IT RESOURCES AND COMMUNICATIONS SYSTEMS POLICY.
Revision 1 2021
- This policy applies to the Members (collectively “Users”) of COE Coöperatief UA and its associated enterprises, including COE International BV trading as Club of Engineers collectively referred to as “COE”.
- COE’s computers, networks, communications systems, and other Information Technology (IT) resources are intended for business purposes only (except for limited personal use as described below) during working time and at all other times. To protect COE and its Users, it is COE’s policy to restrict the use of all IT resources and communications systems as described below. Each User is responsible for using these resources and systems in a productive, ethical, and lawful manner.
- COE’s policies on ethical behaviour apply to the use of COE’s IT resources and communications systems. No User may use any communications or computer system in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs, or any other characteristic protected by federal, state, or local law.
- The use of COE’s IT resources and communications systems by a User shall signify his or her understanding of and agreement to the terms and conditions of this policy, as a condition of use.
2. ADMINISTRATION OF THIS POLICY
The Principal Members will be responsible for the administration of this policy. If Users have any questions regarding this policy, they should please contact one of the Principal Members.
3. INFORMATION OFFICER
An Information Officer (email@example.com) must be appointed by the Principal Members.
The current Information Officer is Gijsbert Bakker.
4. SECURITY, ACCESS, AND PASSWORDS
- Security of COE’s IT resources and communications systems is the responsibility of the appointed Information Officer, including approval and control of User access to systems and suspension or termination of access in cases of misuse and when a User is no longer associated or authorised to use the systems.
- It is the responsibility of each User to adhere to IT security guidelines including but not limited to the creation, format, and scheduled changes of passwords. All Usernames, pass codes, passwords, and information used or stored on COE’s computers, networks, and systems are the property of COE. No User may use a Username, pass code, password, or method of encryption that has not been issued to that User or authorised in advance by COE.
- No User shall share Usernames, pass codes, or passwords with any other person. A User shall immediately inform the Information Officer if he knows or suspects that any Username, pass code, or password has been improperly shared or used, or that IT security has been violated in any way.
5. RESOURCES AND SYSTEMS COVERED BY THIS POLICY
This policy governs all IT resources and communications systems owned by or available at COE, and all use of such resources and systems when accessed using a User’s own resources, including but not limited to:
- COE owned software;
- COE’s database, tools and cloud computing;
- COE Email systems and accounts;
- Internet and intranet access;
- Telephones and voicemail systems, including wired and mobile phones, smartphones, and pagers;
- Printers, photocopiers, and scanners;
- Fax machines, e-fax systems, and modems;
- All other associated computer, network, and communications systems, hardware, peripherals, and software, including network key fobs and other devices; and
- Closed-circuit television (CCTV) and all other physical security systems and devices, including access key cards and fobs.
6. NO EXPECTATION OF PRIVACY
- It is specifically recorded that to prevent against misuse, COE reserves the right to monitor, intercept, and review, without further notice, every User’s activities using COE’s IT resources and communications systems, including but not limited to email (both outgoing and incoming), telephone conversations and voice mail recordings, instant messages, and internet and social media postings and activities, and that Users consent to such monitoring by their acknowledgement of this policy and their use of such resources and systems. This might include, without limitation, the monitoring, intercepting, accessing, recording, disclosing, inspecting, reviewing, retrieving, and printing of transactions, messages, communications, postings, log-ins, recordings, and other uses of the systems as well as keystroke capturing and other network monitoring technologies.
- The COE may also store copies of such data and communications for a period of time after they are created, and may delete such copies from time to time without notice.
- Users should not use COE’s IT resources and communications systems for any matter that they desire to be kept private or confidential from COEAll contents of COE’s IT resources and communications systems are the property of COE. Therefore, Users should have no expectation of privacy whatsoever in any message, file, data, document, facsimile, telephone conversation, social media post, conversation, or any other kind or form of information or communication transmitted to, received, or printed from, or stored or recorded on COE’s electronic information and communications systems.
7. NETWORK SYSTEMS
The COE maintains integrated computer and data communications networks to facilitate all aspects of its business. Users may never sign on to any network equipment using the password or Username of another User. No User should access, attempt to access, alter, or delete any network document except in furtherance of authorised COE business.
8. DOWNLOADING AND INSTALLING SOFTWARE/WEBSITE AGREEMENTS
- Email and downloading from the internet are prime sources of viruses and other malicious software. Therefore, no User may download or install any software or shareware to their hard drive that is not expressly authorised or approved by the IT Department. In addition, Users may not accept the terms or conditions of website agreements without first obtaining approval from the Information Officer at: firstname.lastname@example.org.
- Users are required to first obtain approval from the Information Officer prior to downloading or using any open source or third party proprietary software
9. CONFIDENTIALITY AND PROPRIETARY RIGHTS
- COE’s confidential information and intellectual property (including trade secrets) are extremely valuable to COE. Users should treat them accordingly and do not jeopardize them through their use of electronic communications systems, including email, instant messaging, internet access, social media, telephone conversations and voice mail.
- Users may not disclose COE’s confidential information to anyone outside COE or make use of COE’s intellectual property for their own private use. Users should ask a Principal Member if they are unsure whether to disclose confidential information to particular individuals or how to safeguard COE’s proprietary rights.
- The use of COE’s name, brand names, logos, taglines, slogans, or other trademarks are governed by the Member Agreement, any use by non-members must seek written permission from one of COE’s Principal Members.
- This policy also prohibits use of COE’s IT resources and communications systems in any manner that would infringe on or violate the proprietary rights of third parties. Electronic communications systems provide easy access to vast amounts of information, including material that is protected by copyright, trademark, patent, and/or trade secret law. Users should not knowingly use or distribute any such material downloaded from the internet or received by email without the prior written permission from one of COE’s Principal Members.
10. EMAIL AND MESSAGING
- COE provides certain Users with access to email and/or messaging systems for use in connection with performing their job duties. COE seeks to provide stable and secure email and messaging systems with rapid, consistent delivery times that promote communication for business purposes without incurring unnecessary costs or generating messages that are unproductive for the recipient. Many of the policies described below governing use of COE’s email and messaging systems are aimed at reducing the overall volume of messages flowing through and stored on the network, reducing the size of individual messages, and making the system more efficient and secure.
- Unfortunately, Users of email and messaging will occasionally receive unsolicited commercial or bulk messages (spam) which, aside from being a nuisance and a drain on IT resources, might be a means to spread computer viruses and other malicious software. Users should avoid opening unsolicited messages and report any suspicious messages to the administrator. Delete all spam immediately. Do not reply to the message in any way, even if it states that it is possible to request to be removed from its distribution list. If delivery persists, Users should contact the email administrator who will block any incoming messages from that address.
- Users should be aware that spammers have the ability to access email addresses that are listed as senders or recipients on email messages, on websites, User discussion groups, and other internet areas. Therefore, Users should be cautious about using and disclosing their COE email address. If Users make use of email for information gathering purposes, we strongly recommend that they not use their COE email address, but rather establish a separate email account for that purpose with a free email service, such as yahoo.com, hotmail.com, or google.com.
- Proper business etiquette should be maintained, in line with the Code of Ethics of COE, when communicating via email and messaging. When writing business email, be as clear and concise as possible. Sarcasm, poor language, inappropriate comments, attempts at humour, and so on, should be avoided. When communicating via email or instant messages, there are no facial expressions and voice tones to assist in determining the meaning or intent behind a certain comment. This leaves too much room for misinterpretation. Email communications should resemble typical professional and respectful business correspondence.
- Personal Use of COE-Provided Email
- Personal use of COE-provided email is never permitted.
11. SOCIAL MEDIA
- Use of Social Media
The internet provides unique opportunities to participate in discussion groups and activities, and share information on particular topics using a wide variety of social media. Social media is technology that enables online Users to interact and share information (including video, audio, photographs, and text) publicly or privately. COE respects the right of any User to use social media. However, to protect COE’s interests, Users must adhere to the general internet use guidelines and rules in this policy, and the following related specifically to social media use:
- Users should bear in mind that anything posted or sent using social media could reflect on COE and could create legal liabilities for COE or damage its business or reputation.
- To avoid the risk of COE incurring legal liability or business damage as a result of a User’s use of social media, remember that you are solely responsible for all content that you post or send.
- Ensure that none of your social media participation violates any contractual obligations you have to COE or COE policies.
- Do not post or send anything through social media that other members of COE or its affiliates could reasonably find offensive, including ethnic slurs, sexist comments, discriminatory comments, or obscenity.
- If you see content in a social media environment that reflects poorly on COE or its stakeholders, notify the Information Officer immediately.
- Accordingly, COE urges all Users not to post information regarding COE that could detrimentally affect COE’s goodwill or business reputation.
12. INAPPROPRIATE USE OF COE IT RESOURCES AND COMMUNICATIONS SYSTEMS
- Users are never permitted to use COE’s IT resources and communications systems, including email, messaging, internet access, social media, telephones, and voicemail, for any inappropriate or unlawful purpose. This includes but is not limited to:
- Misrepresenting yourself as another individual or COE;
- Sending, posting, recording, or encouraging receipt of messages or information that may be offensive because of their sexual, racist, or religious content;
- Revealing proprietary or confidential information, including official COE information, or intellectual property without authorization;
- Conducting or soliciting illegal activities;
- Representing your personal opinion as that of COE;
- Interfering with the performance of your assignment or duties, or the assignment or duties of other Users of COE; and
- For any other purpose that violates COE’s policies or practices.
Users who violate any provision of this policy are subject to discipline, up to and including termination of any contractual relationship with COE.
- Conduct Not Prohibited by this Policy
This policy is not intended to restrict communications or actions protected or required by any national legislation or regulations promulgated in terms thereof.
13. ACKNOWLEDGMENT OF RECEIPT AND REVIEW
By making use of any IT resource and communication system of COE, the User confirms they have read, understood, and agreed to comply with the terms of this policy.
The User understands that COE has the maximum discretion permitted by law to interpret, administer, change, modify, or delete this policy at any time. No statement or representation by a supervisor or manager or any other User, whether oral or written, can supplement or modify this policy. Changes can only be made if approved in writing by the Principal Members, or President of COE. The User also understand that any delay or failure by COE to enforce any policy or rule will not constitute a waiver of COE’s right to do so in the future.
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