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.
The purpose of this email policy (“Policy”) is to ensure the proper use of DTech’s email system (including bigR related email) and make users aware of what DTech deems as acceptable and unacceptable use of its email system. This Policy outlines the minimum requirements for use of email within DTech’s network, which shall include bigR.
This Policy covers appropriate use of any email sent from DTech’s and bigR’s email addresses and applies to all employees, authorized third parties, and agents operating on behalf of DTech.
A. All use of email must be consistent with DTech’s policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
B. DTech’s and bigR’s email accounts should be used primarily for business-related purposes; personal communication is permitted on a limited basis, but non-DTech and/or non-bigR related commercial uses are prohibited.
C. All DTech and bigR data contained within an email message or an attachment must be secured according to the DTech’s Data Protection Policy.
D. Email should be retained only if it qualifies as DTech’s business record. Email is a DTech’s business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.
E. The DTech 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 anyone should report the matter to their supervisor immediately.
F. Users are prohibited from automatically forwarding DTech’s email to a third party email system. Individual messages which are forwarded by the user must not contain DTech’s confidential or above information.
G. DTech shall ensure that no excessive amount of emails to be sent to customers and/or third parties.
H. bigR emails sent to customers and/or third parties shall have the ‘unsubscribe’ or ‘opt out’ feature.
5.0 POLICY COMPLIANCE
DTech will verify compliance to this Policy through various methods, including but not limited to, video monitoring, business tool reports, internal and external audits, and feedback from customers and/or third parties.
6.0 RELATED STANDARDS, POLICIES AND PROCESSESS
All employees are required to follow the DTech’s Data Protection Policy ensuring that the emails sent to customers or third parties are in compliance of the Data Protection Policy and other applicable laws.
As at September 1, 2019.