Gateway

Using the Internet & E-mail for business provides the company with benefits and opens up new and improved methods of communication. Internet access is provided to all Sutton staff ("the company") as a business communication tool. 

This policy sets out guidelines for use of the Internet and other forms of electronic communication such as E-mail.

The Internet access provided by the company may not be for:

• Personal commercial purposes;
• Viewing, downloading, forwarding or storing any pornographic or violent material in any file format;
• Sending unsolicited bulk E-mail;
• Disseminating confidential information of the company;
• Any illegal purpose;
• Knowingly causing interference with or disruption to any network, information service equipment or any user thereof; and
• Knowingly causing any other person to view content which could render the company liable to equal opportunity or sex discrimination legislation.
• Attempting to gain unauthorised access to remote systems (including decrypting of systems or user passwords).
• Subscribing to on-line services or accounts (such as messenger services, web-mail, e.g. hotmail, yahoo, etc.)
• Distributing Company E-mail addresses or E-mail address lists.
• Downloading any software.

The company keeps and may monitor logs of Internet usage which may reveal information such as which Internet servers have been accessed by employees and the E-mail addresses of those with whom they have communicated. 

The company will review any alleged breach of this policy on an individual basis. The level of disciplinary action will depend on the seriousness of the breach, and will range from: counselling, to first written warning, final written warning and/or dismissal. 

In circumstances where the breach is considered serious misconduct, this may result in instant dismissal. Examples of when this may occur include: accessing, transmitting sexually explicit or pornographic material, carrying out illegal operations, or wilfully introducing computer viruses or other disruptive programs. 

In circumstances where the breach of this policy involves a breach of any law, then the relevant government authorities or the Police may be notified.

• Privacy
  Electronic mail messages are not private communications and may be viewed internally at any time or as requested by external organisations if a complaint of harassment or discrimination or other legal proceedings are issued against the company.
  
  It is the policy of the company that the use of Internet and electronic communication will be monitored to determine and reprimand unacceptable use. Unacceptable use of the Internet or electronic communication is a breach of company policy and an offence that can result in a dismissal.
   
• Harassment and discrimination
  The company will not tolerate the use of the company's Internet access and information technology resources in a manner that breaches other company policies, like those dealing with harassment and discrimination.
  
  The employee's intention in writing or sending a message is irrelevant. If the message offends, humiliates or intimidates another person, it may breach this policy and relevant legislation. The company and/or individual employees may be held liable for the content of offensive messages.
   
• Receipt of messages
  Inappropriate messages may be received by employees (internally and externally) without their request or consent. Messages of this kind must not be further distributed internally or externally and must be deleted immediately. Forwarding of inappropriate messages or material may breach the company's policy and/or relevant legislation.
   
• Internet use
  Use of the Internet is considered an important business tool and personal use of the Internet must not interfere with work obligations. An audit log of all Internet use is kept. All Internet sites accessed by users will be monitored.
  
  When accessing or viewing material from the Internet, intellectual property and copyright is to be respected. Information providers may also set out conditions for the use of material on their Internet site. The employee must comply with conditions restricting the use of viewed material.
  
  Breaches to copyright and intellectual property rights can have serious consequences for both the individual and the company. In some countries, infringement of a person's intellectual property rights can attract criminal penalties.
   
• Sending E-mails
  All employees should exercise the same care in drafting E-mails as they would for any other written communication on company letterhead.
  
  Anything created on the company computer network or the Internet may, and is likely to be reviewed by others. Confidential and/or privileged information should not be sent by E-mail.
   
• Ownership
  All programs and files used in computer and on-line functions are and remain the property of the company, and include any activities or information stored on the system, messages composed, sent or received and any attachments.
   
• E-mail/Internet User Agreement
  If you have access to the Internet or E-mail, you must read and sign the Company's E-mail/Internet User Agreement. You are bound by and expected to comply with that Agreement.
   
• Security
  Computer security systems, such as passwords must not be accessible to anyone else and you must observe security and confidentiality requirements.
  
  User ID and password must only be used by the person to who the ID and password is assigned. Unauthorised use is not permitted.
   
• Network Manager
  If you become aware of any person who is in breach of this Policy, you must advise the Network Manager. Without the authorisation of the Network Manager, you must not:
  • Disconnect or move computer hardware (including printers or scanners)
  • Download onto a computer any software (including finance programs, screen savers, free software or shareware).
  • Use any external discs (floppies/CD) on a company computer (this includes discs brought from home or given to you by someone else.
  • Open, save or transfer files from outside computer disks that have not been virus scanned.
  • Allow another person who is not an employee of the company to use the computer.
     
• Software Licensing
  The company purchases licences for the use of computer software, and does not own the copyright to this software or its related documentation.
  
  You must use all software in accordance with the licence agreement.
  
  The company does not condone the illegal duplication of software. Should you learn of any misuse of software or related documentation within the company, you must notify the Network Manager.