Internet Policy for Employees - Template, Sample Form

INTERNET POLICY

________

Effective date: ________

This Internet Policy (the "Policy") is a set of rules setting out the acceptable use of internet and other office electronic devices by employees of ________. It provides rules and guidelines for employees' use of the internet within the workplace and stipulates disciplinary actions for employees that conduct unacceptable or inappropriate actions in violation of this Policy.

If a violation of this policy occurs, the Company will, at its discretion, take appropriate disciplinary actions against any employee who has violated the provisions of the policy. If any violation occurs, any employee is required to notify the Company of such violation for prompt action.

PART 1: SCOPE

This Policy applies to all staff of ________ that use the internet or computers and mobile devices provided by the Company. You are advised to read it carefully and comply with the provisions contained herein.

PART 2: GENERAL PROVISION

The term 'Social Media" includes all social web platforms and applications used for communication and interaction. This may include blogs, Facebook, Twitter, Instagram, Snapchat, WhatsApp, and other chatrooms and forums. This Policy provides rules regulating the use of private social media and how employees are expected to represent the Company on social media.

PART 3: COMPUTERS AND HANDHELD DEVICES

3.1. Introduction

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

The Company retains ownership of all computers and mobile devices provided by the Company and the Company's management retains the right to inspect and monitor data or files at any given time.

3.3. Personal devices

Personal devices may be brought to work. However, they should be kept on silent or vibration to avoid distractions.

Personal devices can create distractions in a work place. Hence, the use of personal phones and mobile devices is prohibited during working hours, except it is used during breaks. In particular, the use of personal devices should be done in accordance with the following policy:

________

If an employee's personal device is found to be disruptive and reduce the employee's level of productivity, such employee may face disciplinary actions.

PART 4: INFORMATION SECURITY

4.1. Introduction

The Company maintains a strict policy on confidential electronic information which every employee (who have access to such information) must strictly adhere to.

4.2. Work station security

Employees should ensure that no printed document relating to the Company, the Company's clients, customers, or visitors is left unattended on their work stations.

4.3. Secure passwords

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4.4. USB security

The Company expressly prohibits any unauthorized use or distribution of confidential information or documents. All confidential information or documents that must be transferred within the Company should be done through the following means:

________

PART 5: INTERNET ACCEPTABLE USE

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

(I) the use of the Company's internet to access, transmit, print, download any derogatory, obscene, defamatory or offensive material, such as anything that is used to cause disparagement or harassment;

(II) unauthorized 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 the material;

(III) downloading, copying installing video games, videos, pictures or other Unauthorized Materials with the Company's internet. Unauthorized Materials are documents, files, videos, pictures or any other material that are not related or relevant to the achievement or performance of an employee's designated task or duties;

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

(V) performance of illegal or inappropriate actions;

(VI) use of the Company's internet to harass coworkers, clients, and visitors;

(VII) frequently using the Company's internet for personal work or activities unrelated to work.

PART 6: COMPANY E-CORRESPONDENCE

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

Employees may not use E-mails for disseminating or transmitting information or materials that are offensive, disparaging, copyrighted materials or unauthorized sharing of confidential information or trade secrets. Employees may not encrypt programmes or install any encrypted software or programme with any email communication.

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

Every employee of the Company is required to refrain from the following:

(I) the unauthorized download of software on Company's computers;

(II) the use of devices such as computers and handheld devices for disseminating or transmitting confidential information or trade secrets of the Company;

(III) using Company-owned computers or devices to disseminate, transmit, or download disparaging, obscene, or illicit materials;

(IV) downloading, copying, installing video games, videos, pictures or other Unauthorized Materials on the Company's computers.

PART 7: SOCIAL MEDIA POLICY

The Company is determined to use social media to create awareness about its services, enhance its customer/client base and increase the overall profitability of the Company.

Employees are encouraged to support the Company's activities through their social media accounts in compliance with the Company's policy. Employees can access their personal social media accounts during work hours, provided that they do not use it excessively.

Employees using their private social media platform should adhere to the following rules:

(I) maintain a personal email addresses, and avoid using their office email address for personal use or for other 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 belonging to the Company without obtaining permission from management;

(III) ensure that others are aware that posts, comments, or other activity they do on their personal accounts do not represent the Company. Employees should not imply that their personal opinions are endorsed by the Company to avoid misrepresentation;

(IV) avoid discussing illegal or criminal activities;

(V) employees using the Company's computers, phones, laptops, or other electronic devices should abstain from accessing or downloading sites that can introduce malicious software or other rogue applications;

(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 that are being used.

Employees who have been granted access to our Company's social media account should comply with the following rules:

(I) be respectful and polite while interacting with people on behalf of the Company. Never get into arguments, quarrels, or backlash with current or prospective clients and customers online;

(II) avoid making comments or passing information on topics or issues you lack expertise on. Correct and remove any misleading or inaccurate information about the Company;

(III) refrain from making inaccurate or misleading statements, and avoid sharing confidential information and materials;

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

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

Employees should not use social media platforms to make recommendations or endorsement in violation of the Company's policy. Before posting any content on social media, each post must be reviewed by management.

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PART 8: COPYRIGHT AND INTELLECTUAL PROPERTY

8.1. Introduction

The Company respects the intellectual property rights of others and expects its employees to do 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.

8.2. Copyrighted material

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.

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

Employees must not use the Company's logos, name, trade mark, trade name, brand, copyrighted information, or other intellectual property belonging to the Company without obtaining the prior written permission of management.

Employees must not disclose, reproduce, or distribute any of the Company's intellectual property to any third party without authorization.

8.4. Software and licenses

Employees must not install, download, or use any unlicensed or unauthorized 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.

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

PART 9: HARASSMENT AND BULLYING

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

Employees should not make or post disparaging, insulting, offensive, vulgar, or any other inappropriate videos, picture, comments, or any other material that has the likelihood of damaging the reputation of their colleagues, clients, customers, and the Company.

PART 10: PRIVACY POLICY

The Company takes the security of every employee very seriously and also takes reasonable measures to reduce the risk of unauthorized access to its employees' information. Therefore all employees must respect the privacy of their colleagues, clients, customers, and must not post or disclose personal information about co-workers, clients, and customers.

Unauthorized copying, transmission or access to any employee's personal data by any employee shall be subject to discipline. Therefore, employees are encouraged to report any suspected data breach to the management.

PART 11: DISCIPLINE FOR NON-COMPLIANCE

This Handbook provides the list of prohibited behaviour or conduct. While it is impossible for the Company to outline the code of conduct for every situation, the Company has provided general guidelines for employees' conduct.

PART 12: POLICY MODIFICATION

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

In the case of such variation, every staff of this Company will be duly notified in writing. In this regard, employees must read and understand the provisions of any modified version of this Policy and adhere to its terms.

Issues or questions arising from the modified version may be properly communicated to supervisors, heads of department, or other appropriate channels.

ACKNOWLEDGEMENT OF RECEIPT

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

I also understand that failure to comply with the provisions of this Policy may subject me to termination.

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

Name of Employee:......................................................................................

Date of Receipt:............................................................................................

Signature of Employee:.........................................................................................