Monitoring Policy

A.M.A.R Holdings Monitoring Policy

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/legal/

Purpose

The company reserves the right to monitor its employees in accordance with activities permitted under UK and European legislation for the purpose of ensuring:

  • The safety of its employees and visitors to the company’s premises;
  • The preservation and protection of its confidential information, electronic equipment, physical and intellectual property and its reputation and relations with customers and the public at large;
  • That its systems, policies, rules procedures and protocols are observed properly including its dealings with third parties and between its own employees;
  • That the company’s property is not abused or endangered by misuse theft or vandalism;
  • That no employee is subject to any breach of the company’s equal opportunities, data protection, anti-harassment and anti-bullying and other policies;
  • Full compliance with UK and European law.

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.

Definition and scope

This policy covers every employee, director and agency worker and certain contractors or third parties when they are:

  • working on the company’s premises;
  • using the company’s property or name;
  • communicating with the company’s employees; or
  • using the company’s communications or computer equipment.

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:

  • interception;
  • screening;
  • reading;
  • collating and evaluating;
  • surveillance and/or tracking in certain circumstances.

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.

Personal use of the company’s computer equipment and other property

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:

  • Personal mobile telephones and other mobile communications devices
    Making, sending or receiving (answering) telephone calls and or SMS texts, during working hours is not allowed. Calls may be returned and texts replied to during lunch or other breaks. Telephones should be turned off during working hours.
  • Personal notebooks, laptops, PDA’s and accessories
    These must never be used during working hours. Employees may use such equipment during their main break, provided that their use has been approved by their line manager to ensure that they will not interfere with the company’s electronic equipment and/or networks.
  • Use of the company’s telephones
    Use of the company’s telephones for personal calls is not allowed. The company’s main telephone number can be used by anyone wanting to contact an employee and a message will be passed on. Making or receiving calls during working hours disrupts work and costs money and, if allowed, would leave the company open to abuse. Employees are therefore asked to abide by this rule.
  • Use of the company’s computers
    Use of the company’s computer equipment for personal reasons during working hours is not allowed. Employees may use the company’s computers to access the internet during their main daily break, provided that such use does not break the company’s rules with regard to internet usage. The company’s computer equipment must not be used for the purposes of accessing web-based e-mail accounts, such as Windows Live Hotmail or Yahoo. If employees use the company’s internet connection to send personal e-mails, they should use the words “strictly personal” in the subject bar.
    Any use of the company’s computers must not result in any financial cost to the company.

Emergencies

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.

Changes to this policy

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/legal/) from time to time to take notice of any changes we make, as they are legally binding on you.