20181119 BS EDITED TechStream Handbook WIP

3.3.6 Email security
• Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware.
These issues can compromise our reputation, legality and security of our equipment.
• Employees must:
o Select strong passwords with at least eight characters (capital and lower-case letters,
symbols and numbers) without using personal information (e.g. birthdays.)
o Remember passwords instead of writing them down and keep them secret.
o Change their email password every 2 months.
• Also, employees should always be vigilant to catch emails that carry malware or phishing
attempts. We instruct employees to:
o Avoid opening attachments and clicking on links when content is not adequately explained
(e.g. “Watch this video, it’s amazing.”)
o Be suspicious of clickbait titles.
o Check email and names of unknown senders to ensure they are legitimate.
o Look for inconsistencies or style red flags (e.g. grammar mistakes, capital letters, excessive
number of exclamation marks.)
• If an employee isn’t sure that an email they received is safe, they can ask our Security Specialists.
• We remind our employees to keep their anti-malware programs updated.
• Mimecast will be utilised to further improve and ensure our emails are safe from being hacked,
phishing, spam, spoof and add security to emails coming in and going out.
3.3.7 Database Policy
• Information collated by past and current employees of the Company in the course of their
employment is stored on the Company's database. The database is the product of a significant
investment in time, money and expertise by the Company. Confidential Information that the
Employee brings to the business or acquires during his Employment will also be input into the
database. The data stored on the database is proprietary and is Confidential Information
belonging to the Company in which it has a legitimate business interest and which it is entitled to
protect. The Company's rights in the contents of the database and the database itself are
protected by copyright, contract, common law and the Copyright and Rights in Databases
Regulations 1997. Further, the Company is a registered data controller under the Data Protection
Laws. It therefore has an on-going obligation to ensure the security and accuracy of the
information contained on the database.
• The Employee agrees and acknowledges that the contents of this database may not be used for
any purpose other than proper Company business. The Employee is prohibited from making a
copy of the database either in hard or soft copy form or to transfer any part of the database onto
any other electronic media including personal devices. No part of the database should be removed
from the Company's premises either in hard or soft copy form. Any breach of these prohibitions
or any other form of misuse will result in disciplinary action up to and including dismissal. If the
Employee needs to remove any details from the database for use outside the Company premises
save for names and a contact telephone number for a specific and legitimate business purpose,
then this should be approved by a Managing Partner. If the Employee has any queries in relation
to the use of the database, these should be directed to his manager.
TechStream Global Limited, Annexe A, Long Kloof Studios, Darters Road, Gardens, Cape Town, South Africa,
8001 Tel: +27 (0) 21 422 0851 W: www.TechStreamglobal.com
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