Staff Handbook

distractions to legal claims against the Company. This section sets out the Company's view on the correct use of the e-mail system, and explains how this can be achieved, as well as the Company's response to inappropriate use. Monitoring The Company reserves the absolute right to monitor employees' use of e-mail (including any authorised personal use). Authorised Use The e-mail system is available for employees who need to use it for communication on matters directly concerned with the business of the Company. Personal use of the e-mail system is not allowed . Employees using the e-mail system should give particular attention to the following: • the standard of presentation: the style and content of an e-mail message must be consistent with the standards that the Company expects from written communications • the extent of circulation: e-mail messages should only be sent to those recipients for whom they are particularly relevant • the appropriateness of e-mail: e-mail should not be used as a substitute for face to face communication; "Flame-mails" (e-mails that are abusive) can be a source of stress and can damage working relationships, while hasty messages, sent without proper consideration, can cause unnecessary misunderstandings • the visibility of e-mail: if the message is confidential, the user must ensure that the necessary steps are taken to protect confidentiality • The Company will be liable for any defamatory information circulated either within the Company or to external users of the system; and • e-mail contracts: offers or contracts transmitted via e-mail are as legally binding on the Company as those sent on paper. No employee should agree services and/or fees by email (or at all) unless they have been specifically authorised to do so by a Director of the business. Unauthorised Use The Company will not tolerate the use of the e-mail system for any of the following: • any message that could constitute bullying or harassment (e.g. on the grounds of sex, race or disability) • personal use • accessing pornography; and • downloading or distributing copyright information and/or any software available to the user.

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