This page was last updated: 7th February 2012
This Monitoring Policy sets out the terms of any usage or our systems (including but not limited to Wireless / Wired Networks, Computers, Phones, Tablets, ...) regardless of location. This policy is a supplement to our terms and conditions www.amarholdings.co.uk/terms-and-conditions/
The company reserves the right to monitor its employees in accordance with activities permitted under UK and European legislation for the purpose of ensuring:
In carrying out this policy, employees are advised that the company monitors its communications systems including its telephones, computer equipment, including e-mail and internet usage, and any means by which any employee communicates with any other employee and/or any third party in the course of their employment or as a consequence of their employment by using the company’s property, computer equipment and/or networks. Employees should not therefore assume that their communications (such as email) are private.
Whereas the company recognises and respects its employees’ rights as to privacy, the company also needs to ensure that its operations are conducted lawfully and in accordance with its policies and procedures and are generally of a quality and standard that does credit to the company and its reputation.
The company is also required to carry out monitoring to comply with its legal obligations to its employees and others who deal with the company.
This policy is non-contractual in effect and does not form part of normal terms and conditions of employment. The company reserves the right to change the terms of this policy from time to time and to introduce a replacement procedure as may be required.
This policy covers every employee, director and agency worker and certain contractors or third parties when they are:
Every employee should presume that any form of written or spoken communication may be monitored and they should not use the company’s property at any time or their own property during working hours that they are not prepared to have monitored, subject to this policy.
Monitoring may take the form of:
Monitoring may be undertaken in any of these forms in relation to any written, verbal or electronic communications or any use of the company’s property including its vehicles by the use of satellite enabled tracking devices or other legitimate methods of evaluating use and performance of equipment or employees.
The company will be likely to carry out regular monitoring of its e-mail and internet use and communications and may record telephone calls to ensure compliance with its e-mail and internet protocols and the law generally. Such monitoring may include logging the e-mail addresses of those with whom the company’s communications servers are used to communicate and/or the URL’s of sites visited.
Every reasonable care will be taken to protect the privacy of employees while they are at work and to avoid unnecessary intrusion into private communications, provided they comply with the protocol as to private use of the company’s property. However, employees should avoid sending and/or receiving communications of such a sensitive or confidential nature that their disclosure would cause embarrassment or difficulty for any employee or third party.
In rare circumstances, such as where there are grounds to suspect the commission of criminal offences, the company may carry out targeted covert surveillance of individuals and/or functions. In such circumstances, the use of CCTV may, subject to protection of the human rights of employees and others, be carried out for the purpose of preventing crime in which the company and or its workers may become involved.
The company recognises that a proper work-life balance will mean that employees will want to communicate with friends and family for social and practical reasons during the day. In ordinary (non-emergency) situations, communications should be made during employees’ lunch or other breaks. The company has defined circumstances in which it is acceptable to use company property for the purposes of communicating with friends and family and for accessing the internet in certain limited circumstances, as set out below. In return for a reasonable approach to such matters, the company expects that employees will also be reasonable and neither break the rules in force from time to time nor abuse company property or time, in any way.
The following rules apply to situations other than genuine emergencies. The rules relating to emergencies are set out separately below:
In the case of genuine emergency, the company will pass on any call made to its main telephone number. In such cases, the company will pass on any message. Employees may then use their own mobile telephone to make calls necessary to deal with the emergency. If the employee is responsible for dependants, time may be allowed off work to deal with the emergency.
An emergency will clearly take different forms, but will generally involve risk of harm, danger or illness or injury to a relative or a risk to property. In such circumstances, the company will respond positively and flexibly. Any employee abusing this will be subject to disciplinary action.
We may revise this policy at any time by amending this page. You are expected to check our terms and conditions (www.amarholdings.co.uk/terms-and-conditions/) from time to time to take notice of any changes we make, as they are legally binding on you.