This policy is applicable to all employees.
1.0 Acceptable use of ITC
The primary purpose for a user to have access to ITC facilities is to enhance the efficiency and effectiveness of that user’s work for Exclusive Services.
Therefore, Exclusive Services ITC facilities must only be used for legitimate business purposes, personal use is prohibited unless specifically authorised
2.0 Unacceptable use of ITC
2.1 Exclusive Services ITC facilities must not be used to view, create, access, and download or publish material that is:
Pornographic / Racist/ offensive/ derogatory / Obscene / Bullying /Violent / Fraudulent / cause harassment to others / Confidential
2.2 It is also unacceptable to use Exclusive Services ITC facilities for:
Gambling/ Shopping / Gaming / Instant Messaging /Peer to Peer (P2P) /Personal web mail / Publishing or creating personal websites/Chat rooms
3.0 ITC E-mail Policy
Exclusive Services considers email as an important means of communication and conveying a professional image and therefore delivering good customer service.
Therefore Exclusive Services wishes employees to adhere where possible to the following guidelines:
3.1 ITC E-mail Security
- External email signatures must include employees name, job title and the company name. Spell checks all emails before sending.
- Avoid sending unnecessary attachments.
- Avoid writing emails in capitals.
- Mark emails as important only if they really are important.
- Delete any email messages that you do not need.
3.2 ITC E-mail Personal use
Do not use Exclusive Services email system for anything other than legitimate business purposes.
3.3 ITC Email accounts
All email accounts maintained on the email systems are the property of Exclusive Services. Any Network passwords should not be given to other people and should be changed at least once a month.
3.4 ITC E-mail Information Security Policy
DISCLAIMER The following disclaimer will be added to each outgoing email:
'This email and any files transmitted with it are confidential and intended solely for
the use of the individual or entity to whom they are addressed. If you have received
this email in error please notify the system manager. Please note that any views or
opinions presented in this email are solely those of the author and do not necessarily
represent those of the Exclusive Services. Finally, the recipient should check this
email and any attachments for the presence of viruses. That Exclusive Services accepts no liability for any damage caused by any virus transmitted by this email.'
Emails sent with any libelous, defamatory, offensive, racist or obscene remarks, will render the sender and Exclusive Services liable.
If the sender unlawfully forwards/ copy messages without permission, the sender and Exclusive Services can be held liable for copyright infringement.
If an employee sends an attachment that contains a virus, the sender and Exclusive Services can be held liable.
Therefore, in order to minimise the legal risks to both you and Exclusive Services, it is advisable not to:
- Send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
- Forge/ attempt to forge email messages.
- Disguise/attempt to disguise identity when sending mail.
- Send email messages on another person’s email account.
4.0 ITC Internet usage policy
The purpose of this policy is to ensure appropriate use of the Internet facilities and make employees aware of what Exclusive Services deems as acceptable and unacceptable use of the Internet
Exclusive Services reserves the right to amend this policy at its discretion. This policy is applicable to all Exclusive Services employees.
4.1 ITC Internet Legal risks
If a user views, creates, accesses, downloads or publishes material that is pornographic, libellous, defamatory, offensive, racist or obscene, the user and Exclusive Services can be held liable.
If a user unlawfully views, creates, accesses, downloads or publishes confidential or personal information, the user and Exclusive Services can be held liable.
If a user unlawfully or without permission views, creates, accesses download or publish material that is copyrighted, the user and Exclusive Services can be held liable for copyright
5.0 ITC Security Policy
All Exclusive Services ITC systems are protected by virus detection software. This software must be operational at all times and never deactivated by the users. Any detected viruses must be reported.
All software must be virus checked before it is copied to any Exclusive Services personal computer, server, or laptop.
Personal software should not be loaded onto Exclusive Services, personal computers, servers, or laptops under any circumstances.
Computer equipment must not be used for any personal or private work.
Computers must not be left unattended, logoff your computer when you leave
your desk, power off your computer when you finish work (in line with energy efficiency) .
5.1 ITC Network Access
The following must not be stored on any ITC network drives:
• Information that is not related to the business.
• Pornographic, offensive, derogatory or discriminatory material.
• Unauthorised/illegal software.
• Non-business images or executable files/programs.
• Games or non-business applications.
5.2 ITC Passwords
Exclusive Services Passwords must not be disclosed to anyone, in a way, which would allow the password to become known to unauthorised system users.
The use of another user’s Login ID and password is strictly forbidden.
Login information setup is specific to the user the login was created for and must not be shared with other users.
Employees will be held liable for any misuse of a computer resulting from
the use of their Login ID and password.
