Underwood Carpenter Employee Handbook - Latest 02 11 16

You should remember that whether you are using the internet and emails for business, personal and
private use, your actions captured via images, posts, or comments will reflect upon the Company.
Therefore, care should be taken to ensure that any information, or images posted and accessible
by the general public, are not derogatory, inappropriate or damaging to the business or brand, or
any person or organisation associated with the Company.
Staff should be aware that use of the internet and email messages and systems should not be
considered private. All staff should assume that their internet activities, and email messages may be
read or heard by someone other than the intended recipient, even when a message is deleted, it
still may be backed-up elsewhere or it may be possible to recreate the message. Therefore, please
think very carefully before communicating confidential or sensitive information through the internet
or email systems.
You may, if specifically authorised, remotely access the Company’s files and emails by logging on
to the system using your password. All passwords must be kept confidential and may not be
divulged to anyone outside of the Company. Remote access may be withdrawn at any time.
Once you have either given notice, or the Company has served notice to terminate employment,
or in instances of long term absence (in excess of two weeks) from work, remote access will
automatically be withdrawn.
Staff are reminded that when using the internet and emails, including in their personal or private
time they should ensure that their activities do not inadvertently undermine their contractual
obligations and the relationship that they have with the Company, irrespective of whether they are
directly breaching this policy. For example, making inappropriate comments about a colleague or
the Company on a personal Facebook page. Such behaviour will be taken seriously and may
result in disciplinary action, which may include dismissal in appropriate circumstances.
Prohibited Activities
The following activities are expressly prohibited during business, personal or private use (please note
this list is not exhaustive):
• Communicate or distribute inappropriate, offensive, libellous, discriminatory or defamatory
material, including material about any individual or organisation, including the Company;
• Claim to represent the views of the Company unless authorised to do so;
• Transmit confidential or sensitive information over the internet, social media sites or via e-
mail (other than by approved, secure systems for external e-mail);
• Post derogatory comments about the Company, working for the Company or decisions
made by the Company;
• Post expressions of personal anger or abuse against another member of staff;
• Publish untrue statements about another person which could damage their reputation or
working relationships;
• Knowingly accessing or attempting to access inappropriate Internet sites, downloading,
storing or circulating material which is illegal or inappropriate to the workplace e.g. any
material which is pornographic, racist, or involves illegal activity;
• Send inappropriate messages/create posts which breach the standards and values set by
the Company or which are abusive, threatening or provocative;
• Download, possess, distribute or copy works (e.g. document, photograph, music or video)
without the consent of the copyright owner;
• Disclose personal data or information about any individual or colleague which could be in
breach of the Data Protection Act 2008;
• Gain or attempt to gain, access to those parts of the Company’s network for which
• authorisation has not been granted, or to do so with the intention of damaging or
Employee Handbook Issue Date: November 2016
43