company_policies:it_policy
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====== Information and Communications Technology Policy ====== | ====== Information and Communications Technology Policy ====== | ||
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Version 1.3 | Version 1.3 | ||
- | |||
- | \\ | ||
- | Contents\\ | ||
- | Statement of Intent | ||
- | Scope 4\\ | ||
- | Ownership | ||
- | Employees’ liabilities | ||
- | Computers and Associated Hardware and Software | ||
- | Home Computers | ||
- | Passwords | ||
- | Password security | ||
- | Password Strength | ||
- | Internet Usage 6\\ | ||
- | Monitoring and logging | ||
- | For business purposes only 6\\ | ||
- | A privilege – not a right 6\\ | ||
- | Discretion | ||
- | Internet access levels | ||
- | Wi-Fi 6\\ | ||
- | Email 7\\ | ||
- | Security - viruses | ||
- | Internet Mail Systems | ||
- | Email Software | ||
- | Plain Text and HTML email 7\\ | ||
- | Encryption and signing | ||
- | Email Addresses | ||
- | User Obligations | ||
- | Email Privacy | ||
- | Email Personal Use 9\\ | ||
- | Footer | ||
- | Attachments | ||
- | Folders and Filtering | ||
- | Web Browsing | ||
- | Personal Usage 10\\ | ||
- | Advert Blocking Software | ||
- | Safe Browsing | ||
- | Instant messaging | ||
- | RocketChat | ||
- | Skype 11\\ | ||
- | Phones | ||
- | Desk Phones | ||
- | Mobile Phones | ||
- | Use during Working hours 12\\ | ||
- | Charging | ||
- | Software | ||
- | Installation | ||
- | Intellectual Property | ||
- | External Hardware Usage 12\\ | ||
- | Usage 13\\ | ||
- | Backups | ||
- | RAID Systems | ||
- | Replication | ||
- | Off-site backups | ||
- | File storage | ||
- | Media Statements | ||
- | Personal Social Media 14\\ | ||
- | Use of Surveillance Cameras | ||
- | Treatment of Confidential Information | ||
===== Statement of Intent ===== | ===== Statement of Intent ===== | ||
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* General unlimited access – Impamark does not limit access staff have to network. Impamark does not block any websites and staff are trusted to use IT infrastructure appropriately. | * General unlimited access – Impamark does not limit access staff have to network. Impamark does not block any websites and staff are trusted to use IT infrastructure appropriately. | ||
- | ==== Wi-Fi ==== | + | ===== Wi-Fi ===== |
Along with wired internet access, Impamark also has wireless internet access available. As with wired internet access, the Wi-Fi should not be used for personal use during work hours. | Along with wired internet access, Impamark also has wireless internet access available. As with wired internet access, the Wi-Fi should not be used for personal use during work hours. | ||
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In the UK office there are two different Wi-Fi connections available, ‘TEST’ and ‘General’. TEST is for internal use only – that is for use by staff. ‘General’, | In the UK office there are two different Wi-Fi connections available, ‘TEST’ and ‘General’. TEST is for internal use only – that is for use by staff. ‘General’, | ||
- | ==== Email ==== | + | ===== Email ===== |
Emails are one of the two primary sources of communication at Impamark. Email has its benefits but can also be a great time waster. | Emails are one of the two primary sources of communication at Impamark. Email has its benefits but can also be a great time waster. | ||
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Email accounts are set up and maintained in the company internal systems. Accounts with external Internet Service Providers (ISPs), or stand-alone email providers, should not be set up. | Email accounts are set up and maintained in the company internal systems. Accounts with external Internet Service Providers (ISPs), or stand-alone email providers, should not be set up. | ||
- | Email Software | + | ==== Email Software |
Currently Mozilla Thunderbird is used to send and receive emails. Additionally our CRM, vTiger, can be used to send emails. | Currently Mozilla Thunderbird is used to send and receive emails. Additionally our CRM, vTiger, can be used to send emails. | ||
- | Plain Text and HTML email | + | ==== Plain Text and HTML email ==== |
In order to embed images and graphics within the body of an email, many companies use HTML email. Although attractive it can lead to issues with legibility. For most emails Impamark prefers the use of plain text as it can be read easily on any device. | In order to embed images and graphics within the body of an email, many companies use HTML email. Although attractive it can lead to issues with legibility. For most emails Impamark prefers the use of plain text as it can be read easily on any device. | ||
- | Encryption and signing | + | ==== Encryption and signing |
A ‘signed’ email verifies that the person purported to have sent the email actually sent it. Encrypting an email ensures that only those meant to read message can. | A ‘signed’ email verifies that the person purported to have sent the email actually sent it. Encrypting an email ensures that only those meant to read message can. | ||
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Impamark currently uses Enigmail for OpenPGP support. This allows emails between members of staff and clients to be signed, encrypted, or both signed and encrypted. The IT department will generate encryption keys where appropriate. They should not be altered in anyway, or used for personal communications. | Impamark currently uses Enigmail for OpenPGP support. This allows emails between members of staff and clients to be signed, encrypted, or both signed and encrypted. The IT department will generate encryption keys where appropriate. They should not be altered in anyway, or used for personal communications. | ||
- | Email Addresses | + | ==== Email Addresses |
Email addresses must conform to a company address standard. This means that users’ email addresses conform to username@impamark.co.uk where the username is usually the user’s first name. Some general addresses exist such as info@impamark.co.uk which forwards all emails received to multiple people. | Email addresses must conform to a company address standard. This means that users’ email addresses conform to username@impamark.co.uk where the username is usually the user’s first name. Some general addresses exist such as info@impamark.co.uk which forwards all emails received to multiple people. | ||
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The company has a backup Gmail account, sovereign.insignia@gmail.com. It can be used if staff are having trouble with sending or receiving emails to or from a particular person. If emails are bouncing the IT department should be consulted. Emails sent to this account may be read but the account should not be used to send emails unless authorised. | The company has a backup Gmail account, sovereign.insignia@gmail.com. It can be used if staff are having trouble with sending or receiving emails to or from a particular person. If emails are bouncing the IT department should be consulted. Emails sent to this account may be read but the account should not be used to send emails unless authorised. | ||
- | User Obligations | + | ==== User Obligations |
Users provided with email have an obligation to read emails received, and if necessary respond in a timely fashion. Not all emails and instant messages may require an immediate response. A balance should be struck between a timely response and limiting the interruption of a staff member’s normal work-flow. | Users provided with email have an obligation to read emails received, and if necessary respond in a timely fashion. Not all emails and instant messages may require an immediate response. A balance should be struck between a timely response and limiting the interruption of a staff member’s normal work-flow. | ||
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Staff should not subscribe to email services for the purpose of sending or receiving inappropriate material including material which is offensive, pornographic, | Staff should not subscribe to email services for the purpose of sending or receiving inappropriate material including material which is offensive, pornographic, | ||
- | Email Privacy | + | ==== Email Privacy |
The company is at liberty to read any employee emails at any time without notice. | The company is at liberty to read any employee emails at any time without notice. | ||
- | Email Personal Use | + | ==== Email Personal Use ==== |
Email is strictly for company use only. Emails should not be used for personal private matters. | Email is strictly for company use only. Emails should not be used for personal private matters. | ||
- | Footer | + | ==== Footer |
Users should have an email signature of a form similar to: | Users should have an email signature of a form similar to: | ||
- | Person Name - Job Role \\ | + | < |
+ | Person Name - Job Role | ||
+44 (0)1621 783550 | +44 (0)1621 783550 | ||
- | Please consider the environment before printing this email \\ | + | Please consider the environment before printing this email |
Only print if necessary, and where appropriate only those pages required | Only print if necessary, and where appropriate only those pages required | ||
- | + | www.facebook.com/ | |
- | www.facebook.com/ | + | www.impamark-promotional-merchandise.co.uk |
- | www.impamark-promotional-merchandise.co.uk | + | www.regimentalmerchandise.co.uk |
- | www.regimentalmerchandise.co.uk | + | www.impamark-promotional-merchandise.co.uk/ |
- | www.impamark-promotional-merchandise.co.uk/ | + | |
www.twitter.com/ | www.twitter.com/ | ||
- | \\ | + | Officially Licensed by the MOD and Suppliers to HM Forces |
- | Officially Licensed by the MOD and Suppliers to HM Forces | + | |
Member of the British Promotional Merchandise Association | Member of the British Promotional Merchandise Association | ||
- | 2017 Top 25 Winner - Distributor of the year Awards | + | 2019 Celebrating 50 years as a family-run business |
- | 2014 Top 25 Winner - Distributor of the year Awards | + | 2018 Top 25 Winner - Distributor of the year Awards |
- | 2012 James Norman Award for services to the Envoy Group \\ | + | 2017 Top 25 Winner - Distributor of the year Awards |
- | 2009 Celebrated 40 years as a family run business | + | 2014 Top 25 Winner - Distributor of the year Awards |
- | 2008 Finalist of the Essex County Business Awards | + | 2012 James Norman Award for services to the Envoy Group |
- | Business to Business Category | + | 2009 Celebrated 40 years as a family run business |
- | 2007 Winner of the Mid Essex Business Awards | + | 2008 Finalist of the Essex County Business Awards |
- | Business to Business Category | + | |
+ | 2007 Winner of the Mid Essex Business Awards | ||
+ | | ||
+ | |||
+ | Sovereign Insignia Limited T/A Impamark | ||
+ | |||
+ | 1 Dammerwick Farm, Marsh Road, Burnham on Crouch, Essex, CM0 8NB | ||
+ | Tel 01621 783550 Fax 01621 784548 | ||
+ | |||
+ | </ | ||
+ | |||
+ | The IT department will implement this for users and it should not be altered without prior authorisation. | ||
- | Sovereign Insignia Limited T/A Impamark \\ | + | ==== Attachments ==== |
- | 1 Dammerwick Farm, Marsh Road, Burnham on Crouch, Essex, CM0 8NB \\ | + | |
- | Tel 01621 783550 | + | |
- | The IT department will implement this for users and it should not be altered without prior authorisation. \\ | ||
- | Attachments \\ | ||
Due to the nature of our business we receive many large attachments such as artwork. Note that very large attachments are automatically blocked from being received so it does not impact network performance. | Due to the nature of our business we receive many large attachments such as artwork. Note that very large attachments are automatically blocked from being received so it does not impact network performance. | ||
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EPS files (used for vector artwork) should not be sent to customers as customers are unlikely to be able to open and view them. Instead please, when sending artwork to customers, export EPS artwork as a PDF. EPS files should only be sent to suppliers. | EPS files (used for vector artwork) should not be sent to customers as customers are unlikely to be able to open and view them. Instead please, when sending artwork to customers, export EPS artwork as a PDF. EPS files should only be sent to suppliers. | ||
- | Folders and Filtering | + | ==== Folders and Filtering |
Email filtering can be used to automatically move emails to certain folders in Thunderbird. Please consult the IT department if this is desired. | Email filtering can be used to automatically move emails to certain folders in Thunderbird. Please consult the IT department if this is desired. | ||
- | Impamark however encourages that staff limit the use of folders and sub-folders. With many customers the number of folders can easily become excessive. | + | Impamark however encourages that staff limit the use of folders and sub-folders. With many customers the number of folders can easily become excessive. Too many folders and sub-folders can make it harder for staff to find emails (especially staff who are looking through another staff-member’s emails). |
Thunderbird also includes an alternative to folders, which can be less messy, which is email tags. Emails can be tagged to be under a particular category and colour-coded. This can make searching easier. | Thunderbird also includes an alternative to folders, which can be less messy, which is email tags. Emails can be tagged to be under a particular category and colour-coded. This can make searching easier. | ||
- | Web Browsing | + | ===== Web Browsing |
Web browsers are one of the primary tools used in the company. | Web browsers are one of the primary tools used in the company. | ||
- | Personal Usage | + | ==== Personal Usage ==== |
The use of web browsers for personal reasons during work hours is not permitted unless authorised or in an emergency. This includes the accessing of personal email and the use of personal social media accounts. | The use of web browsers for personal reasons during work hours is not permitted unless authorised or in an emergency. This includes the accessing of personal email and the use of personal social media accounts. | ||
- | Advert Blocking Software | + | ==== Advert Blocking Software |
Impamark uses software to block advertising on web-pages. This software is a web browser extension for both Mozilla Firefox and Google Chrome known as Ublock Origin. While doing little else than blocking advertising there is the potential that it could affect the usability of certain sites. Please consult with the IT department if needed. | Impamark uses software to block advertising on web-pages. This software is a web browser extension for both Mozilla Firefox and Google Chrome known as Ublock Origin. While doing little else than blocking advertising there is the potential that it could affect the usability of certain sites. Please consult with the IT department if needed. | ||
- | Safe Browsing | + | ==== Safe Browsing |
Staff should be wary of unknown websites. Some websites may cause the downloading of malicious software which could compromise the system. Software from outside the company should not be run without proper authorisation. | Staff should be wary of unknown websites. Some websites may cause the downloading of malicious software which could compromise the system. Software from outside the company should not be run without proper authorisation. | ||
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Web sites which use HTTPS instead of HTTP are preferred as they are more secure. HTTPS adds a layer of encryption which prevents third parties tampering with the contents of a site in-transit. Both Chrome and Firefox indicate that a website uses HTTPS with a green padlock graphic. | Web sites which use HTTPS instead of HTTP are preferred as they are more secure. HTTPS adds a layer of encryption which prevents third parties tampering with the contents of a site in-transit. Both Chrome and Firefox indicate that a website uses HTTPS with a green padlock graphic. | ||
- | Instant messaging | + | ===== Instant messaging |
In order to help coordinate the UK and Spanish offices we use both phones and Instant Messaging. Instant Messaging has the benefit of keeping a record of conversations for later reference. | In order to help coordinate the UK and Spanish offices we use both phones and Instant Messaging. Instant Messaging has the benefit of keeping a record of conversations for later reference. | ||
- | RocketChat | + | ==== RocketChat |
Rocketchat was introduced to replace the company’s use of Skype. It is used to send messages between individual staff members, to multiple staff members at once, and to make video-calls. Generally it is for employee conversations only but it is possible that customers could be added if required. Please contact the IT Department accordingly. | Rocketchat was introduced to replace the company’s use of Skype. It is used to send messages between individual staff members, to multiple staff members at once, and to make video-calls. Generally it is for employee conversations only but it is possible that customers could be added if required. Please contact the IT Department accordingly. | ||
- | The server-side software is controlled by Impamark. In order to use Rocketchat client software can be used or employees can log-in via a web browser via https:// | + | The server-side software is controlled by Impamark. In order to use Rocketchat client software can be used or employees can log-in via a web browser via [[https:// |
- | Skype | + | ==== Skype ==== |
We no longer use Skype for communications. However we do maintain some Skype accounts for customer contact as required. If you require a Skype account for work please contact the IT department. Personal Skype accounts, or adding personal contacts to a work account, are not permitted. | We no longer use Skype for communications. However we do maintain some Skype accounts for customer contact as required. If you require a Skype account for work please contact the IT department. Personal Skype accounts, or adding personal contacts to a work account, are not permitted. | ||
- | Phones | + | ===== Phones |
Phones are an important tool and an integral part of Impamark’s working procedure. | Phones are an important tool and an integral part of Impamark’s working procedure. | ||
- | Desk Phones | + | ==== Desk Phones |
Each desk is currently supplied with two phones. One is a Mitel IP phone and the other is a Telrad phone. The Telrad phones will be phased out so only IP phones will be used eventually. | Each desk is currently supplied with two phones. One is a Mitel IP phone and the other is a Telrad phone. The Telrad phones will be phased out so only IP phones will be used eventually. | ||
- | • Telrad – 01621 783550 | + | Telrad – 01621 783550 |
- | ◦ This is the main phone with four incoming/ | + | |
- | • Mitel – 01621 834980 | + | This is the main phone with four incoming/ |
- | | + | |
+ | Mitel/ | ||
+ | |||
+ | This is a test SIP system with two incoming/ | ||
Every phone is capable of ringing any UK number, ringing anyone within the UK office, and ringing out to Spain to the Spanish office. | Every phone is capable of ringing any UK number, ringing anyone within the UK office, and ringing out to Spain to the Spanish office. | ||
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The phones are available as a business tool and private calls are not permitted without authorisation. | The phones are available as a business tool and private calls are not permitted without authorisation. | ||
- | Mobile Phones | + | ==== Mobile Phones |
Mobile phones should not be used during working hours, unless the use of mobile phones is a necessary component of a staff member’s job or prior authorisation is obtained. | Mobile phones should not be used during working hours, unless the use of mobile phones is a necessary component of a staff member’s job or prior authorisation is obtained. | ||
- | Use during Working hours | + | ==== Use during Working hours ==== |
The use of personal mobile phones in the workplace is not allowed during working hours. This includes text messages and all mobile messaging including Facebook, Whatsapp etc. However, you may use your mobile phone during your normal contractual break periods. | The use of personal mobile phones in the workplace is not allowed during working hours. This includes text messages and all mobile messaging including Facebook, Whatsapp etc. However, you may use your mobile phone during your normal contractual break periods. | ||
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Sales staff at an event would be permitted to use their phones to contact the company, at an event for example. Similarly, IT staff would be permitted to use mobile phones in maintenance of company infrastructure. | Sales staff at an event would be permitted to use their phones to contact the company, at an event for example. Similarly, IT staff would be permitted to use mobile phones in maintenance of company infrastructure. | ||
- | Charging | + | ==== Charging |
To prevent the spread of malware to the company networks employees should not use USB cables to connect their phones to computers for charging purposes. | To prevent the spread of malware to the company networks employees should not use USB cables to connect their phones to computers for charging purposes. | ||
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The use of USB cables for charging is not permitted unless an adapter is used so that it draws power using a mains plug. Employees may charge mobile phones using a charger at the wall. Spare USB to mains plug adaptors may be available for use. | The use of USB cables for charging is not permitted unless an adapter is used so that it draws power using a mains plug. Employees may charge mobile phones using a charger at the wall. Spare USB to mains plug adaptors may be available for use. | ||
- | Software | + | ===== Software |
We use a large variety of Open Source software on our systems. N.B. Windows programs will NOT work on Linux desktops. Please do not try and install them. | We use a large variety of Open Source software on our systems. N.B. Windows programs will NOT work on Linux desktops. Please do not try and install them. | ||
- | Installation | + | ==== Installation |
Under normal operating procedures, IT staff will be responsible for the installation of software onto desktop and laptop computers. Normally users are trusted to install updates. If software beyond the standard installed applications is required. The standard set of software used by the company may change at any time at the discretion of the company. | Under normal operating procedures, IT staff will be responsible for the installation of software onto desktop and laptop computers. Normally users are trusted to install updates. If software beyond the standard installed applications is required. The standard set of software used by the company may change at any time at the discretion of the company. | ||
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Staff should not download or install software from outside sources. | Staff should not download or install software from outside sources. | ||
- | Intellectual Property | + | ==== Intellectual Property |
Code which is written in-house is to remain the intellectual property of the company, Impamark. The copyright concerning bespoke software written by outside individuals will be worked out on a case-by-case contractual basis. | Code which is written in-house is to remain the intellectual property of the company, Impamark. The copyright concerning bespoke software written by outside individuals will be worked out on a case-by-case contractual basis. | ||
- | External Hardware Usage | + | ===== External Hardware Usage ===== |
- | External hardware may bring viruses or malware that can contaminate company systems and cost the company time and money to rectify. | + | External hardware may bring viruses or malware that can contaminate company systems and cost the company time and money to rectify. |
- | Usage | + | |
+ | ==== Usage ==== | ||
For security reasons there shall be limits on the usage of hardware not provided by the company. External devices should not be connected to company computers or equipment. This includes (but is not limited to) external storage devices such as USB flash drives, memory cards (i.e. SD cards and Compact Flash), external hard-drives, | For security reasons there shall be limits on the usage of hardware not provided by the company. External devices should not be connected to company computers or equipment. This includes (but is not limited to) external storage devices such as USB flash drives, memory cards (i.e. SD cards and Compact Flash), external hard-drives, | ||
- | To facilitate this policy the IT staff may take measures to prevent external USB devices from being mounted | + | To facilitate this policy the IT staff may take measures to prevent external USB devices from being mounted (to mount a device is to connect it and have its files accessible to the computer system). |
- | Backups | + | ==== Backups |
To protect the company we run a variety of backup systems. | To protect the company we run a variety of backup systems. | ||
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Regular copies of the databases and other data are made. If there is a failure in the IT infrastructure, | Regular copies of the databases and other data are made. If there is a failure in the IT infrastructure, | ||
- | RAID Systems | + | ==== RAID Systems |
Each server makes use of RAID technology. RAID stands for ‘Redundant Array of Independent Disks’ and is where multiple hard-drives are used to create one fault-tolerant storage system. This is a first layer of protection against hardware failure. | Each server makes use of RAID technology. RAID stands for ‘Redundant Array of Independent Disks’ and is where multiple hard-drives are used to create one fault-tolerant storage system. This is a first layer of protection against hardware failure. | ||
- | Replication | + | ==== Replication |
Data stored on the main server is replicated throughout the day to the server in the Spanish office. There is also a dedicated backup server upstairs. | Data stored on the main server is replicated throughout the day to the server in the Spanish office. There is also a dedicated backup server upstairs. | ||
- | Off-site backups | + | ==== Off-site backups |
Regular (daily) backups are made to one of two portable hard-drives downstairs. Each day a drive will be taken away from the office in case of a disaster. The next day the drive taken will be swapped with the drive in use. | Regular (daily) backups are made to one of two portable hard-drives downstairs. Each day a drive will be taken away from the office in case of a disaster. The next day the drive taken will be swapped with the drive in use. | ||
- | File storage | + | ==== File storage |
- | All data should be stored in the company server and not on local computers. Files stored on computers locally will not be backed up and may be lost in the event that the local machine has a failure. | + | All data should be stored in the company server and not on local computers. Files stored on computers locally will not be backed up and may be lost in the event that the local machine has a failure. |
- | Media Statements | + | |
+ | ===== Media Statements | ||
Please refer all press or media enquires to Nicola Crisp, the Managing Director. Staff should not organise, hold meetings or make contact with the press or media (traditional or online) individually. If someone from the media makes contact for any reason please refer them to the managing director. | Please refer all press or media enquires to Nicola Crisp, the Managing Director. Staff should not organise, hold meetings or make contact with the press or media (traditional or online) individually. If someone from the media makes contact for any reason please refer them to the managing director. | ||
- | Personal Social Media | + | ===== Personal Social Media ===== |
- | While employed by Impamark, staff should not write material on personal social media that may bring the company into disrepute. This may be grounds for dismissal. | + | While employed by Impamark, staff should not write material on personal social media that may bring the company into disrepute. This may be grounds for dismissal. |
- | Use of Surveillance Cameras | + | |
+ | ===== Use of Surveillance Cameras | ||
The company may use surveillance cameras for safety and security reasons. | The company may use surveillance cameras for safety and security reasons. | ||
- | | + | |
- | | + | |
+ | |||
+ | The company will abide by the relevant laws including the provisions of the Data Protection Act 1998 and GDPR when collecting and storing such information. | ||
+ | |||
+ | Webcams may be fitted and used for communication. They are not used to surveil staff. | ||
- | The company will abide by the relevant laws including the provisions | + | ===== Treatment |
- | Webcams may be fitted and used for communication. They are not used to surveil staff. \\ | ||
- | Treatment of Confidential Information \\ | ||
Information about customers is personal data and should be treated with care. Under the Data Protection Act 1998, staff are legally obligated to keep customer’s personal data confidential. The same is true under the GDPR (General Data Protection Regulation). | Information about customers is personal data and should be treated with care. Under the Data Protection Act 1998, staff are legally obligated to keep customer’s personal data confidential. The same is true under the GDPR (General Data Protection Regulation). | ||
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\\ | \\ | ||
- | Signed by User: __________________________ | + | Signed by User: __ Signature: |
- | Date: ____ / ____ / ____ | + | Date: / / |
\\ | \\ | ||
- | Signed by Manager: | + | Signed by Manager: |
- | Date: ____ / ____ / ____ | + | Date: / / |
company_policies/it_policy.1573742142.txt.gz · Last modified: 2019/11/14 15:35 by john