Internet acceptable use policy

INTERNET ACCEPTABLE USE POLICY

Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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CONTENTS Page 1.

1.1 1.2

Administration Policies Purpose of Policy Scope of Policy

3 3 3

2.

2.1 2.2 2.3 2.4 2.5 2.6 2.7

The Policy Primary Usage Secondary Usage Access to Online Resources Inappropriate Usage Use Outside of Work Failure to Comply Internet User Agreement

3 3 4 4 4 5 6 7

Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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1.

Administration Policies

1.1 Purpose of Policy The primary rationale for Internet access is advancement of the goals of the company. In some circumstances, there is no alternative method of transacting the company’s business.

Access to the Internet by employees is a privilege, not a right, and therefore must be used with respect and in accordance with the policies and objectives of the company.

The purpose of this policy is to define appropriate and inappropriate Internet access, to safeguard the company’s interests as well as minimise disruption to services and activities.

1.2 Scope of Policy This policy applies to all Internet access methods owned by the company, all account users / holders (both temporary and permanent), and all company records.

2.

The Policy

2.1 Primary Usage As an employee, your primary and overriding rationale for using an Internet connection is the performance of your role in advancing the business of the company. This could include, but is not limited to:    

Communication with, and providing service to, clients and customers.

Conducting the business of your department Communicating with other employees for work-related purposes Gathering information relevant to your duties or to expand your expertise.

Access to the Internet is controlled through individual accounts and passwords.

Each user of the company’s systems is required to read and sign a copy of this Internet Acceptable Use Policy prior to receiving an Internet-enabled account. It is the responsibility of the employee to protect the confidentiality of their account and password information.

Internet access will be terminated when the employee or third party terminates their association with the company, unless agreed otherwise. The company is under no obligation to provide Internet access using its systems, after the term of employment has ceased.

Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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2.2 Secondary usage This is defined as any personally initiated online activity (including e-mail and Internet access) that is conducted for purposes other than those listed above. It is limited by the following considerations:       

It shall not cause any additional expense to the company or department.

It shall be infrequent and brief.

It shall not have a negative impact on overall employee productivity.

It shall not interfere with the normal operation of your department or work unit.

It will not compromise your department or the company in any way.

It will be ethical and not contravene acceptable use policies of the company It will not contravene any of the HR Policies or UK Legislation; for example Equal Opportunities, Harassment or Bullying. If in doubt individuals should contact their HR Manager for guidance.

2.3 Access to Online Resources The threat to our network from external attack is significant. For this reason, access to uncategorised online resources may be blocked where these resources are not considered critical to advancement of the company’s business, or where there is a risk of the company’s network being compromised.

Such sites may download spy ware or other malicious software, detrimental to the company’s network or business, and without the user being aware of such an occurrence.

The company deploys controlling software to monitor access and to ensure that Internet resources cannot be accessed freely. Requests to access sites that are blocked should be logged on the IT Helpdesk. The risk to the company’s network will be evaluated before access is approved.

Users who access online resources are expected to comply with normal standards of professional and personal courtesy and conduct.

2.4. Inappropriate usage While some limited personal use is allowed, all prohibitions described within the company’s acceptable use and security policies remain fully in force. For example, limited personal use does not include:  Use of online resources for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of a computer virus) Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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

       

Use of web sites or other resources containing sexual or illegal material, or material which is offensive or may contravene Tulip Ltd policies, or which offer access to online gambling resources must not be visited, viewed or downloaded Subscription to social networking sites bulletin boards, newsgroups, chat rooms or any other internet service without prior authorisation, in writing, from a senior manager Downloading of software from any site onto Tulip Ltd systems. This activity is prohibited unless authorisation is received from senior management.

Use of online resources in any way that violates the company’s policies or rules Viewing, copying, altering or deleting resources or files belonging to the company or another individual without authorised permission.

Providing internal network access to any other users.

Using corporate resources for personal commercial gain.

Misrepresenting the company brand for your own gain.

Using your account to gain unauthorized access to external networks and systems.

2.4.1 Use of Avatars An avatar is a graphical representation of a computer account holder. While avatars depicting animations are not allowed within our Company Directory and SharePoint environments, it is acceptable to store a photographic image as your directory photograph. Photographs must comply with the following:   

Photographs must be an accurate ‘passport style’ photographic representation of the account holder only They must be a maximum size of 96 x 96 pixels Photographs must not contain material which may:  be considered in any way detrimental to the business, its products and services or its reputation;  be considered offensive;  communicate sarcasm or derision;  be intended to belittle or ridicule a person or group;  disgust the viewer;  be potential infringements of copyright.

The company reserves the right to monitor the use and suitability of photographs, and to remove without reference any photograph which breaches these rules.

Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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It is the responsibility of line managers to police usage by their employees, and to work with HR as appropriate to handle issues. IT will provide reports on request, detailing access to online resources, for the purpose of ensuring compliance with this policy.

It is the responsibility of line managers to police usage by their employees, and to work with HR as appropriate to handle issues. IT will provide reports on request, detailing access to online resources, for the purpose of ensuring compliance with this policy.

2.5 Use outside of Work We recognise that in their private time and using their own equipment employees may wish to publish content on the internet. Any content posted to the internet, which potentially identifies you as an employee of the company and or in which you discuss your work or anything related to the company and its business, customers or staff should be consistent with your duties as an employee, your contract of employment and the company’s policies and procedures.

If you have or intend to create a personal blog, website, Facebook entry or participate or intend to participate in any on-line social or business networking forum, which identifies that you work for the company, you should report this to your line manager. If a blog or any remark posted to the internet in any way, identifies you as working for the company you should add a disclaimer such as “These are my personal views and not those of Tulip Ltd”. However a disclaimer may not stop disciplinary action being taken if the company believe you have a committed an act of misconduct.

The following matters will be considered as gross misconduct capable of leading to summary dismissal (this list is not exhaustive): 

Revealing confidential information about the company in a personal online posting. This might include revealing information relating to the company’s clients, business plans, policies, staff, financial information or internal discussions. Employees should consult their line managers if they are not sure if something is confidential;



Criticising or embarrassing the company, its customers, Suppliers or its staff in a public forum (including any website). Employees should respect the reputation of the company and the privacy and feelings of others at all times. If any employee has a genuine complaint about a colleague or a workplace matter the correct procedure is to raise a grievance using the company’s grievance procedure.



For Workers; Breaches of the Bullying and Harassment or Equal Opportunities policy

Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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2.6 Failure to Comply Violations of this policy will be treated in accordance with the company’s disciplinary procedure. Allegations of misconduct will be reviewed according to established procedures. Sanctions for inappropriate Internet access on the company’s systems and services may include, but are not limited to, one or more of the following:   

Temporary or permanent revocation of internet access Disciplinary action according to applicable company policies up to and including termination of employment Legal action according to applicable legislation and contractual agreements.

Employee Handbook Policy Name Issue Number: Issue Date: Issued by/Author:

Internet Acceptable Use Policy 6.0 30/09/2015 K Wilkins, Group HR Director

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