1 Overview
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 post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.
2 Purpose
The purpose of this email policy is to ensure the proper use of Grand Capital & Aljazeera Group email system and make users aware of what Grand Capital & Aljazeera Group and the laws of the UAE of cyber-crimes deem as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within Grand Capital Network. Further information about cyber-crimes can be found in [1].
3 Scope
This policy covers appropriate use of any email sent from a Grand Capital & Aljazeera Group email address and applies to all employees, vendors, and agents operating on behalf of Grand Capital & Aljazeera Group. This document applies to both Grand Capital and Aljazeera Group even if within the context of this document the group is referred to as ‘Grand Capital’, only.
4 Policy
4.1 All use of email must be consistent with Grand Capital policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
4.2 Grand Capital email account should be used primarily for Grand Capital business related purposes; personal communication is permitted on a limited basis, but non- Grand Capital related commercial uses are prohibited.
4.3 All Grand Capital data contained within an email message or an attachment must be secured according to the Data Protection Standard.
4.4 Email that is identified as a Grand Capital business record shall be retained according to Grand Capital Record Retention Schedule.
4.5 The Grand Capital email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Grand Capital employee should report the matter to their supervisor immediately.
4.6 Users are prohibited from automatically forwarding Grand Capital email to a third party email system (noted in 4.7 below). Individual messages which are forwarded by the user must not contain Grand Capital confidential or above information.
4.7 Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct business, to create or memorialize any binding transactions, or to store or retain email on behalf of Grand Capital. Such communications and transactions should be conducted through proper channels using Grand Capital-approved documentation.
4.8 Grand Capital employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
4.9 Grand Capital may monitor messages without prior notice. Grand Capital is not obliged to monitor email messages.
5 Policy Compliance
5.1 Compliance Measurement
The IT & Development Department team will verify compliance to this policy through various methods, including but not limited to, periodic walk-through, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
5.2 Exceptions
Any exception to the policy must be approved by the IT & Development Department in advance.
5.3 Non-Compliance
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
6 Related Standards, Policies and Processes
Data Protection Standards
Information related to Grand Capital must not be revealed to 3rd parties without a consent documented in the form of a signed Non-Disclosure Agreement.
Approvals
Mohammed Eqbal, IT Head
Mohammed Hasaballah, Legal Advisor
Mr. Hamad Lootah, Group Chairman