This policy applies to all staff of the practice, on short term contracts and temporary staff belonging to employment agencies.

Objective This policy aims to regulate the use of information technology (referred to as “IT”) and communications tools within the context of the practice. This policy defines the use of IT facilities of the practice.

Scope and application

2.1 This policy applies to all employees and contractors.

2.2 Specific notice must be taken to the rules below in relation to email communications, social media and cellphones. No expectation of privacy can exist where the Practice’s IT and communications infrastructure is used for personal purposes.

Policy & procedures

3.1 Utilization of IT infrastructures:

3.1.1 IT infrastructure such as PC’s (Hardware and software), laptops, networks, Internet access or the Practice telephone system are working tools for business purposes. The following regulations apply:

3.1.1.1 Private utilization of IT infrastructures must be kept to an absolute minimum. Exceptional personal use, such as when there is a family emergency or an emergency at home will be permissible. Limited personal email is permissible, provided that this is not excessive and does not interfere with the requirements of the practice and / or the duties of the employee. The practice may monitor all internet and e-mail usage from time to time and no employee has any expectation of privacy in this regard.

3.1.1.2 Any private utilization of IT infrastructures which is allowed does not mean that the employer allows, or would continue to allow such usage, in particular certain services may be restricted (e.g. no access to certain websites, no access to Facebook, Twitter, etc. during working hours, etc.).

3.1.1.3 All software installed on the practice’s IT systems must be correctly licensed legally. No software other than that required for the operation of the practice may be downloaded. Should additional software be required, the permission of the practice must be obtained.

3.1.1.4 The practices IT security measures must not be deactivated. The deactivation of such security measures constitutes an infringement of the security regulations and can incur disciplinary action.

3.1.1.5 IT support will be arranged through the practice, and no employee may tamper with either the hardware or software associated with the practice’s computers.

3.1.1.6 The practice reserves the right to at any stage block any website or sites it deems to be used for personal purposes or which is deemed undesirable within the work context.

3.1.1.7 Where a laptop is provided, this may only be removed from the premises of the practice with the express permission of the employer.

3.1.1.8 Where a remote internet card, such as through a mobile phone service provider, or another wireless provider, is provided, the employee may not remove the SIM card, or any part of the equipment, and may not use such card or wireless equipment for any purpose other than for what it is intended, and for practice purposes.

3.1.1.9 All emails have to include a standard disclaimer, which will include confidentiality and proprietary clauses, as well as a statement that any unintended receipt of an email must be lead to its destruction and that the sender has to be informed of such instance without delay. The disclaimer may be amended from time to time at the sole discretion of the practice and / or to keep place with applicable legislation.

3.1.2 All telephone and fax bills will be monitored, and the employee may be required to indicate personal calls on accounts received, and will be expected to pay for such calls at the cost indicated on the account. Where not paid in cash, the employee will sign an authorization that such amounts may be deducted from his / her salary.

3.1.3 The Practice’s IT infrastructure must not be used for the following operations:

3.1.3.1 the downloading, storage, archiving, distribution, display, instillation etc. of, racist or pornographic images or documents, including emails, pirated or illegally copied software or data, computer viruses, worms, Trojan Horses or other malicious programs. Care should be taken in relation to emails or websites that contain jokes, pictures and political, religious or similar statements. Such sites should not be visited and such emails should not be passed on, whether internally or externally, and should preferably not be directed to the employee’s or the practice’s email address. It is expected that employees will inform friends and colleagues that such emails should not be sent to their work addresses, as it could constitute harassment, discrimination or intolerance and / or cause embarrassment for the employee and / or the practice.

3.1.3.2 deliberate or pointless damaging or overloading of computers systems or networks, the bypassing of systems protecting the privacy and data security of other users, and any other kind of deliberate damaging to the practice IT infrastructure.

3.1.4 IMPORTANT: The practice is always entitled to access all email accounts and all computers and / or online systems held by and for the practice. Employees should therefore ensure that information that are purely personal and confidential are not kept on the practice IT equipment (e.g. documents such as CV’s, personal emails sent from the practice’s email accounts even if held in the employee’s name, downloads of pictures, information (e.g. houses or cars for sale) and the likes, etc.).