Page 62 - ITM Employee Handbook September 2020

• Users leaving the employment of the Company must ensure they forward on all important
business-related email messages to their line manager or work colleagues before they leave
• so that there is no disruption to service delivery after they leave. They should also
ensure they remove or delete all personal email messages (i.e. email messages which
are of a personal nature and are not Company business related) from their mailbox
before they leave as it may not be possible to get a copy of these once they have left
the Company.
• During planned periods of absence such as career breaks, holidays or on training courses users
should ensure where practical, their mailbox is put on divert to one of their colleagues so that
there is no disruption to service delivery.
• Email carries the same legal status as other written documents and should be used with the
same care.
• Email is capable of forming or varying a contract in the same way as a written letter. Users
must be careful when wording an email, so it cannot be construed as forming or varying a
contract when this is not the intention.

Social Media:
• Access to social media, on-line gaming and live streaming websites is blocked automatically
by the Company. However, users who have a legitimate Company business reason may with
the approval of their manager apply to their manager to gain access to these sites.
• Users should be aware that all use of social media, either in a personal or when communicating
on behalf of the Company must be in accordance with the Social Media Policy.

• Confidential or restricted information regarding business practices and procedures or
personal information about any clients or employees must not be posted or discussed on any
social media websites.

3.21 SOCIAL AND DIGITAL MEDIA POLICY
The Social and Digital Media Policy provides guidance and direction to all employees when utilising all
types of online social media sites and networks. This policy applies to all employees either participating
personally, or communicating on behalf of the Company, while online.

Misuse or abuse of social and digital media can cause significant injury to third parties and can also
impact negatively on the credibility of the Company.
The Company is potentially vicariously liable for injury caused by misuse or abuse of social and digital
media channels by its employees.

Consequently, the Company takes any misuse or abuse of social and digital media by employees very
seriously and misuse or abuse can lead to significant disciplinary and legal actions.
Like all employee policies, it is the responsibility of local line management to address any issues that
arise in relation to breach of these policies and regulations. There is also a significant personal
responsibility placed on each employee.
Each user is responsible for respecting and protecting the privacy and confidentiality of the
information they process at all times.

The Company reserves the right to take such action as it deems appropriate against users who breach
the conditions of these policies or Data Protection regulations. Employees who breach these policies
may be denied access to the organisation’s information technology resources, and may be subject to
disciplinary action, including suspension and dismissal as provided for in the disciplinary procedure

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