Highpoint Care ‘The Company’ recognises that e-mail, the internet, personal computers (including laptops) and mobile phones are essential business tools providing opportunities for improved communications and sources of information. However, the Company also recognises that the inappropriate use of these tools may cause disruption, risk the integrity of internal systems, put vulnerable adults at risk, breach confidentiality, may not be in the best interest of the Company and may even lead to legal action against the Company as well as individual employees.
Therefore the following policies and procedures must be adhered to at all times:
- Personal use
Highpoint Care recognises that as well as being business tools, e-mail, internet access and the availability of other standard software features are also benefits to employees, which are easy to provide at relatively low cost to the company, and may not be available to all employees at home.
1.1 The IT systems and equipment are intended for use in connection with business only.
1.2 The equipment may also be used for reasonable private use outside of working hours i.e. during breaks, with the express permission of the Home Manager or Head Office Department Manager. Only the designated software within the standard personal computer may be used. Reasonable is deemed as no longer than one hour per day and includes all of the controls and restrictions detailed in this policy.
1.3 Any private use of company computers, laptops, IT systems, email and internet access is subject to the policy set out in point 2 below. You are reminded that routine monitoring is also applicable to private usage.
1.4 The items of IT equipment provided are company assets and must be treated and protected as such.
1.5 Personal software or hardware may not be installed on company IT equipment.
1.6 Company IT equipment may not be removed from company premises (with the exception of laptop computers & mobile phones) without authorisation from a manager.
- E-mail and Internet policy
E-mail and the internet are everyday tools provided to all those employees who require them for their jobs. Highpoint Care encourages responsible use of both.
E-mail usage
The use of company e-mail is for company related matters only, except as noted at 1 above.
E-mails should be polite, courteous and written in a manner that is suitable for company business.
E-mails containing attachments must only be opened if they are from a trusted source due to the possibility of computer viruses. If any employee is in any doubt about an attachment it should not be opened and the e-mail should be deleted.
All outgoing e-mails must be supported by the standard company information (this includes our address, telephone number, company registration number and disclaimer).
E-mails and related information should only be sent to those employees for whom they are relevant.
E-mails containing or linking to jokes, profanities or information that could be considered offensive should be deleted and must not be forwarded on under any circumstances.
If an e-mail contains confidential information, every effort should be made to ensure that the material remains confidential. This includes using password protected documents attached to e-mails and where appropriate using another more secure method of communication.
Employees are reminded that all information sent via e-mail is equivalent to information sent on company headed paper. Every care should be taken when communicating via e-mail.
Internet usage
Only individuals authorised by their Manager are allowed to access the internet. Use of the internet must only be in relation to company business, except as noted at 1 above.
Company information and files may not be transferred from the company via the internet to external sites. This includes uploading of unauthorised photographs or videos taken within the home or any photograph or video containing images of a resident. Please note uploading images or videos of staff or residents against their will or without their permission could also breach Data Protection law and confidentiality.
Employees must not download any unauthorised information from the internet or software for use on company equipment that is not licensed.
- Unauthorised use of email and/or internet
Highpoint care will not tolerate the use of company e-mail and the internet for any of the following:
- Any e-mail message/attachment or access to any website that could constitute bullying and/or harassment towards another staff member, service user or visitor.
- Accessing, downloading or circulating pornographic and/or offensive material. Offensive material includes anything that degrades or abuses others, material that incites hatred towards any group or individual on the grounds of race, religious beliefs, political preferences, age, gender or sexual orientation.
- Downloading, distributing, showing or playing copyright information and/or software that the company is not licensed to use/have.
- Downloading/uploading music, videos, podcasts or films
- Gambling or gaming websites including online Bingo
- Ebay or any similar online auction site (unless being used to purchase items for use within the home with the express permission of the relevant Area Manager
- Facebook (unless accessing the homes page), Myspace, Bebo, Twitter, MSN or any other social networking websites, chat rooms or instant messaging sites
- Use of Skype, unless being used to contact Highpoint Care’s Head Office, residents families or any other Highpoint Care.
- Posting or circulating confidential information about other employees, the company, residents, customers or suppliers.
Any unauthorised use of the internet will lead to disciplinary action in line with the company disciplinary policy, which may result in dismissal.
- Circulating gossip or malicious statements
The Company views use of e-mail or the internet to:
- circulate gossip relating to a home or to the company in general
- make malicious statements relating to a home or the company in general
- intimidate/bully or harass staff members, service users or visitors
very seriously and as a potential breach of other legislation/policies i.e. Data Protection Act, defamation of character and confidentiality.
Any staff member made aware of misuse of the internet/e-mails should inform their line manager as soon as possible, please see the separate Whistle Blowing policy.
Allegations will be subject to investigation and possible disciplinary action in line with the company’s disciplinary policy, which may result in dismissal.
- Internet & Social Networking Websites
Highpoint Care will not authorise the setting up of any staff groups on the internet, including social networking websites, which relate to the Company.
The person/people responsible for setting up any website or group plus any person/people posting additional information will be subject to investigation and possible disciplinary action in line with the company’s disciplinary policy, which may result in dismissal. In addition the company will request any website or group to be shut down and may consider taking legal action against the creator(s) and anyone else responsible for uploading/adding information.
- Monitoring
All employees should be aware that the Company will routinely monitor incoming and outgoing e-mails, this will include any private e-mails, internet usage and social networking websites.
- Company laptop computers
Company laptop computers will only be issued when required for Company business.
Authorisation is required from the Manager before any allocation can be made.
The Company may allocate an existing mobile phone or laptop computer if one is available rather than issue a new one.
- Security
Where company computers are password protected this password must only be divulged to those people who require computer access as part of their role, this is likely to be Head Office staff, Training Executives, Operations Director, Home Managers, Admin Assistants, Night Care Managers and Deputy Managers.
Where a member of staff with computer access leaves the Company the password(s) must be changed as soon as possible and our IT support team informed to deactivate the account.
With the exception of selected senior staff, no staff member should have access to e-mails, Coolcare or any other files from home, unless they have the express written consent of their line manager.
No passwords should be given to anyone who does not require computer access as part of their role and passwords should never be divulged to people who are not Highpoint Care employees.
Employees have a responsibility to take proper care of their company laptop computer in order to protect against damage, theft or loss. When not in use the laptop computer must be kept in a safe place, preferably locked away from sight.
- Appropriate usage
Inappropriate use of a Company laptop computer will lead to withdrawal and if appropriate, action may be taken following the Company’s disciplinary procedure.
Please see the separate mobile phone policy for further information around mobile phone usage.
- Summary
Any breaches of this policy will be treated seriously, and action could be taken in accordance with the Highpoint Care’s disciplinary procedures, this could ultimately lead to dismissal.