LAST UPDATED NOVEMBER 2023
The IT & telecommunication systems belong to Distinctly, we therefore reserve the right to monitor electrical, voice or written communications, sent and/or received, without specific consent or notice, in line with current legislation. It is therefore important to note that communications sent or received via Distinctly’s systems cannot be considered private. The agency may also remove, or require the immediate removal of, any material that is considered to be inappropriate.
The agency recognises the importance of email communication as an agency tool; its appropriate use facilitates communication and improves efficiency. Inappropriate use can expose both the agency and the user to significant liability. Liability can arise in a number of ways including, amongst others, misuse of confidential information, defamation and liability for inaccurate statement.
We do permit a reasonable amount of personal use of emails, on the strict understanding that this does not interfere with an individual’s ability to execute satisfactorily their duties and that such use does not interfere with the agency’s rules relating to email use. Excessive personal use of emails will be regarded as a disciplinary matter.
Emails must be treated like any other written communication. Emails are not private or temporary; they can be copied and forwarded to other recipients quickly and easily. Improper statements can give rise to personal liability and liability for the agency, and can constitute a serious disciplinary matter.
The following are examples (not exhaustive) of unacceptable use of agency emails, and will potentially render the writer and/or sender liable for disciplinary action.
Do not open unsolicited emails from an unknown source that contains a hyperlink or an attachment, as these can be the primary source of Trojan and worm type viruses.
Emails, however confidential or damaging, may have to be disclosed in court proceedings or investigations. Emails to or from you should not be considered private or confidential. The agency reserves the right to monitor and review messages at any time. You should immediately notify a senior manager if you become aware of any misuse of the email system.
Without the appropriate use of the internet, Distinctly cannot carry out its services. Its inappropriate use however causes many problems, ranging from excessive costs for the agency to possible legal claims against us.
The agency does permit responsible personal use of the internet, on the strict understanding that this does not interfere with an individual’s ability to execute their duties satisfactorily and that such use is always subject to the agency’s rules relating to internet use. Excessive personal use of the internet will be regarded as a disciplinary matter.
Documents, pages and sites etc. must not be accessed, distributed or created which are defamatory or which the agency regards as containing intimidating, hostile, offensive, obscene or indecent material. Examples would include pornographic material or material making unacceptable reference to an individual’s or group’s sex, race, colour, religion, national origin, sexual orientation or disability (this list is not exhaustive). Breaches of the above will be regarded as a very serious breach of the agency’s disciplinary policy and could potentially lead to dismissal for anyone involved in any way.
The agency strictly prohibits the use of any of its facilities for ‘online gambling’ or any similar or related sites. Under no circumstances should information of a confidential or sensitive nature be placed on the internet.
Please see our full policy on social media and AI usage: