks. Your line manager will ensure this is properly investigated and the appropriate reporting actions taken if necessary.

COMPUTER MISUSE ACT 1990

This Act makes it an offence to try and access any computer system for which authorisation has not been given.

COPYRIGHT DESIGN AND PATENTS ACT 1988

Under this Act it is an offence to copy software without the permission of the owner of the copyright.

DEFAMATION ACT 1996

Under this Act it is an offence to publish untrue statements which adversely affect the reputation of a person or group of persons.

TERRORISM ACT 2006

This Act has makes it a criminal offence to encourage terrorism and/or disseminate terrorist publications.

TELECOMMUNICATION REGULATIONS 2000

This allows for any organisation to monitor or record communications (telephone, internet, email, and fax) for defined business-related purposes.

4. RESPONSIBILITIES

All Users are expected to act in a manner that will not cause damage to IT facilities or disrupt IT services. Any accidental damage or disruption must be reported to the IT department or your line manager as soon as possible after the incident has occurred. Users are responsible for any IT activity which is initiated under their username.

5. USE OF INTERNET

Use of the Internet by employees is encouraged where such use is consistent with their work and with the goals and objectives of APT Health & Safety Training Solutions Ltd in mind. Reasonable personal use is permissible subject to the following:

  • Users must not participate in any online activities that are likely to bring APT into disrepute, create or transmit material that might be defamatory or incur liability on the part of APT, or adversely impact on the reputation of APT.
  • Users must not visit, view or download any material from an internet site which contains illegal or inappropriate material. This includes, but is not limited to, pornography (including child pornography), obscene matter, race hate material, violence condoning messages, criminal skills, terrorism, cults, gambling and illegal drugs.
  • Users must not knowingly introduce any form of computer virus into APT’s computer network.
  • Personal use of the internet must not cause an increase for significant resource demand, e.g. storage, capacity, speed or degrade system performance.
  • Users must not “hack into” unauthorised areas.
  • Users must not download commercial software or any copyrighted materials belonging to third parties, unless such downloads are covered or permitted under a commercial agreement or other such licence and approved by APT.
  • Users must not use the internet for personal financial gain.
  • Users must not use the Internet for illegal or criminal activities, such as, but not limited to, software and music piracy, terrorism, fraud, or the sale of illegal drugs.
  • Users must not use the internet to send offensive or harassing material to other users.
  • Use of the internet for personal reasons (e.g. online banking, shopping, information surfing) must be limited, reasonable and done only during non-work time such as lunch-time.
  • Use of gambling sites, online auction sites and other such inappropriate websites is not permissible. If you are in any doubt, you should confirm with your line manager whether a site is permissible or not before accessing the site.
  • Staff may face disciplinary action or other sanctions (see below) if they breach this policy.

6. USE OF EMAIL / INSTANT MESSAGE

Messages sent or received on the APT email / IM system form part of the official records of APT; they are not private property. APT does not recognise any right of employees to impose restrictions on disclosure of such messages within APT. These may be disclosed through legal obligations, as part of legal proceedings (e.g. Tribunals), and as part of disciplinary proceedings. Users are responsible for all actions relating to their IT account including username and password, and should therefore make every effort to ensure no other person has access to their account.

When using APT email / messaging systems, users must:

  • ensure they do not disrupt the APT’s wider IT systems or cause an increase for significant resource demand in storage, capacity, speed or system performance e.g. by sending large attachment to a large number of internal recipients.
  • ensure they do not harm the APT’s reputation, bring it into disrepute, incur liability on the part of the APT, or adversely impact on its image.
  • not seek to gain access to restricted areas of the network or other “hacking activities”; this is strictly forbidden.
  • not use the system for the creation, retention or distribution of disruptive or offensive messages, images, materials or software that include offensive or abusive comments about ethnicity or nationality, gender, disabilities, age, sexual orientation, appearance, religious beliefs and practices, political beliefs or social background. Employees who receive emails / messages with this content from other employees of APT should report the matter to their line manager or supervisor.
  • not send emails / messages that might reasonably be considered by recipients to be bullying, harassing, abusive, malicious, discriminatory, defamatory, and libellous or contain illegal or offensive material, or foul language.
  • not upload, download, use, retain, distribute, or disseminate any images, text, materials, or software which might reasonably be considered indecent, obscene, pornographic, or illegal.
  • not engage in any activity that is likely to:
    • Corrupt or destroy other users’ data or disrupt the work of other users
    • Waste staff effort or APT resources, or engage in activities that serve to deny service to other users
    • Be outside of the scope of normal work-related duties – for example, unauthorised selling/advertising of goods and services
    • Affect or have the potential to affect the performance of damage or overload APT system, network, and/or external communications in any way
    • Be a breach of copyright or license provision with respect to both programs and data, including intellectual property rights
  • not send chain letters or joke emails from a APT account.

Staff who receive improper email from individuals inside or outside APT, should discuss the matter in the first instance with their line manager or supervisor.

Personal use of a APT email / message account is not permitted.

7. EMAIL GOOD PRACTICE

APT has good practice guidelines for dealing with email when staff are out of the office for longer than three days. When activating the “out of office” facility messages should name an alternative member of staff for correspondents to contact if necessary. This will ensure that any important messages are picked up and dealt with within required timescales.

During periods of absence when highly important emails are anticipated, the employee (or manager) should make arrangements for notification and access by another appropriate member of staff.

Where sensitive and confidential information needs to be sent via email for practical reasons, please be aware that email is essentially a non-confidential means of communication. Emails can easily be forwarded or archived without the original sender’s knowledge. They may be read by persons other than those they are intended for.

Users must exercise due care when writing emails to avoid being rude or unnecessarily terse. Emails sent from APT may be interpreted by others as APT statements. Users are responsible for ensuring that their content and tone is appropriate. Emails often need to be as formal and business like as other forms of written correspondence.

Users should delete all unsolicited junk mail, and in the process of archiving emails, users should ensure inappropriate material is not archived.

APT provides a current and up to date automatic virus checker on all networked computers. However, caution should be used when opening any attachments or emails from unknown senders. Users must best endeavour to ensure that any file downloaded from the internet is done so from a reliable source. It is a disciplinary offence to disable the virus checker. Any concerns about external emails, including files containing attachments, should be discussed with the IT / Line Manager.

8. USE OF SOCIAL MEDIA

Many APT employees will already be using social media in their personal lives. When you are not at work, it is, of course, entirely up to you to decide whether and how you choose to create or participate in a social media space or any other form of online publishing or discussion. This is your own business. The views and opinions you express are your own.

However, if you identify yourself as an employee of APT or as being associated with it in any way, you must be mindful of this when participating in social media. We have a responsibility to make you aware that, even where you don’t intend it, you can harm APT’s business and reputation when using social media in a personal capacity, and that breaching this policy outside of work can still result in disciplinary action.

9. LEGITIMATE ACCESS

There may be circumstances where users feel that the nature of their work means that they are required to access or use material prohibited under this policy. If so, this should be discussed with the Line Manager concerned. APT is legally responsible for the content and nature of all materials stored on/accessed from its network.

10. REMOTE USERS

Users may sometimes need to use APT equipment and access the APT network while working remotely, whether from home or while travelling. The standards set out in this document apply to APT employees whether or not APT equipment and resources are being used.

11. MONITORING

All resources of APT, including computers, tablets, phones, external drives, USB drives, email, voicemail etc. are provided for legitimate use. If there are occasions where it is deemed necessary to examine data beyond that of the normal business activity of APT then, at any time and without prior notice, APT maintains the right to scrutinise any systems and inspect and review all data recorded in those systems. This will be undertaken by authorised staff only. This examination helps ensure compliance with internal policies and the law. It supports the performance of internal investigations and assists in the management of information systems.

12. IMPROPER USE PENALTIES

WITHDRAWAL OF FACILITIES

Users in breach of these regulations may have access to APT IT facilities restricted or withdrawn.

DISCIPLINARY ACTION

Breaches of these regulations may be dealt with under APT’s disciplinary procedures. It may lead to termination of employment from APT.

BREACHES OF THE LAW

Where appropriate, breaches of the law will be reported to the police.

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