Electronic communications & Wi-Fi policy

Policy Heading

MPES – Electronic Communications and Wi-Fi Policy

Last Revised: April 2022

1. Introduction

Electronic Communication is an integral part of the work we do at MPES. How we communicate reflects on MPES and us as individuals. This policy sets out rules for communication using MPES’ information systems.

1.1 Purpose

To ensure that users of MPES’ information systems are aware of their responsibilities
To ensure MPES complies with relevant legislation
To protect the commercial interests of MPES stakeholders.

1.2 Scope

This policy defines acceptable use (business and personal) of all MPES information systems, including telephones, mobile devices, email, internet access, printer/copiers, instant messages, and virtual desktops. These are collectively referred to as ‘MPES systems’ in this document.

The policy applies to all MPES employees and all individuals with the right to use MPES systems.

1.3 Responsibilities

All users of MPES systems must read, understand, and comply with this policy.
Non-MPES employees with access to MPES systems must confirm acceptance of this policy.
Access to MPES systems requires signing the MPES Systems Terms of Use or an equivalent contract explicitly referring to data management (e.g., confidentiality, data protection).

2. Electronic Communications as Records

2.1 Information Must Be Shared

All electronic communications related to business activity must be saved into MPES systems to ensure operational effectiveness and compliance with legal requirements.

2.2 External Correspondence

When using MPES systems for external correspondence, ensure professionalism and compliance with legal standards, including MPES’ registered office and company number in all business correspondence.

2.3 Data Protection

All electronic communications must comply with data protection laws. Any format identifying a living individual may be subject to access requests.

2.4 Freedom of Information

MPES may disclose any communication under Freedom of Information standards.

3. Acceptable and Unacceptable Use

MPES systems should primarily be used for business purposes. Limited personal use is permitted, provided it adheres to acceptable use guidelines.

Acceptable Use

Should not interfere with duties
Should not incur unwarranted expense
Must not involve illegal activities or personal business transactions

Unacceptable Use

Downloading or sharing obscene, offensive, or illegal content
Sending defamatory, racist, or harassing communications
Accessing inappropriate websites or engaging in gambling
Using MPES systems to promote personal businesses

4. Confidentiality of Electronic Communications

MPES business information is confidential. Unauthorized sharing of sensitive data may result in disciplinary action or legal consequences.

4.1 Email

Do not use unencrypted email for transmitting sensitive information.
Limit details in email subject lines and mark sensitive emails appropriately.

4.2 Voicemail

Access to another staff member’s voicemail without authorization is prohibited unless there is a clear business need.

5. Privacy and Monitoring

All MPES system data is company property. Monitoring may occur for legitimate business reasons, including ensuring compliance and investigating misconduct.

5.1 Monitoring Scope

MPES monitors email, internet usage, and telephone calls. Monitoring aims to ensure security, system effectiveness, and adherence to policies.

5.2 Why We Monitor

To ensure effective operation of systems
To maintain system security
To investigate potential breaches or legal issues

5.3 Forensic Readiness Procedure

In serious incidents involving illegal activity, MPES will follow forensic procedures to safeguard digital evidence.

Annex 1 - Acceptable Use of MPES Systems

MPES systems must not be used for:

Viewing or sharing offensive or illegal material
Sending critical or defamatory messages about MPES
Gambling or running personal businesses
Downloading copyrighted materials without permission
Forwarding spam or chain letters