Safeguards

Use of Email

You are encouraged to use email and the Internet at work as a fast and reliable method of communication with significant advantages for business. However, you need to be careful not to expose either yourself or Shaper/Caper to certain risks and offences that the misuse of these facilities can cause. Staff must ensure that they: • comply with current legislation; • use email and phones in an acceptable way; and • do not create unnecessary business risk to the company by

The following behaviour by staff is considered unacceptable: • use of company communications systems to set up personal businesses or send chain letters; • forwarding of company confidential messages to external locations; • unwarranted and excessive use in work time for personal communications; • distributing, disseminating or storing images, text or materials that might be considered indecent, pornographic, inappropriate, conflicting, obscene or illegal; • distributing, disseminating or storing images, text or materials that might be considered discriminatory, offensive or abusive, in that the context is a personal attack, sexist or racist, or might be considered as harassment; • sending emails that are defamatory and/or knowingly make false statements about Shaper/Caper, your colleagues and/or our customers; • accessing copyrighted information in a way that violates the copyright; • breaking into the company’s or another organisation’s system or unauthorised use of a password/mailbox; • broadcasting unsolicited personal views on social, political, religious or other non-business related matters; this includes Facebook, Twitter and other such social media websites. Staff should always remember that once a message or photo is published on these sites it is in the public domain and cannot be retrieved. • transmitting unsolicited commercial or advertising material; • undertaking deliberate activities that waste staff effort or networked resources; and • introducing any form of computer virus or malware into the corporate network.

Use of Computer Equipment

In order to control the use of Shaper/Caper’s computer equipment and reduce the risk of contamination the following will apply: • The introduction of new software must first be checked and authorised by the Artistic Director before general use will be permitted. • Only authorised staff should have access to Shaper/Caper’s computer equipment. • Only authorised software may be used on any of the Company’s computer equipment. • Only software that is used for business applications may be used. • No software may be brought onto or taken from the Company without prior authorisation. • Unauthorised tampering with the computer equipment will result in disciplinary action.

• Unauthorised copying and/or removal of computer equipment/software will result in disciplinary action, such actions could lead to dismissal. • Computer equipment, including laptops, should not be used for personal use. It is forbidden to install any other programs to a Company computer without the written permission of your Line Manager. These forbidden programs include, but are not limited to, unlicensed software, pirated music, and pornography. The copying of programs installed on the Company computers is not allowed unless you are specifically directed to do so in writing by your Line Manager. • If you are provided with a company MacBook and/or iPad, you must log any changes to log in passwords or security codes on the ‘Device Log Ins’ document stored in the Core Team document library in Teams/OneDrive/Sharepoint. • If you are provided with a company MacBook and/or iPad, you must ensure the ‘Find My’ functionality is enabled. This is to ensure that in the event of an emergency, or should the device be lost or stolen we can always find it and remotely wipe all data from the device. This function will never be used to track your whereabouts.

We trust staff to send occasional personal emails from their Shaper/Caper mailbox as long as such personal use; • does not interfere with their work commitments as the volume of these activities is minimal; or • the content is not unacceptable as set out above.

Telephone Calls/Mobile Phones

Similarly, we are willing to allow staff at work to take and receive occasional personal phone calls or other communications on Shaper/Caper phones as long as such personal use; • is for short communications; and • if resulting in significant cost (e.g. high-tariff numbers or overseas calls) then Shaper/Caper will be reimbursed.

Use of personal phones or other forms of mobile communication by staff when at work should be restricted to urgent communication and be kept as brief as possible if not within lunch breaks. Shaper/Caper will not accept personal phone use that; • is frequent – including regular checking for personal emails or other communications; • Is used to frequently to access social media etc. • disturbs other staff; or • is unacceptable behaviour (see above).

Internet Policy

Use of the internet by staff of Shaper/Caper is permitted where such use supports the goals and objectives of the business.

However, staff must ensure that they: • comply with current legislation; • use the internet in an acceptable way; and • do not create unnecessary business risk to the company by their misuse of the internet

In particular, the following is deemed unacceptable use or behaviour by staff: • Visiting internet sites that contain obscene, hateful, pornographic, inappropriate or otherwise illegal material. • Using the computer to perpetrate any form of fraud, or software, film or music piracy. • Causing to bring viruses, trojans or other damaging software into the systems of Shaper/Caper. • Using the internet to send offensive or harassing material to other users. • Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such licence. • Hacking into unauthorised areas that you do not have permission (either explicitly or implied) to access • Publishing defamatory and/or knowingly false material about Shaper/Caper, your colleagues and/or our customers on social networking sites, ‘blogs’ (online journals), ‘wikis’ and any online publishing format. • Revealing confidential information about Shaper/Caper in a personal online posting, upload or transmission - including financial information and information relating to our customers, business plans, policies, staff and/or internal discussions. • You must not ‘friend’ a young person under 18 that you come into contact with through our activities on social media – please refer to our Social Networking Policy • Undertaking deliberate activities that waste staff effort or networked resources.

Any member of staff who is thought to be in breach of this trust may have their personal use curtailed or in the event of unacceptable behaviour face disciplinary procedure.

Monitoring

The company maintains the right to examine any systems and inspect any data recorded in those systems. In order to ensure compliance with this policy, the company also reserves the right to use monitoring software in order to check upon the use and content of emails or the volume of internet and network traffic, together with the internet sites visited. Such monitoring is for legitimate purposes only and will be undertaken in accordance with a procedure to ensure that the above policy is being adhered to.

Sanctions

Where it is believed that a member of staff has failed to comply with this policy, they will face the company’s disciplinary procedure. If the member of staff is found to have breached the policy, they will face a disciplinary penalty up to and including to dismissal. The actual penalty applied will depend on factors such as the seriousness of the breach and the member of staff’s disciplinary record.

Agreement

All company staff, contractors or temporary staff who have been granted the right to use the company’s internet access are required to confirm that they understand and accept this policy.