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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.

3.19 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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