Email Usage Policy
How to use your organisational email
Policy brief & purpose
Our organisational email usage policy helps members use their organisational email addresses appropriately. Email is essential to our everyday activities. We want to ensure that our members understand the limitations of using their organisational email accounts.
Our goal is to protect our confidential data from breaches and safeguard our reputation and technological property.
This policy applies to all members and associates who are assigned (or given access to) an organisational email. This email may be assigned to an individual (e.g. firstname.lastname@example.org) or department (e.g. email@example.com.).
Organisational emails are powerful tools that help members in their roles. Members should use their organisational email primarily for work-related purposes. However, we want to provide members with some freedom to use their emails for personal reasons.
We will define what constitutes appropriate and inappropriate use.
Inappropriate use of organisational email
Our members represent our organisation whenever they use their organisational email address. They must not:
- Sign up for illegal, unreliable, disreputable or suspect websites and services.
- Send unauthorized marketing content or solicitation emails.
- Register for a competitor’s services unless authorized.
- Send insulting or discriminatory messages and content.
- Intentionally spam other people’s emails, including their coworkers.
Our organisation has the right to monitor and archive organisational emails.
Appropriate use of organisational email
Members are allowed to use their organisational email for work-related purposes without limitations. For example, members can use their email to:
- Communicate with current or prospective customers and partners.
- Log in to purchased software they have legitimate access to.
- Give their email address to people they meet at conferences, career fairs or other corporate events for business purposes.
- Sign up for newsletters, platforms and other online services that will help them with their roles or professional growth.
Members are allowed to use their organisational email for some personal reasons. For example, members can use their organisational email to:
- Register for classes or meetups.
- Send emails to friends and family as long as they don’t spam or disclose confidential information.
- Download ebooks, guides and other content for their personal use as long as it is safe and appropriate.
Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. These issues can compromise our reputation, legality and security of our equipment.
- Select strong passwords with at least eight characters (capital and lower-case letters, symbols and numbers) without using personal information (e.g. birthdays.)
- Remember passwords instead of writing them down and keep them secret.
- Change their email password every two months.
Also, members should always be vigilant to catch emails that carry malware or phishing attempts. We instruct members to:
- Avoid opening attachments and clicking on links when content is not adequately explained (e.g. “Watch this video, it’s amazing.”)
- Be suspicious of clickbait titles.
- Check email and names of unknown senders to ensure they are legitimate.
- Look for inconsistencies or style red flags (e.g. grammar mistakes, capital letters, excessive number of exclamation marks.)
If a member isn’t sure that an email they received is safe, they can ask our leadership team.
We remind our members to keep their anti-malware programs updated.
We strive to ensure that emails and associated data are kept secure, however, we accept no liability for any form of unauthorised access to data or any losses incurred as a result.
We encourage members to create an email signature that exudes professionalism and represents our organisation well.
Here’s our recommeded email signature:
[Role Title (If Applicable)]
Members may also include professional images, company logos and work-related videos and links in email signatures. If they are unsure how to do so, they can ask for help from our leadership team.
Failing to follow this policy
Members who don’t adhere to the present policy will face disciplinary action up to and including termination from the organisation. Example reasons for disciplinary action are:
- Using an organisational email address to send confidential data without authorization.
- Sending offensive or inappropriate emails to our associates, members, or general public.
- Using a organisational email for an illegal activity.