Email Policy

OVERVIEW

Electronic mail is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organisation. 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.

PURPOSE

The purpose of this email policy is to ensure the proper use of VISUAL GRAVITY email system and make users aware of what VISUAL GRAVITY deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within the VISUAL GRAVITY network.

SCOPE

This policy covers appropriate use of any email sent from a VISUAL GRAVITY email address and applies to all employees, vendors, and agents operating on behalf of VISUAL GRAVITY.

POLICY

1. All use of email must be consistent with VISUAL GRAVITY policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.

2. VISUAL GRAVITY email account should be used primarily for VISUAL GRAVITY business-related purposes; personal communication is permitted on a limited basis, but non-VISUAL GRAVITY related commercial uses are prohibited.

3. All VISUAL GRAVITY data contained within an email message or an attachment must be secured according to the Data Protection Standard.

4. Email should be retained only if it qualifies as a VISUAL GRAVITY business record. Email is a VISUAL GRAVITY business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.

5. Email that is identified as a VISUAL GRAVITY business record shall be retained according to VISUAL GRAVITY Record Retention Schedule.

6. The VISUAL GRAVITY 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 colour, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any VISUAL GRAVITY employee should report the matter to their supervisor immediately.

7. Users are prohibited from automatically forwarding VISUAL GRAVITY email to a third party email system (noted in point 8 below). Individual messages which are forwarded by the user must not contain VISUAL GRAVITY confidential or above information.

8. Users are prohibited from using third-party email systems and storage servers such as Yahoo, and MSN Hotmail etc. to conduct VISUAL GRAVITY business, to create or memorialise any binding transactions, or to store or retain email on behalf of VISUAL GRAVITY. Such communications and transactions should be conducted through proper channels using approved documentation.

9. Using a reasonable amount of VISUAL GRAVITY 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 VISUAL GRAVITY email account is prohibited.

10. VISUAL GRAVITY employees shall have no expectation of privacy in anything they store, send or receive on the company's email system.

11. VISUAL GRAVITY may monitor messages without prior notice. VISUAL GRAVITY is not obliged to monitor email messages.

POLICY COMPLIANCE

Compliance Measurement

The Infosec team will verify compliance to this policy through various methods, including but not limited to, periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.

Exceptions

Any exception to the policy must be approved by the Infosec team in advance.

Current exceptions are:

• G Suite which include gmail, google drive and any other apps within the Google ecosystem

Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.