Acceptable email use policy

Use of email by employees and customers of UBN is permitted and encouraged where such use supports the goals and objectives of the business.

However, UBN has a policy for the use of email / helpdesk whereby the employees and customer must ensure that they:

• comply with current legislation

• use email in an acceptable way

• do not create unnecessary business risk to the company by their misuse of the internet

Unacceptable behaviour

• use of company communications systems to set up personal businesses or send chain letters

• forwarding of company confidential messages to external locations

• distributing, storing images, text or materials that might be considered indecent, pornographic, obscene or illegal

• distributing, storing images, text or materials that might be considered discriminatory, offensive or abusive, in that the context is a personal attack, sexist or racist, or might be considered as harassment

• accessing copyrighted information in a way that violates the copyright

• breaking into the company's or another organisation's system or unauthorised use of a password/mailbox

• broadcasting unsolicited personal views on social, political, religious or other non-business related matters

• transmitting unsolicited commercial or advertising material

• undertaking deliberate activities that waste staff effort or networked resources

• introducing any form of computer virus or malware into the corporate network

Monitoring

UBN accepts that the use of email or /and helpdesk is a valuable business tool. However, misuse of this facility can have a negative impact upon employee productivity and the reputation of the business.

In addition, all of the company's email or /and helpdesk resources are provided for business purposes. Therefore, the company maintains the right to examine any systems and inspect any data recorded in those systems. if inspect is required the company owner or GDPR officer will be informed prior to the action taken.

In order to ensure compliance with this policy, the company also reserves the right to use monitoring software in order to check upon the use and content of emails. Such monitoring is for legitimate purposes only and will be undertaken in accordance with a procedure agreed with employees and 3rd party companies hosted by UBN, if monitoring is required the company owner or GDPR officer will be informed prior to the action.

Forgotten password

If you have forgotten your password please contact the help desk help@ubnet.co.uk, please be aware we may ask of proof of ID and you can only reset your own mailbox (email account) password.

The company owner or GDPR officer can request to reset your password to gain access to your mail box as per the monitoring section of the Acceptable email use policy.