For any solar queries please write at firstname.lastname@example.org
IT AND COMMUNICATIONS SYSTEMS POLICY
ABOUT OUR POLICY
- Our IT and communications systems are intended to promote effective communication and working
practices within our organization. This policy outlines the standards you must observe when using
these systems, the circumstances in which we will monitor your use, and the action we will take if
these standards are not met.
- This policy applies to all employees, officers, consultants, third party contractors/vendors, volunteers,
interns, casual workers, agency workers and anyone who has access to our IT and communications
- Misuse of IT and communications systems can damage the business and our reputation. Breach of
this policy may be dealt with under our disciplinary procedure and, in serious cases, may be treated
as gross misconduct leading to summary dismissal.
- This policy does not form part of any employee's contract of employment and we may amend it at
PERSONAL RESPONSIBILITY FOR THE POLICY
- Our IT Department has overall responsibility for the effective operation of this policy and for ensuring
compliance with the relevant statutory framework. Day-to-day responsibility for operating the policy
and ensuring its maintenance and review has been assigned to the Head of the IT Department and
the Legal Department.
- Managers have a specific responsibility to ensure the fair application of this policy and all members
of staff are responsible for their supporting colleagues and ensuring itssuccess.
- The IT Department will deal with requests for permission or assistance under any provisions of this
policy, and may specify certain standards of equipment or procedures to ensure security and
EQUIPMENT SECURITY AND PASSWORDS
- You are responsible for the security of the equipment allocated to or used by you, and must not
allow it to be used by anyone other than in accordance with thispolicy.
- You are responsible for the security of any computer terminal used by you. You should lock your
terminal or log off when leaving it unattended or on leaving the office, to prevent unauthorized users
accessing the system in your absence.
- Anyone who is not authorized to access our network will be allowed to access internet only via the
Company guest network.
- Anyone who is required to work on a Company device will be allowed to work under the supervision
of the Company authority only.
- Desktop PCs and cabling for telephones or computer equipment should not be moved or tampered
with without consulting the IT Department.
- You should use passwords on all IT equipment, particularly items that you take out of the office. You
must keep your passwords confidential and change them regularly. You must not use another person's
username and password or make available or allow anyone else to log on using your username and
password unless authorized by Head of department. On the termination/retirement of employment, you must provide details of your passwords to the IT Department and return any equipment, key
fobs or cards.
- If you have been issued with a laptop, tablet computer, Black Berry, smart phone or other mobile
device (“Business Device”), you must ensure it is kept secure at all times, especially when travelling. Passwords must be used to secure access to data kept on such equipment to ensure confidential data
are protected in the event of loss or theft. Please be aware that when using Business Devices away
from the workplace, documents may be read by third parties, for example, passengers on public
- If you lose any of your Business Device(s) or it isstolen, you must immediately inform the Head of your
concerned department and IT department. In case of unavailability of Head of your concerned
department, you must inform the concerned Admin department and also the ITdepartment
DATA SECURITY AND SYSTEMS
- You should not delete, destroy or modify existing systems, programs, information or data except as
authorized in the proper performance of your duties.
- You must not download or install software from external sources without authorisation from the IT
Department. This includes software programs, instant messaging programs, screensavers, photos, video clips and music files. Any external files and data should always be virus-checked by the IT
Department before they are downloaded. If in doubt, staff should seek advice from IT Department.
- You must not attach any external device such as USB flash drive, MP3 player, tablet, smartphone or
other similar device, whether connected via the USB port, infra-red connection or in any other way
without authorization from the IT Department.
- The Company uses Google Apps for basic suite for email and Google services. The emails are
automatically scanned for viruses by Google. You should exercise particular caution when opening
unsolicited emails from unknown sources or an email which appears suspicious. You must inform the
IT Department immediately if you suspect your computer may be infected by virus. The IT
department reserve the right to delete or block access to emails or attachments in the interests of
- You should not attempt to gain access to restricted areas of the network, or to any password- protected information, except as authorized in the proper performance of yourduties.
- You must be particularly vigilant if you use the Company IT equipment outside the workplace and take
such precautions to protect it from viruses. The system contains information which is confidential
and/or subject to data protection legislation. Such information must be treated with extreme care
and in accordance with our IT Code ofConduct.
- Although email is a vital business tool, you should always consider if it is the appropriate method for
a particular communication. Correspondence with third parties by email should be written as
professionally as a letter. Messages should be concise and directed only to relevant individuals. The
disclaimer is already included by the Company e-mail administrator. Hard copies of emails if required, should be maintained appropriately. If you receive any suspicious e-mails, you should not open any
attachments or click on any link and must immediately inform the ITdepartment.
- As a best practice, you should access your emails regularly, stay in touch by remote access when
travelling in connection with business, and use an out of office response when away from the office
for more than a day. You should endeavour to respond to emails marked "high priority" at the
- You must not send abusive, obscene, discriminatory, racist, harassing, derogatory, defamatory, pornographic or otherwise inappropriate emails. Anyone who feels that they are being or have been
harassed or bullied, or is offended by material received from a colleague via email, should inform the
Head of the Human Resources Department
- You must take care with the content of all email messages, as incorrect or improper statements can
give rise to claims for discrimination, harassment, defamation, breach of confidentiality or breach of
contract. Remember you have no control over where your email may be forwarded by the recipient. Avoid saying anything which would cause offence or embarrassment if it were forwarded to
colleagues or third parties, or found its way into the publicdomain.
- Email messages are required to be disclosed in legal proceedings in the same way as paper
In general, you should not:
1) Send, forward or read private emails at work which you would not want a third party toread.
2) Send or forward chain mail, junk mail, cartoons, jokes orgossip.
3) Contribute to system congestion by sending trivial messages, copying or forwarding emails to those
who do not have a real need to receive them, or using "reply all" unnecessarily on an email with a
large distribution list.
4) Sell or advertise using our communication systems or broadcast messages about lost property, sponsorship or charitable appeals.
5) Agree to terms, enter into contractual commitments or make representations by email unless
appropriate authority has been obtained. A name typed at the end of an email is a signature in the
same way as a name written at the end of a letter.
6) Download or email text, music or any other content on the internet which is subject to copyright
protection, unless it is clear the owner of such works allowsthis.
7) Send messages from another person's email address or under an assumed name.
8) Send confidential messages via email or the internet, or by other means of external communication
which are known not to be secure.
- If you receive an email in error you must inform thesender
- Do not use your own personal email account to send or receive email for the purposes of our
business. Use only the email account we have provided for you.
- We do not permit access to web-based personal email owing to additional securityrisks
USING THE INTERNET
- Internet access is provided primarily for business purposes.
- When a website is visited, devices such as cookies, tags or web beacons may be employed to enable
the site owner to identify and monitor visitors. If the website is of a kind described in Paragraph 9.1, such a marker could be a source of embarrassment to the visitor and us, especially if inappropriate
material has been accessed, downloaded, stored or forwarded from the website. Such actions may
also, in certain circumstances, amount to a criminal offence if, for example, the material is
pornographic in nature. This is further considered under Paragraph9.
- You must not access any web page or download any image, document or other file from the internet
which could be regarded as illegal, offensive, discriminatory, in bad taste or immoral. Even web
content which is legal in your country may be in sufficient bad taste to fall within this prohibition. As
a general rule, if any person (whether intended to view the page or not) might be offended by the
contents of a page, or if the fact that our software has accessed the page or file might be a source of
embarrassment if made public, then viewing it will be a breach of this policy.
- Except as authorized in the proper performance of your duties, you must not under any
circumstances use our systems to participate in any internet chat room, post messages on any
internet message board or set up or log text or information on a blog or wiki, even in your own time.
- The following must never be accessed from our network for personal purposes: online radio, audio and
video streaming, instant messaging, webmail such as Gmail or Hotmail and social networking sites
(including, but not limited to, Facebook, Twitter, YouTube, Google+, Instagram, SnapChat, Pinterest, Tumblr, Second Life). This list may be modified from time totime.
PERSONAL USE OF OUR SYSTEMS
- Personal use must meet the following conditions:
1) Personal use must not interfere with business or officecommitments.
2) Personal emails should be avoided from the Company e-mail address.
3) Personal use must not commit us to any marginal costs.
4) Personal use must comply with this policy (see in particular Paragraph 5 and Paragraph 6) and our
other policies including the IT Code of Conduct.
- You should be aware that personal use of our systems may be monitored (see Paragraph 8) and, where breaches of this policy are found, action may be taken under the disciplinary procedure (see
Paragraph 9). We reserve the right to restrict or prevent access to certain telephone numbers or
internet sites if we consider personal use to be excessive.
- Our systems enable us to monitor telephone, email, voicemail, internet usage, file activity and data
transfer. For business reasons, and in order to carry out legal obligations in our role as an employer, use of our systems including the telephone and computer systems, and any personal use of them, may be continually monitored by automated software or otherwise. Monitoring is only carried out to
the extent permitted or as required by law and as necessary and justifiable for business purposes.
- A CCTV system monitors the entry and exit points, common area, emergency exit, data centre, meeting rooms, shop floors, canteen area and all other critical locations of the office, plants, warehouse, branch offices etc., for 24 hours a day. This data is also recorded and it can be retrieved
for investigation purpose
- We reserve the right to retrieve the contents of email messages, internet usage (including pages
visited and searches made), File activity and log monitoring as reasonably necessary in the interests
of the business, including for the following purposes (this list is notexhaustive):
1) To monitor whether use of the email system, the internet and other applications is legitimate and in
accordance with this policy.
2) To find lost messages or to retrieve messages lost due to computerfailure.
3) To assist in the investigation of allegedwrongdoing.
4) To comply with any legal obligation.
Prohibited Use of Our Systems
- Misuse of our telephone or email system, internet, printing devices, mobile/ipad/tab etc will be dealt
with under our disciplinary procedure. Misuse of the internet can in some circumstances be a criminal
offence. In particular, it will usually amount to gross misconduct to misuse our systems by
participating in online gambling, forwarding chain letters, or by creating, viewing, accessing, transmitting or downloading any of the following material (this list is notexhaustive):
1) Pornographic material (that is, writing, pictures, films and video clips of a sexually explicit or arousing
2) Offensive, obscene, or criminal material or material which is liable to cause embarrassment to us or
to our clients or customers.
3) A false and defamatory statement about any person or organization.
4) Material which is discriminatory, offensive, derogatory or may cause embarrassment toothers.
5) Confidential information about us, our business, or any of our staff, clients or customers (except as
authorized in the proper performance of your duties).
6) Unauthorized software.
7) Any other statement which is likely to create any criminal or civil liability (for you or us).
8) Music or video files or other material in breach of copyright.