Microlease plc Computer Systems acceptable use policy

Please read this policy carefully as you will, in future, be deemed to be aware of its contents in the event that there is any breach of the Company’s policy.

This policy replaces all previous Company policies concerning the use of Computer Systems (including internet and email) within Microlease.

In the following document, the term “Computer Systems” should be understood to cover internet, email, messaging or any other form of electronic communication, as well as the hardware and local networks, particularly digital storage facilities.

Purpose

The purpose of this policy is to ensure that employees of Microlease plc and its subsidiaries understand the way in which Computer Systems should be used in the organisation. It aims to ensure that Computer Systems are used effectively for their intended purpose without infringing legal requirements or creating unnecessary business risk.

Scope

All employees of Microlease plc including contractors and temporary staff are subject to this policy. Failure to comply may lead to disciplinary action including dismissal. At the same time, your conduct and/or action(s) may be unlawful or illegal and you may be personally liable.

The policy applies to staff in all Microlease offices and to all employees working remotely. The policy covers all Microlease computer equipment, including laptops, desktops, servers and PDAs, all software packages and all Company phones including soft-phones and mobile phones. The policy includes text messages, such as SMS, instant messaging services and on-line forums, blogs and other areas where opinions may be shared.

The Internet

Acceptable Use

Use of the Internet by employees of Microlease plc is permitted and encouraged where such use supports the goals and objectives of the business.

However, Microlease plc has a policy for the use of the Internet whereby employees must ensure that they:

·         Comply with current legislation.

·         Use the Internet in an acceptable way.

·         Do not create unnecessary business risk to the Company by their misuse of the Internet.

Unacceptable behaviour

In particular the following is deemed unacceptable use or behaviour by employees:

·         Visiting Internet sites that contain obscene, hateful, pornographic or other illegal material.

·         Using the computer to perpetrate any form of fraud, or software, film or music piracy.

·         Using the Internet to send or display offensive or harassing material to other users.

·         Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such licence entered into by Microlease.

·         Hacking into unauthorised areas.

·         Creating or transmitting defamatory material.

·         Undertaking deliberate activities, or actions without due thought, that waste staff effort or networked resources.

·         Introducing any form of computer virus into the corporate network.

Email

Acceptable Use

Use of email by employees of Microlease plc is permitted and encouraged where such use supports the goals and objectives of the business.

However, Microlease plc has a policy for the use of email whereby the employee must ensure that they:

·         Comply with current legislation.

·         Use email in an acceptable way.

·         Do not create unnecessary business risk to the Company by their misuse of the Internet.

Unacceptable behaviour

·         Use of Company communications systems to set up unauthorised personal businesses or the sending of chain letters.

·         Forwarding of Company confidential messages to external locations – unless with the prior approval of a Microlease Director.

·         Distributing, disseminating or storing images, text or materials that might be considered indecent, pornographic, obscene, illegal or excessive in size.

·         Distributing, disseminating or storing images, text or materials that might be considered discriminatory, offensive or abusive, in that the context is a personal attack, sexist or racist, or might be considered as harassment.

·         Accessing copyrighted information in a way that violates the copyright.

·         Breaking into the Company’s or another organisation’s system or unauthorised use of a password/mailbox.

·         Broadcasting unsolicited personal views on social, political, religious or other non-business related matters.

·         Transmitting unsolicited commercial or advertising material.

·         Undertaking deliberate activities that waste staff effort or networked resources.

·         Introducing any form of computer virus or malware into the corporate network.

·         Forwarding or sharing any client or Company information that would violate the Data Protection Act or industry guidelines.

Computer Storage Facilities

Acceptable Use

  • The integrity of the systems must be respected. This means that users of systems will not divulge passwords, pins, private keys or similar elements to anyone else, unless authorised to do so by a Microlease Director and they will not exploit sessions left open or otherwise misappropriate or steal the "identity" of another user.
  • Privacy of other users must not be intruded upon at any time unless authorised to do so by a Microlease Director.
  • Users must recognize that certain data are confidential and must limit their access to such data to uses in direct performance of their duties.
  • The rules and regulations governing the use of facilities and equipment must be respected. Persons responsible for computing devices connected to the network will ensure that those devices are maintained in a secure state.
  • No one shall obtain unauthorized access to other users' accounts and files.
  • All Staff shall comply with the requirements of the Data Protection Act 1998 ("the Act") concerning personal data. The Act enunciates the following principles relating to the collection, keeping and disclosure of personal data:
    • data shall be obtained and processed fairly and lawfully;
    • data shall only be held for specified and lawful purposes;
    • data shall not be used or disclosed except in accordance with the Act;
    • data shall be adequate, relevant and not excessive for those purposes;
    • data shall be accurate and up-to-date;
    • data shall not be kept any longer than necessary;
    • security measures shall be taken to prevent unauthorised access to data and to prevent accidental loss or damage.

All persons who are licensed to use software or who control access to any computing and/or network resources are obliged to take all reasonable care to prevent the illicit copying and use of software and documentation.

No one shall introduce onto computer systems any software or other material requiring a licence for which a valid licence is not in place this includes .mpg type files.

Access must be permitted to computer audit staff without notice to enable them to check against an inventory of licensed software and hardware. Any unlicensed software or hardware or illicit copies of documentation will be removed by such audit staff and reported to the I.C.T. Manager, who may initiate disciplinary proceedings.

Unacceptable Behaviour

All employees of Microlease plc and any subsidiaries will be deemed to be in breach of this agreement should they:

·         Install any unauthorised or unlicensed software or other copyright material.

·         Store on local or network drives or other media belonging to the Company any material of an offensive nature as defined in the sections on email and internet use.

Monitoring

Microlease plc accepts that the use of Computer Systems is an integral part of most employees’ jobs. However, misuse of these facilities can have a negative impact upon employee productivity and the reputation of the business.

In addition, all of the Company’s Computer Systems are provided for business purposes.  Therefore, the Company maintains the right to examine any systems and inspect any data recorded in those systems.

In order to ensure compliance with this policy, the Company also reserves the right to use monitoring software in order to check upon the use of the Computer Systems and the data within. Such monitoring will be used for legitimate purposes only.

Sanctions

Failure to comply with these guidelines will result in sanctions ranging from disciplinary procedures such as verbal and written warnings, through to dismissal.

Agreement

All Company employees, contractors or temporary staff who have been granted the right to use the Company’s Internet access are required to sign this agreement confirming their understanding and acceptance of this policy.

 


If you are unclear about any of the issues discussed in the policy, please contact the Human Resources Officer. It is expected that all employees should undergo training on how to use the Computer Systems correctly and effectively, including security awareness issues.      

 

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