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Acceptable Usage Policy
This Acceptable Usage Policy covers the security and use of all (Digital Broadcasters Ltd) information and IT equipment. It also includes the use of email, internet, voice and mobile IT equipment. This policy applies to all (Digital Broadcasters Ltd’s) employees, contractors and agents (hereafter referred to as ‘individuals’).
This policy applies to all information, in whatever form, relating to (Digital Broadcasters Ltd’s) business activities worldwide, and to all information handled by (Digital Broadcasters Ltd) relating to other organisations with whom it deals. It also covers all IT and information communications facilities operated by (Digital Broadcasters Ltd) or on its behalf
Computer Access Control – Individual’s Responsibility
Access to the (Digital Broadcasters Ltd) IT systems is controlled by the use of User IDs, passwords and/or tokens. All User IDs and passwords are to be uniquely assigned to named individuals and consequently, individuals are accountable for all actions on the (Digital Broadcasters Ltd) IT systems.
Individuals must not:
• Allow anyone else to use their user ID/token and password on any (Digital Broadcasters Ltd) IT system.
• Leave their user accounts logged in at an unattended and unlocked computer.
• Use someone else’s user ID and password to access (Digital Broadcasters Ltd’s) IT systems.
• Leave their password unprotected (for example writing it down).
• Perform any unauthorised changes to (Digital Broadcasters Ltd) IT systems or information.
• Attempt to access data that they are not authorised to use or access.
• Exceed the limits of their authorisation or specific business need to interrogate the system or data.
• Store (Digital Broadcasters Ltd) data on any non-authorised (Digital Broadcasters Ltd) equipment.
• Give or transfer (Digital Broadcasters Ltd) data or software to any person or organisation.
outside (Digital Broadcasters Ltd) without the authority of (Digital Broadcasters Ltd).
Line managers must ensure that individuals are given clear direction on the extent and limits of their authority with regard to IT systems and data.
Internet and email Conditions of Use
Use of (Digital Broadcasters Ltd) internet and email is intended for business use. Personal use is permitted where such use does not affect the individual’s business performance, is not detrimental to (Digital Broadcasters Ltd) in any way, not in breach of any term and condition of employment and does not place the individual or (Digital Broadcasters Ltd) in breach of statutory or other legal obligations.
All individuals are accountable for their actions on the internet and email systems. Individuals must not:
• Use the internet or email for the purposes of harassment or abuse.
• Use profanity, obscenities, or derogatory remarks in communications.
• Access, download, send or receive any data (including images), which (Digital Broadcasters Ltd) considers offensive in any way, including sexually explicit, discriminatory, defamatory or libellous material.
• Use the internet or email to make personal gains or conduct a personal business.
• Use the internet or email to gamble.
• Use the email systems in a way that could affect its reliability or effectiveness, for example distributing chain letters or spam.
• Place any information on the Internet that relates to (Digital Broadcasters Ltd), alter any information about it, or express any opinion about (Digital Broadcasters Ltd), unless they are specifically authorised to do this.
• Send unprotected sensitive or confidential information externally.
• Forward (Digital Broadcasters Ltd) mail to personal (non-Digital Broadcasters Ltd) email accounts (for example a personal Hotmail account).
• Make official commitments through the internet or email on behalf of (Digital Broadcasters Ltd) unless authorised to do so.
• Download copyrighted material such as music media (MP3) files, film and video files (not an exhaustive list) without appropriate approval.
• In any way infringe any copyright, database rights, trademarks or other intellectual property.
• Download any software from the internet without prior approval of the IT Department.
• Connect (Digital Broadcasters Ltd) devices to the internet using non-standard connections.
Clear Desk and Clear Screen Policy
In order to reduce the risk of unauthorised access or loss of information, (Digital Broadcasters Ltd) enforces a clear desk and screen policy as follows:
• Personal or confidential business information must be protected using security features provided for example secure print on printers.
• Computers must be logged off/locked or protected with a screen locking mechanism controlled by a password when unattended.
• Care must be taken to not leave confidential material on printers or photocopiers.
• All business-related printed matter must be disposed of using confidential waste bins or shredders.
It is accepted that laptops and mobile devices will be taken off-site. The following controls must be applied:
• Working away from the office must be in line with (Digital Broadcasters Ltd) remote working policy.
• Equipment and media taken off-site must not be left unattended in public places and not left in sight in a car.
• Laptops must be carried as hand luggage when travelling.
• Information should be protected against loss or compromise when working remotely (for example at home or in public places). Laptop encryption must be used.
• Particular care should be taken with the use of mobile devices such as laptops, mobile phones, smartphones and tablets. They must be protected at least by a password or a PIN and, where available, encryption.
Mobile Storage Devices
Mobile devices such as memory sticks, CDs, DVDs and removable hard drives must be used only in situations when network connectivity is unavailable or there is no other secure method of transferring data. Only (Digital Broadcasters Ltd) authorised mobile storage devices with encryption enabled must be used, when transferring sensitive or confidential data.
Employees must use only software that is authorised by (Digital Broadcasters Ltd) on (Digital Broadcasters Ltd’s) computers. Authorised software must be used in accordance with the software supplier’s licensing agreements. All software on (Digital Broadcasters Ltd) computers must be approved and installed by the (Digital Broadcasters Ltd) IT department.
• Store personal files such as music, video, photographs or games on (Digital Broadcasters Ltd)
The IT department has implemented centralised, automated virus detection and virus software updates within the (Digital Broadcasters Ltd). All PCs have antivirus software installed to detect and remove any virus automatically.
• Remove or disable anti-virus software.
• Attempt to remove virus-infected files or clean up an infection, other than by the use of approved (Digital Broadcasters Ltd) anti-virus software and procedures.
Telephony (Voice) Equipment Conditions of Use
Use of (Digital Broadcasters Ltd) voice equipment is intended for business use. Individuals must not use (Digital Broadcasters Ltd’s) voice facilities for sending or receiving private communications on personal matters, except in exceptional circumstances. All non-urgent personal communications should be made at an individual’s own expense using alternative means of communications
• Use (Digital Broadcasters Ltd’s) voice for conducting private business.
• Make hoax or threatening calls to internal or external destinations. • Accept reverse charge calls from domestic or International operators, unless it is for business use.
Actions upon Termination of Contract
All (Digital Broadcasters Ltd) equipment and data, for example laptops and mobile devices including telephones, smartphones, USB memory devices and CDs/DVDs, must be returned to (Digital Broadcasters Ltd) at termination of contract.
All (Digital Broadcasters Ltd) data or intellectual property developed or gained during the period of employment remains the property of (Digital Broadcasters Ltd) and must not be retained beyond termination or reused for any other purpose.
Monitoring and Filtering
All data that is created and stored on (Digital Broadcasters Ltd) computers is the property of (Digital Broadcasters Ltd) and there is no official provision for individual data privacy, however wherever possible (Digital Broadcasters Ltd) will avoid opening personal emails.
IT system logging will take place where appropriate, and investigations will be commenced where reasonable suspicion exists of a breach of this or any other policy. (Digital Broadcasters) has the right (under certain conditions) to monitor activity on its systems, including internet and email use, in order to ensure systems security and effective operation, and to protect against misuse.
Any monitoring will be carried out in accordance with audited, controlled internal processes, the UK Data Protection Act 1998, the Regulation of Investigatory Powers Act 2000 and the Telecommunications (Lawful Business Practice Interception of Communications)Regulations 2000.
This policy must be read in conjunction with:
Computer Misuse Act 1990
Data Protection Act 1998
It is your responsibility to report suspected breaches of security policy without delay to your line management, the IT department, the information security department or the IT helpdesk.
All breaches of information security policies will be investigated. Where investigations reveal misconduct, disciplinary action may follow in line with (Digital Broadcasters) disciplinary procedures.
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Digital Broadcasters Ltd, 26 York Street. London. W1U 6PZ
Existing customers: 020 7477 2269
New customers: 020 7224 4353
Fax: 0870 0417 862