Email & Communication Policy

1. Purpose

This policy establishes standards for the use of company email, chat, and other communication tools. The goal is to maintain professional, secure, and efficient communication while protecting company information.

2. Scope

This policy applies to all employees and interns using company-provided email accounts, Microsoft Teams, or other official communication tools.

3. Employee Responsibilities

Employees must:

Use email and communication tools for business purposes only.
Maintain professionalism in all communications.
Protect login credentials (use Bitwarden) and never share them.
Report any suspicious emails, phishing attempts, or unauthorized access immediately.
Ensure that sensitive information is shared only through approved channels.

4. Acceptable Use of Email

Sending and receiving official work-related emails.
Sharing work documents and information with colleagues, clients, or approved third parties.
Using company-approved platforms (e.g., Outlook, Teams) for communication.

5. Prohibited Activities

Employees must not:

Use company email for personal, commercial, or illegal activities.
Send offensive, harassing, or inappropriate content.
Share sensitive company information with unauthorized recipients.
Open suspicious email attachments or click on unknown links.
Attempt to bypass email security protocols or encryption.

6. Email Security & Confidentiality

Emails containing sensitive or confidential information must be encrypted.
Do not forward company emails to personal accounts.
Use strong passwords and enable Multi-Factor Authentication (MFA).

7. Monitoring & Compliance

The company may monitor email and communications for security, compliance, and productivity purposes.
Non-compliance with this policy may result in disciplinary action, up to termination.

8. Policy Review

This policy will be reviewed annually and updated as needed to reflect business, legal, and security requirements.

9. Acknowledgement

All employees must confirm that they have read, understood, and agreed to comply with this policy by signing the Email & Communication Policy Acknowledgement Form.