Page 13 - GNOC Policies and Procedure Handbook

• It may be used to transmit personal messages where appropriate;
• All emails must contain a reply address and the name of the sender;
• Email must not in any way damage GNOC’s public image;
• Email must not be criminal, inhumane, vulgar, expletive, fraudulent or deemed to be
inappropriate by GNOC; and
• Email must not be used for the purposes of individual benefit resulting from the sale of
products, services or other methods of business, unless formally approved in writing.

4.7.4 Virus Policy

When a virus is detected on a desktop or laptop, the user must immediately inform the Executive
Director or Sport Compliance Officer and follow her/his instructions.

Where the Executive Director or Sport Compliance Officer is not available, the infected file or email
must not be tampered with.

Leaving the infected file alone is the best method to staying infection free. Users should be wary of
email attachments that end in .exe, .pif, .com, .scr and .txt and any combination of the endings eg
.pdf.htm.

If you encounter a suspect file, do not open it. It is better to be safe than sorry.

4.7.5 Privacy and Confidentiality of Information in GNOC Database

GNOC holds information on members of sporting federations, athletes, coaches, committees, officials,
volunteers and administrators involved with GNOC.

You will be given a level of access appropriate to your role.

GNOC has developed a policy to ensure the protection of the information held within the database.

An outline of the policy is as follows:

• Members may at any time request to see all information relating to them, which is held in the
database. This request should be made in writing (email is acceptable) or in person.
• GNOC will not disclose member information to any third party without the individual or
Association’s permission.
• Member information is used strictly for GNOC purposes and will not be used maliciously or
for individual profit.
• No commercial offers, promotions, or advertisements will be sent from GNOC to members
using the information held in the database unless,
• Reasonable steps have been taken to ensure that all information held within the GNOC
database is secure; and
• If an individual has been an inactive member for a period of 7 years, his/her record may be
removed from the database.
• Employees and members will be required to sign a non-disclosure and/or confidentiality
agreement to protect such privacy.

4.8 Procurement Policy

The procurement policy are rules and regulations that are set in place to govern the process of
acquiring goods and services needed by GNOC to function efficiently.

GNOC Office Policies & Procedures 15