Platinum Financial Planning Employee Handbook

22. Computer and Telephone Use policy - This policy outlines the standards you must observe when using these systems, the circumstances in which we will monitor their use, and the action we will take in respect of breaches of these standards. In particular, remember that you are representatives of the Company and all communication through our systems (whether by telephone, e-mail or otherwise), must be conducted in an appropriate manner. This policy deals mainly with the use (and misuse) of computer equipment, email, the internet, telephones and voicemail. It also applies to the use of fax machines, copiers, scanners, CCTV, and electronic key fobs and cards. Misuse of IT and communications systems can damage the business and reputation of the company. All staff must comply with this policy at all times to protect our IT and communications systems from unauthorised access, misuse, and harm. Breach of this policy may be dealt with under our Disciplinary Procedure and, in serious cases, may be treated as gross misconduct leading to summary dismissal. All employees have a specific responsibility to operate within the boundaries of this policy, ensure that all staff understand the standards of behaviour expected of them and to take action when behaviour falls below its requirements. All staff are responsible for the success of this policy and should ensure that they take the time to read and understand it. Any misuse of our electronic communications systems or equipment should be reported to the Operations Manager. Questions regarding the content or application of this policy should be directed to the Operations Manager. Full details of our Computer and Telephone use policy can be found online or obtained from the Operations Manager. 23. Social Media Policy - Social media is an interactive online media that allows users to communicate instantly with each other or to share data in a public forum. It includes social and business networking websites such as Facebook, Myspace, Instagram, Snapchat, Twitter and LinkedIn. Social media also covers video and image sharing websites such as YouTube and Flickr, as well as personal weblogs (“blogs”). This is a constantly changing area with new websites being launched on a regular basis and therefore this list is not exhaustive. This policy applies in relation to any social media that employees may use. This policy covers all individuals working at all levels and grades, including senior managers, officers, directors, employees, consultants, contractors, trainees, homeworkers, part-time and fixed-term employees, casual and agency staff (collectively referred to as staff in this policy). Third parties who have access to our electronic communication systems and equipment are also required to comply with this policy. Full details of our Social Media policy can be found online or obtained from the Operations Manager. 24. Data Protection - In the course of your work you may come into contact with or use confidential information about employees, clients and customers, for example their names and home addresses. The Data Protection Act 1998 contains principles affecting employees’ and other personal records. Information protected by the Act includes not only personal data held on computer but also certain manual records containing personal data, for example employee personnel files that form part of a structured filing system. The purpose of these rules is to ensure you do not breach the Act. If you are in any doubt about what you can or cannot disclose and to whom, do not disclose the personal information until you have sought further advice from the Operations Manager.


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