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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 DIFC the following rules are
necessary:
DIFC Ireland's name is included in the heading carried with every message sent by an DIFC staff
member. This reflects on DIFC'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 DIFC business.
All emails issued from DIFC will carry a disclaimer stating that the email is intended only for DIFC use
and if used for any other purpose a named person should be contacted immediately within DIFC.

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.

Extra caution needs to be taken with email messages in respect of any disparaging remarks that may
be contained therein. An email should be regarded as a written formal letter, the recipients of which
may be much wider than the sender intended, hence any defamatory or careless remarks can have
very serious consequences, as can any indirect innuendo. Avoid the use of indecent, obscene, sexist
racist or other inappropriate remarks whether in written form, in cartoon form or otherwise.

Do not subscribe to electronic services or other contracts on behalf of DIFC unless you have the
express authority to do so. Authority for subscriptions including electronic subscriptions such as these
rest with your manager and unless you are one of those designated persons you have no authority to
enter into any binding commitment on DIFC via the email or the internet.

If you receive any offensive, unpleasant, harassing or intimidating messages via email you are
requested to inform your Manager immediately. It is important that we trace such emails as quickly
as possible.

Any important or potentially contentious communication which you have received through email
should be printed and a hard copy kept (e.g. confirmation of order, etc.). Where important to do so
you should obtain confirmation that the recipient has received your email.

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