Internet Policy for Employees - Template, Sample Form Pro · NG-law

INTERNET AND ELECTRONIC COMMUNICATIONS POLICY

________

(RC No.: ________)

Registered Office: ________

Effective Date: ________

This Internet and Electronic Communications Policy (the “Policy”) sets out the rules and standards governing the acceptable use of the internet, electronic communications systems, computers and other electronic devices by employees of ________ (the “Company”). It provides rules and guidelines for the use of the internet and electronic resources within the workplace and stipulates the disciplinary consequences for conduct that violates this Policy.

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Where a violation of this Policy occurs, the Company will, at its discretion, take appropriate disciplinary action against any employee who has violated its provisions. Every employee who becomes aware of any violation is required to notify the Company promptly so that appropriate action may be taken.

§ 1. SCOPE AND APPLICATION

1.1. This Policy applies to all employees, directors, contractors, consultants, interns, and any other persons who use the internet, electronic communications systems, computers, mobile devices, or other electronic resources provided by the Company.

1.2. Every person to whom this Policy applies is required to read it carefully and to comply fully with its provisions. Acceptance of and compliance with this Policy is a condition of continued engagement with the Company.

1.3. This Policy takes effect from the Effective Date stated above and remains in force until amended, replaced, or withdrawn by the Company.

§ 2. DEFINITIONS AND GENERAL PROVISIONS

2.1. “Social Media” means all social web platforms and applications used for communication and interaction, including blogs, Facebook, X (formerly Twitter), Instagram, Snapchat, WhatsApp, LinkedIn, TikTok, and any other chatrooms, forums, or similar platforms.

2.2. “Personal Data” has the meaning ascribed to it under the Nigeria Data Protection Act, 2023.

2.3. “Confidential Information” means any non-public information, trade secret, document, or data belonging to the Company, its clients, customers, employees, or business partners.

2.4. This Policy regulates the use of both Company-provided and private electronic resources and prescribes how employees are expected to represent the Company on Social Media and other electronic platforms.

§ 3. COMPUTERS AND HANDHELD DEVICES

3.1. Introduction

The Company may provide computers and other handheld devices to employees to ensure the effective execution and performance of their tasks and duties. Employees must ensure that the use of these devices conforms with the primary purpose for which they were provided.

3.2. Use of Company-provided computers and other electronic devices

The Company prohibits the use of the Company’s electronic devices for personal purposes except as expressly permitted by management. The Company retains ownership of all computers and mobile devices provided by it, and the Company’s management reserves the right, subject to applicable law, to inspect and monitor data and files stored on such devices at any time.

3.3. Personal devices

Personal devices may be brought to work but should be kept on silent or vibration mode to avoid distractions. The use of personal phones and mobile devices is restricted during working hours, save during authorised breaks. In particular, the use of personal devices shall be in accordance with the following policy:

________

If an employee’s personal device is found to be disruptive or to reduce the employee’s level of productivity, such employee may face disciplinary action.

§ 4. INFORMATION SECURITY

4.1. Introduction

The Company maintains a strict policy on the security of confidential electronic information, with which every employee having access to such information must strictly comply.

4.2. Workstation security

Employees must ensure that no printed document relating to the Company, its clients, customers, or visitors is left unattended at their workstations.

4.3. Secure passwords

Employees who use computers or mobile devices provided by the Company must use a secure password on all such devices and must promptly notify management if any device is lost, stolen, or damaged. Any employee who discovers that a computer system does not conform to this Policy is required to notify management promptly so that appropriate action may be taken.

4.4. Data transfer and removable media security

The Company expressly prohibits the unauthorised use, copying, or distribution of Confidential Information or documents. All Confidential Information or documents that must be transferred within the Company shall be transferred only through the following authorised means:

________

§ 5. ACCEPTABLE USE OF THE INTERNET

Employees are required to use the internet and other Company-provided devices carefully and in the manner described in this Policy. Accordingly, an employee must not engage in:

(i) the use of the Company’s internet to access, transmit, print, or download any derogatory, obscene, defamatory, or offensive material, including anything used to cause disparagement or harassment;

(ii) the unauthorised download or dissemination of copyrighted material using the Company’s internet; permission to download copyrighted material must be sought and obtained from the owner or originator of such material;

(iii) the downloading, copying, or installation of video games, videos, pictures, or other Unauthorised Materials using the Company’s internet; “Unauthorised Materials” means documents, files, videos, pictures, or any other material not related or relevant to the achievement or performance of an employee’s designated tasks or duties;

(iv) the excessive use of the internet for non-work-related activities or the frivolous use of high bandwidth;

(v) the performance of any illegal or inappropriate act, including any act constituting an offence under the Cybercrimes (Prohibition, Prevention, etc.) Act, 2015 (as amended);

(vi) the use of the Company’s internet to harass co-workers, clients, customers, or visitors;

(vii) the frequent use of the Company’s internet for personal work or activities unrelated to work.

§ 6. COMPANY ELECTRONIC CORRESPONDENCE

6.1. The Company permits various means of communication and dissemination of information, including e-mail, text message, instant messaging, voice messages, and voice calls, which may be used via mobile devices or computers.

6.2. Employees must not use e-mail or other electronic communications to disseminate or transmit information or materials that are offensive, disparaging, copyrighted, or that constitute the unauthorised sharing of Confidential Information or trade secrets. Employees must not encrypt programmes or install any encrypted software in connection with any e-mail communication without authorisation.

6.3. Employees who use the Company’s computers, mobile phones, and/or other handheld devices must handle these devices with care and may be held responsible for their loss or damage.

6.4. Every employee is required to refrain from the following:

(i) the unauthorised download of software onto the Company’s computers;

(ii) the use of computers or handheld devices to disseminate or transmit Confidential Information or trade secrets of the Company;

(iii) the use of Company-owned computers or devices to disseminate, transmit, or download disparaging, obscene, or illicit materials;

(iv) the downloading, copying, or installation of video games, videos, pictures, or other Unauthorised Materials on the Company’s computers.

§ 7. SOCIAL MEDIA POLICY

7.1. The Company is committed to using Social Media to create awareness about its services, enhance its customer and client base, and increase the overall profitability of the Company.

7.2. Employees are encouraged to support the Company’s activities through their Social Media accounts in compliance with this Policy. Employees may access their personal Social Media accounts during working hours, provided that they do not do so excessively.

7.3. Employees using their private Social Media platforms must adhere to the following rules:

(i) maintain personal e-mail addresses and avoid using their official e-mail address for personal purposes or for transactions unconnected to the business of the Company;

(ii) avoid using the Company’s logos, name, trade mark, trade name, brand, copyrighted information, or other intellectual property without obtaining prior permission from management;

(iii) ensure that others are aware that posts, comments, or other activity on their personal accounts do not represent the Company, and avoid implying that their personal opinions are endorsed by the Company;

(iv) avoid discussing illegal or criminal activities;

(v) abstain from accessing or downloading sites that may introduce malicious software or rogue applications when using the Company’s computers, phones, laptops, or other electronic devices;

(vi) abstain from circulating derogatory, defamatory, offensive, insulting, or disparaging information or materials about the Company;

(vii) comply with the rules and policies of the Social Media platforms being used.

7.4. Employees who have been granted access to the Company’s Social Media accounts must comply with the following rules:

(i) be respectful and polite while interacting with persons on behalf of the Company, and never engage in arguments, quarrels, or online backlash with current or prospective clients and customers;

(ii) avoid making comments or passing information on topics in which they lack expertise, and correct or remove any misleading or inaccurate information about the Company;

(iii) refrain from making inaccurate or misleading statements and avoid sharing Confidential Information or materials;

(iv) avoid ignoring or deleting comments without reason, and respond to criticisms as soon as possible;

(v) avoid circulating derogatory, defamatory, offensive, insulting, or disparaging information or materials about the Company.

7.5. Employees must not use Social Media platforms to make recommendations or endorsements in violation of this Policy. Before posting any content on the Company’s Social Media accounts, each post must be reviewed and approved by management.

7.6. Employees must maintain the confidentiality of clients, customers, other employees, and the Company by ensuring that their Personal Data is not disclosed on Social Media. The use of abusive or disparaging words, or any form of threat or harassment on Social Media, is strictly prohibited. Company-related Social Media activities will be monitored, and any employee who violates this Policy will face disciplinary action.

§ 8. COPYRIGHT AND INTELLECTUAL PROPERTY

8.1. Introduction

The Company respects the intellectual property rights of others and expects its employees to do the same. Employees must not use the Company’s internet, computers, or other electronic devices to infringe the intellectual property rights of any person or entity, in accordance with the Copyright Act, 2022 and the Trade Marks Act (Cap. T13, Laws of the Federation of Nigeria 2004).

8.2. Copyrighted material

(i) Employees must not download, copy, reproduce, distribute, or transmit any copyrighted material, including software, music, videos, images, or text, without obtaining the prior permission of the owner or originator of such material.

(ii) Any material created by an employee in the course of his or her employment, using the Company’s resources, devices, or internet, shall belong to the Company and shall be deemed the intellectual property of the Company.

8.3. Company intellectual property

(i) Employees must not use the Company’s logos, name, trade mark, trade name, brand, copyrighted information, or other intellectual property without obtaining the prior written permission of management.

(ii) Employees must not disclose, reproduce, or distribute any of the Company’s intellectual property to any third party without authorisation.

8.4. Software and licences

Employees must not install, download, or use any unlicensed or unauthorised software on the Company’s computers or other electronic devices. All software used on the Company’s devices must be properly licensed and approved by management.

8.5. Reporting violations

Any employee who becomes aware of any actual or suspected infringement of intellectual property rights, whether belonging to the Company or to any third party, is required to promptly notify management so that appropriate action may be taken.

8.6. Employees who violate any provision of this § 8 may face disciplinary action and may be held personally liable for any loss or damage arising from such violation.

§ 9. HARASSMENT AND BULLYING

9.1. Employees are prohibited from engaging in inappropriate conversations about co-workers, independent contractors, clients, customers, or management through chats, blogs, Social Media, or other online platforms.

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§ 10. DATA PROTECTION AND PRIVACY

10.1. The Company takes the security and privacy of every employee seriously and adopts reasonable measures to reduce the risk of unauthorised access to its employees’ Personal Data, in accordance with the Nigeria Data Protection Act, 2023. All employees must respect the privacy of their colleagues, clients, and customers, and must not post or disclose Personal Data about co-workers, clients, or customers without lawful basis.

10.2. The unauthorised copying, transmission, or access of any person’s Personal Data by any employee shall be subject to discipline and may constitute an offence under applicable law. Employees are required to report any suspected personal data breach to management and to the Company’s Data Protection Officer (where appointed) without undue delay.

10.3. The Company’s Data Protection Officer (or relevant contact) is: ________.

§ 11. MONITORING

11.1. Employees acknowledge and consent that the Company may, in accordance with applicable law and to the extent reasonably necessary for legitimate business purposes, monitor, access, review, and audit the use of its internet, e-mail, electronic communications systems, computers, and devices.

11.2. Such monitoring shall be conducted lawfully, fairly, and proportionately, and any Personal Data obtained shall be processed in accordance with the Nigeria Data Protection Act, 2023.

§ 12. DISCIPLINE FOR NON-COMPLIANCE

12.1. This Policy sets out conduct that is prohibited. While it is impossible for the Company to anticipate every situation, the Company has provided general guidelines for employees’ conduct.

12.2. Any breach of this Policy may result in disciplinary action up to and including summary dismissal, in accordance with the Company’s disciplinary procedures and applicable law, and may, in appropriate cases, result in civil or criminal liability.

§ 13. POLICY MODIFICATION

13.1. The Company may, at any time and at its sole discretion, alter the terms of this Policy. The terms of this Policy may be revoked, revised, or modified in any manner the Company deems fit.

13.2. In the event of any such variation, every employee will be duly notified in writing. Employees must read and understand the provisions of any modified version of this Policy and adhere to its terms.

13.3. Questions arising from any modified version of this Policy may be communicated to supervisors, heads of department, or other appropriate channels.

§ 14. GOVERNING LAW

This Policy shall be governed by and construed in accordance with the laws of the Federal Republic of Nigeria, and any dispute arising from or in connection with it shall be subject to the jurisdiction of the appropriate courts sitting in ________.

ACKNOWLEDGEMENT OF RECEIPT

I acknowledge receipt of a copy of the Internet and Electronic Communications Policy, which contains the policies, practices, and procedures of ________, and I agree to read, understand, and be bound by all of its provisions. I understand that this Policy is intended to serve as a guide and does not, of itself, create any contractual obligation on any party.

I also understand that failure to comply with the provisions of this Policy may subject me to disciplinary action up to and including termination of my employment.

I acknowledge that the Company reserves the right to modify the policies, procedures, and other provisions contained in this Policy.

Name of Employee: ________

Designation: ________

Date of Receipt: ________

Signature of Employee: ________