Email Policy

OVERVIEW

Electronic mail is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organisation. At the same time, misuse of email can post many legal, privacy and security risks, thus it's important for users to understand the appropriate use of electronic communications.

PURPOSE

The purpose of this email policy is to ensure the proper use of 10ARK DIGITAL email system and make users aware of what 10ARK DIGITAL deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within the 10ARK DIGITAL network.

SCOPE

This policy covers appropriate use of any email sent from a 10ARK DIGITAL email address and applies to all employees, vendors, and agents operating on behalf of 10ARK DIGITAL.

POLICY

1. All use of email must be consistent with 10ARK DIGITAL policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.

2. 10ARK DIGITAL email account should be used primarily for 10ARK DIGITAL business-related purposes; personal communication is permitted on a limited basis, but non-10ARK DIGITAL related commercial uses are prohibited.

3. All 10ARK DIGITAL data contained within an email message or an attachment must be secured according to the Data Protection Standard.

4. Email should be retained only if it qualifies as a 10ARK DIGITAL business record. Email is a 10ARK DIGITAL business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.

5. Email that is identified as a 10ARK DIGITAL business record shall be retained according to 10ARK DIGITAL Record Retention Schedule.

6. The 10ARK DIGITAL email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair colour, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any 10ARK DIGITAL employee should report the matter to their supervisor immediately.

7. Users are prohibited from automatically forwarding 10ARK DIGITAL email to a third party email system (noted in point 8 below). Individual messages which are forwarded by the user must not contain 10ARK DIGITAL confidential or above information.

8. Users are prohibited from using third-party email systems and storage servers such as Yahoo, and MSN Hotmail etc. to conduct 10ARK DIGITAL business, to create or memorialise any binding transactions, or to store or retain email on behalf of 10ARK DIGITAL. Such communications and transactions should be conducted through proper channels using approved documentation.

9. Using a reasonable amount of 10ARK DIGITAL resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a 10ARK DIGITAL email account is prohibited.

10. 10ARK DIGITAL employees shall have no expectation of privacy in anything they store, send or receive on the company's email system.

11. 10ARK DIGITAL may monitor messages without prior notice. 10ARK DIGITAL is not obliged to monitor email messages.

POLICY COMPLIANCE

Compliance Measurement

The Infosec team will verify compliance to this policy through various methods, including but not limited to, periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.

Exceptions

Any exception to the policy must be approved by the Infosec team in advance.

Current exceptions are:

• G Suite which include gmail, google drive and any other apps within the Google ecosystem

Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.