Global Marketplace Wiki
< All Topics
Print

IT, Internet, Email & Social Media Policies

The internet is provided by Global Marketplace and is for business use. Limited private use is permitted if the private use does not interfere with a person’s work and that inappropriate sites are not accessed e.g. pornographic, gambling. Management has the right to access the system to check if private use is excessive or inappropriate.

Failure to comply with these instructions is an offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may lead to disciplinary action up to and including dismissal. Staff need to be aware that some forms of internet conduct may lead to criminal prosecution.

Email Use

  1. Email facilities are provided for formal business correspondence.
  2. Take appropriate care to maintain the confidentiality of sensitive information.
  3. Take extra care to ensure that the correct email address is assigned to each recipient. Many email programs, including those used by Global Marketplace, offer an “autocomplete” function that populates the email address field with previously used email addresses before the user finishes typing. It is very important to always check before pressing “Send” that the email is going to the correct recipient.
  4. Limited private use of email is allowed if it doesn’t interfere with or distract from an employee’s work. However, management has the right to access incoming and outgoing email messages to check if an employee’s usage or involvement is excessive or inappropriate.
  5. Non-essential email, including personal messages, should be deleted regularly from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid congestion.
  6. All emails sent must include the approved business disclaimer and approved employee signature

To protect Global Marketplace from the potential effects of the misuse and abuse of email, the following instructions are for all users:

  1. No material is to be sent as email that is defamatory, in breach of copyright or business confidentiality, or prejudicial to the good standing of Global Marketplace in the community or to its relationship with staff, customers, suppliers and any other person or business with whom it has a relationship.
  2. Email must not contain material that amounts to gossip about colleagues or that could be offensive, demeaning, persistently irritating, threatening, discriminatory, involves the harassment of others or concerns personal relationships.
  3. The email records of other persons are not to be accessed except by management (or persons authorised by management) ensuring compliance with this policy, or by authorised staff who have been requested to attend to a fault, upgrade or similar situation. Access in each case will be limited to the minimum needed for the task.
  4. When using email a person must not pretend to be another person or use another person’s computer without permission.
  5. Excessive private use, including mass mailing, “reply to all” etc. that are not part of the person’s duties, is not permitted.
  6. Failure to comply with these instructions is a breach of employee obligations and will be investigated, and disciplinary action may be incurred.

This policy also applies to all employees, contractors and sub-contractors of Global Marketplace who:

Have an active profile on a social or business networking site such as LinkedIn, Facebook, Instagram, Snap Chat, Twitter and other social network sites.

Write or maintain a personal or business’ blog; and/or

Post comments on public and/or private web-based forums or message boards or any other internet sites.

Professional Use of Social Media

Global Marketplace expects its employees to maintain a certain standard of behaviour when using Social Media for work and personal purposes.

This policy applies to all employees, contractors and sub-contractors of Global Marketplace who contribute to or perform duties such as:

  • maintaining a profile page for Power Retail or Click Frenzy on any social or business networking site (including, but not limited to LinkedIn, Facebook, Instagram or Twitter);
  • making comments on such networking sites for and on behalf of Power Retail or Click Frenzy
  • writing or contributing to a blog and/or commenting on other people’s or business’ blog posts for and on behalf of Global Marketplace, Power Retail and Click Frenzy and/or
  • posting comments for and on behalf of Global Marketplace, Power Retail or Click Frenzy on any public and/or private web-based forums or message boards or other internet sites.

Procedure

If any employee, contractor or sub-contractor of Global Marketplace is directed to contribute to or participate in any form of Social Media related work, they are to act in a professional manner at all times and in the best interests of the Company.

No employee, contractor or sub-contractor of Global Marketplace is to engage in Social Media using the official company Social Media accounts of Global Marketplace, Power Retail or Click Frenzy unless they first obtain approval from their Manager.

All employees, contractors and sub-contractors of Global Marketplace must ensure they do not communicate any:

  • confidential Information relating to Global Marketplace, Power Retail or Click Frenzy or its clients, business partners or suppliers;
  • material that violates the privacy or publicity rights of another party; and/or
  • information, (regardless of whether it is confidential or public knowledge), about clients, business partners or suppliers of Global Marketplace without prior authorisation or approval to do so; on any social or business networking sites, web-based forums or message boards, or other internet sites.

Confidential Information includes any information in any form relating to Global Marketplace and its related bodies, clients or businesses, which is not in the public domain. This includes, but is not limited to information relating to employees, clients, future business, future clients, and database subscribers.

Private / Personal Use of Social Media

Procedure

Global Marketplace acknowledges its employees, contractors and sub-contractors have the right to contribute content to public communications on websites, blogs and business or social networking sites not operated by Global Marketplace, Power Retail or Click Frenzy. However, inappropriate behaviour on such sites that has the potential to cause damage to the reputation of Global Marketplace as well as its employees, clients, business partners and/or suppliers will not be tolerated.

For this reason, all employees, contractors and sub-contractors of Global Marketplace must agree to not publish any inappropriate or derogatory material, or engage in unprofessional online chats when identifying themselves as being associated with Global Marketplace or its clients, business partners or suppliers.

All employees, contractors and sub-contractors of Global Marketplace must also refrain from posting, sending, forwarding or using, in any way, any inappropriate material including but not limited to material which:

  • is intended to (or could possibly) cause insult, offence, intimidation or humiliation to Global marketplace or its clients, business partners or suppliers;
  • is defamatory or could adversely affect the image, reputation, viability or profitability of Global Marketplace, or its clients, business partners or suppliers; and/or
  • contains any form of Confidential Information relating to Global Marketplace, or its clients, business partners or suppliers.

All employees, contractors and sub-contractors of Global Marketplace must comply with this policy. Any breach of this policy will be treated as a serious matter and may result in disciplinary action including termination of employment or (for contractors and sub-contractors) the termination or non-renewal of contractual arrangements.

Other disciplinary action that may be taken includes, but is not limited to, issuing a formal warning, directing people to attend mandatory training, suspension from the workplace and/or permanently or temporarily denying access to all or part Global Marketplace’ computer network.

For the purposes of this policy, the following definition of Social Media applies:

Social Media includes all internet-based publishing technologies. Most forms of Social Media are interactive, allowing authors, readers and publishers to connect and interact with one another. The published material can often be accessed by anyone. Forms of Social Media include, but are not limited to, social or business networking sites (i.e. Facebook, LinkedIn, Instagram, Snapchat), video and/or photo sharing websites (ie. YouTube, Flickr), business/corporate and personal blogs, micro-blogs (i.e Twitter, LinkedIn), chat rooms and forums and/or Social Media.

Table of Contents