Page 49 - EQA Employee Handbook

3.16.2 Monitoring
The Company reserves the right to routinely monitor, log and record any and all use of its electronic
communications, email and internet facilities for the purpose of:

• Helping to trace and resolve technical faults.
• Protecting and maintaining network and system security.
• Maintaining system performance and availability.
• Ensure the privacy and integrity of information stored on the Company’s network.
• Investigating actual and suspected security incidents.
• Preventing, detecting and minimising inappropriate use.
• Protecting the rights and property of the Company, its employees, customers and clients.
• Ensuring compliance with Company policies, current legislation and applicable regulations.
• While the Company does not routinely monitor an individual user’s use of its electronic
communications, email and internet activity it reserves the right to do so when a breach of its
policies or illegal activity is suspected.
• In the process of dealing with computer support calls, if necessary, the Company’s selected
ICT provider, may need to access a user’s computer to resolve the support call. In such
circumstances ICT provider staff must respect the privacy of the individual user and not access
information, documents or emails of a personal nature without the user’s permission or unless
they need to in order to resolve the support call. In some cases, the ICT provider may use
remote control software to connect and take control of a user’s computer remotely. In such
circumstances the ICT staff will not use this software to connect to the user’s computer
without first attempting to contact the user of the computer first.

3.16.3 Personal Use
The Company’s electronic communications, email and internet services are to be used for business-
related purposes only. Under no circumstances can access to Company Wi-if be afforded to any non-
member of staff.
3.16.4 Email Usage Policy
In order to avoid or reduce the risks inherent in the use of email within EQA the following rules are
necessary:

EQA Ireland's name is included in the heading carried with every message sent by an EQA staff
member. This reflects on EQA's image and reputation. Therefore, email messages must be appropriate
and professional.

Email is not for private purposes nor should email be used for any purpose, other than EQA business.
All emails issued from EQA will carry a disclaimer stating that the email is intended only for EQA use
and if used for any other purpose a named person should be contacted immediately within EQA.

Particular care should be taken when sending confidential or commercially sensitive information. If in
doubt you should consult your manager.
Great care should also be taken when attaching documents as the ease with which employees can
down- load files from the Internet or 'cut and paste' materials from electronic sources increases the
risks of infringement of the rights of others, particularly intellectual property and other proprietary
rights.

Also attaching documents may give rise to the release of information not intended, hence the
importance of vetting attachments. Again, if in doubt, please consult your manager.

Page 48 of 79