Security and Electronic Messaging

Purpose

This policy defines the protection for all electronic messaging. This includes and is not limited to: Electronic mail (email) , Instant messaging (IM), Slack Messages, Text messages, Voicemail

This policy covers appropriate use of any electronic messages sent from a ThingLogix corporate email address and/or corporate network, systems, applications, workstations, mobile devices, in addition, applies to all employees, consultants, vendors, and agents operating on behalf of ThingLogix.

Policy Access

Delegated access may be granted to another user in the email system and must be approved by the owner of the user account that will be accessed. Employees, consultants and agents of ThingLogix are responsible for all messages sent or forwarded from their email account. All users are responsible for closing out and logging off their email account when not in use, specifically on shared computers to prevent unauthorized use and access of email accounts.

Privacy and Security

The security and privacy of messages cannot be guaranteed as ThingLogix uses the GSuite (e.g.Gmail). Staff members are expected to maintain the confidentiality of the data and may be subject to disciplinary action up to, and including termination. Employees should not consider email private, secure or guaranteed. Emails addressed to non-existent or incorrect recipients may be delivered to unintended recipients.

Monitoring

CRM electronic messaging systems (e.g. Copper) have(s) been installed to facilitate the business of ThingLogix. ThingLogix reserves and will exercise the right to review, monitor, audit, intercept, access or disclose, as appropriate, the contents of any electronic message communications. ThingLogix will monitor messages without prior notice and are obligated to monitor all electronic messages. No advance notice or approval is required.

Prohibited Activities

ThingLogix GMAIL accounts shall not to be used for the creation or distribution of any disruptive, threatening or offensive messages, including offensive comments about race, gender, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, national origin, or violates state or federal law in any way.

Employees, consultants or agents of ThingLogix who receive any emails with this content from any ThingLogix employee, consultant or agent are expected to report the matter to their supervisor immediately.

Emails and other electronic messages transmitting information must not:

• Contain copyrighted material unless the permission of the copyright owner has been obtained, or it is done under fair use guidelines.
• Violate U.S.A. state or federal definitions of sexual harassment.
• Appear to represent itself as official ThingLogix communication without appropriate permission.
• Appear to misrepresent the identity of the sender.
• Contain material which violates pornography laws.
• Contain mobile code that could cause a security breach or permit use of resources in opposition to Thinglogix policy.

Personal Use

Incidental and occasional personal use of the employer’s electronic communication tool is permitted provided it does not:

• Interfere with normal business activities.
• Adversely impact employees’ job performance.
• Involve performing outside employment, operating or promoting the employee’s own business, or pursuing similar personal commercial ventures.
• Otherwise violate this policy

Instant Messaging (IM) or Slack Messaging

Only approved instant messaging software will be used is SLACK or the G-Suite IM capabilities in Gmail.

Mail Retention

Currently all emails are stored and retained up until the storage requirements of our GSuite product is exceeded.

Internet Email

Internet addresses will be in the form of firstname@thinglogix.com, An incremental letter may be appended onto the end of the name if a duplicate name exists.

Email Address Forwarding and Blocking

• Email accounts will be expired on the last day of employment.
• Automatic forwarding to an external email account is prohibited and blocked.
• SMTP email relaying is prohibited and blocked. Only approved SMTP email relays will be allowed.

Email Access and Mobile Device Support

External email access is allowed through GMAIL applications.