Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can pose many legal, privacy and security risks, therefore it’s important for users to understand the appropriate use of electronic communications.
The purpose of this email policy is to ensure the proper use of the Infinity Works email system and make users aware of what Infinity Works deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within the Infinity Works Network.
This policy covers appropriate use of any email sent from a Infinity Works email address and applies to all employees, contractors, consultants, vendors, and agents operating on behalf of Infinity Works.
All use of email must be consistent with Infinity Works policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
Infinity Works email account should be used primarily for Infinity Works business-related purposes; personal communication is permitted on a limited basis, but non-Infinity Works Consulting related commercial uses are prohibited.
All Infinity Works data contained within an email message or an attachment must be secured according to the Data Protection Policy.
Email should be retained only if it qualifies as a Infinity Works business record. Email is an Infinity Works business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.
Email that is identified as an Infinity Works business record shall be retained according to Infinity Works Consulting Record Retention Schedule contained within the Data Rentention, Destruction and Disposal Policy.
The Infinity Works email system shall not be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair colour, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Infinity Works Consulting contractors, consultants or employees who receive any emails with this content from any other Infinity Works Consulting contractor, consultant or employee should report the matter to their line manager immediately.
Users are prohibited from automatically forwarding Infinity Works email to a third party email system (noted in 4.8 below). Individual messages which are forwarded by the user must not contain Infinity Works Consulting confidential information, personal data or disruptive or offensive messages.
Users are prohibited from using third-party email systems and storage servers, with the exception of Google Apps for Business, to conduct Infinity Works business, to create or memorialize any binding transactions, or to store or retain email on behalf of Infinity Works. Such communications and transactions should be conducted through proper channels using Infinity Works Consulting-approved documentation.
Using a reasonable amount of Infinity Works resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a Infinity Works email account is prohibited.
Infinity Works employees, contractors and consultants shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
Infinity Works may monitor messages without prior notice. Infinity Works Consulting is not obliged to monitor email messages.
The ISMS Committee will verify compliance to this policy through various methods, including but not limited to, periodic walkthroughs, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
Any exception to the policy must be approved by the ISMS Committee in advance.
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
None.