PrairieWide Vac Furnace & Duct Cleaning Services
PrairieWide Vac Furnace & Duct Cleaning Services

Privacy


Email Policy


  1. Overview

    Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.

  2. Purpose

    The purpose of this email policy is to ensure the proper use of Prairiewide Vac Furnace and Duct Cleaning Services Ltd. email system and make users aware of what Prairiewide Vac Furnace and Duct Cleaning Services Ltd. deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within

    Prairiewide Vac Furnace and Duct Cleaning Services Ltd. Network.


  3. Scope

    This policy covers appropriate use of any email sent from a Prairiewide Vac Furnace and Duct Cleaning Services Ltd. email address and applies to all employees, vendors, and agents operating on behalf of Prairiewide Vac Furnace and Duct Cleaning Services Ltd.


  4. Policy

    1. All use of email must be consistent with Prairiewide Vac Furnace and Duct Cleaning Services Ltd. policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.

    2. Prairiewide Vac Furnace and Duct Cleaning Services Ltd. email account should be used primarily for Prairiewide Vac Furnace and Duct Cleaning Services Ltd. business- related purposes; personal communication is permitted on a limited basis, but non-

      Prairiewide Vac Furnace and Duct Cleaning Services Ltd. related commercial uses are prohibited.

    3. All Prairiewide Vac Furnace and Duct Cleaning Services Ltd. data contained within an email message or an attachment must be secured according to theData Protection Standard .

    4. Email should be retained only if it qualifies as a Prairiewide Vac Furnace and Duct Cleaning Services Ltd. business record. Email is a Prairiewide Vac Furnace and Duct Cleaning Services Ltd. business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.

    5. Email that is identified as a Prairiewide Vac Furnace and Duct Cleaning Services Ltd. business record shall be retained according to Prairiewide Vac Furnace and Duct Cleaning Services Ltd. Record Retention Schedule.

    6. The Prairiewide Vac Furnace and Duct Cleaning Services Ltd. email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Prairiewide Vac Furnace and Duct Cleaning Services Ltd. employee should report the matter to their supervisor immediately.

    7. Users are prohibited from automatically forwarding Prairiewide Vac Furnace and Duct Cleaning Services Ltd. email to a third party email system (noted in 4.8 below). Individual messages which are forwarded by the user must not contain Prairiewide Vac Furnace and Duct Cleaning Services Ltd. confidential or above information.

    8. Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct Prairiewide Vac Furnace and Duct Cleaning Services Ltd. business, to create or memorialize any binding transactions, or to store or retain email on behalf of Prairiewide Vac Furnace and Duct Cleaning Services Ltd.. Such communications and transactions should be conducted through proper channels using Prairiewide Vac Furnace and Duct Cleaning Services Ltd.-approved documentation.

    9. Using a reasonable amount of Prairiewide Vac Furnace and Duct Cleaning Services Ltd. resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a Prairiewide Vac Furnace and Duct Cleaning Services Ltd. email account is prohibited.

    10. Prairiewide Vac Furnace and Duct Cleaning Services Ltd. employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.

    11. Prairiewide Vac Furnace and Duct Cleaning Services Ltd. may monitor messages without prior notice. Prairiewide Vac Furnace and Duct Cleaning Services Ltd. is not obliged to monitor email messages.


  5. Policy Compliance

    1. Compliance Measurement

      The Infosec team will verify compliance to this policy through various methods, including but not limited to, periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.

    2. Exceptions

      Any exception to the policy must be approved by the Infosec team in advance.


    3. Non-Compliance

      An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

  6. Related Standards, Policies and Processes

    • Data Protection Standard


  7. Definitions and Terms

    None.


  8. Revision History


Date of Change


Responsible


Summary of Change


Dec 2013


SANS Policy Team


Updated and converted to new format.