Internet, Email and Intranet Policy
1. Overview
The Internet can provide significant business benefits but employees need to be aware of the issues related to its access and use. Careless use can have dramatic consequences, harming our business, customers and employees.
2. Purpose
This document is intended to bring to the attention of all employees of DPD Ireland the circumstances in which a person may access and use the Internet through DPD Ireland and its associated companies.
The policy defines what the company considers acceptable use and conduct once a person accesses the Internet and assigns responsibility for compliance with the policy.
3. Policy
3.1 Business Use: The use of the Internet by employees within DPD Ireland and contractors or agents engaged by our company is permitted and encouraged where it is for business use and supports the objectives of our company.
3.2 Prohibited Use: Using DPD Ireland facilities and facilities supplied by DPD Ireland and its associated companies for use on business premises, at home or any location, for inappropriate use of the Internet will not be tolerated under any circumstances and will be considered an act of gross misconduct and subject to summary dismissal. Some examples of inappropriate use include, but are not limited to, the following:
Conducting or engaging in illegal activities.
Gambling.
Conducting or engaging in business for personal gain or profit.
Revealing or publicising DPD Ireland's business Partners’ proprietary, classified or confidential information or that of any related or associated company.
Transmission in connection with any infringement of another person’s intellectual property rights (e.g. copyrights)
Transmission in connection with any attempt to penetrate computer or network security of any company or other system, or unauthorised access (or attempted access) to any person’s computer or e-mail account or equipment.
Representing personal opinion as that of DPD Ireland or of its associated companies.
Soliciting others for activities unrelated to DPD Ireland's business, or in connection with campaigns or lobbying.
Transmission of any material in violation of any law or damaging to a person’s or company’s reputation.
Accessing or downloading pornographic material.
Making indecent proposals, suggestions and remarks and using bad language.
Transmission of any material which is defamatory, discriminatory or obscene or in violation of DPD Ireland's equal opportunity policies.
3.3 Licensing and purchasing terms: Our company will comply with all agreed licensing or purchasing terms and conditions that regulate the use of any third party material we acquire or use from the Internet.
3.4 Security: Connection and access to the Internet will only be via DPD Ireland documented secure methods.
3.5 Viruses: Computer viruses are rampant on the Internet. Any connection to the Internet must have current virus protection software loaded
3.6 Logins: Do not use another person’s Internet account or Login. Logins and passwords should not be divulged to anyone.
3.7 Confidential Information: Be aware that the Internet is not private. Someone may access data or information exchanged. A person should be aware that it is possible, through the content of their Internet exchanges, to compromise the security of DPD Ireland , mar the reputation of DPD Ireland or expose DPD Ireland or its employees to prosecution.
Information which is particularly sensitive, controversial or confidential must not be sent via the Internet.
The Company has hardware and software which protects our network but it does not secure our links with clients or customers outside our network. You must obtain client, customer or third party consents to communicate via the Internet. You should also consider whether it is appropriate to obtain a general consent or in certain circumstances, specific consent.
Information that is considered to be sensitive includes, but is not limited to, the following:
(i) Misrepresentation of DPD Ireland or its associated companies position and
(ii) Premature or unauthorised release of information that results in loss of competitive advantage.
4. Monitoring
Internet communication is not private and may be viewed by DPD Ireland at any time. In no way can or should you regard Internet or Intranet communication as confidential.
DPD Ireland has the capability to access, review, copy and delete any communications sent, received or stored-on its communication systems. Interlink Ireland Limited reserves the right to access, review, copy or delete any communication for any purpose to disclose them to any party it deems appropriate.
Use of the Internet must not unreasonably interfere with your work obligations. Time spent on the Internet can (and will) be monitored.
An audit log may be generated and websites accessed by users will be monitored.
5. Responsibilities
5.1 It is the responsibility of all employees to comply with the Internet Policy. Each employee required to access the Internet in their day to day activities must make themselves aware of their responsibilities.
5.2 It is the responsibility of all managers to ensure that this policy is appropriately communicated to all employees and people using DPD Ireland equipment and that all employees comply with the Internet Policy. This responsibility shall ultimately lie with the Chief Executive Officer of DPD Ireland.
5.3 It is the responsibility of the most senior Information Technology representative of DPD Ireland for establishing and maintaining programmes and practices in support of this policy.
5.4 Internal Audit, as part of the normal Internal Audit function, is responsible for reviewing and reporting on the adequacy and appropriateness of the guidelines established by the Business Unit.
5.5 Each employee’s manager is responsible for reviewing and approving or disapproving the employee Internet access request.
5.6 It is the responsibility of the Chief Executive Officer of DPD Ireland to communicate to outside entities involved in corporate communications, such as marketing and public relations companies, our company’s restrictions on Internet use and information dissemination over the Internet.
6. Breach of Policy
6.1 Infringement of the regulations contained within paragraphs 3.1, 3.2
(i) – (xii), 3.3 and 3.4 are deemed to be an act of gross misconduct and subject to summary dismissal.