Electronic Communications Policy (UK)
1. Purpose
This policy sets out the standards and expectations for the use of the organisation’s electronic communication systems. These systems are provided to support legitimate business activities and to ensure communications are conducted professionally, securely, and lawfully.
2. Scope
This policy applies to all employees, workers, contractors, agency staff, interns, and volunteers who use the organisation’s electronic communication systems. It applies whether systems are accessed using organisation-owned or personal devices when used for work purposes.
3. Electronic Communication Systems
Electronic communication systems include, but are not limited to:
Instant messaging and collaboration platforms
Text messaging (SMS/MMS)
Voicemail
Video and audio conferencing tools
Internet access and web-based services
Social media accounts used for organisational purposes
Any future electronic communication tools authorised by the organisation
4. Acceptable Use
Electronic communication systems are provided primarily for business use. Limited personal use may be permitted provided that it:
Does not interfere with work duties or productivity
Does not breach any organisational policy
Does not expose the organisation to legal, security, or reputational risk
All communications must be professional, respectful, and consistent with the organisation’s values and standards of conduct.
5. Prohibited Use
Users must not use electronic communication systems to:
Send or access content that is offensive, discriminatory, harassing, abusive, or defamatory
Share confidential, proprietary, or personal data without proper authorisation
Engage in unlawful activity, including fraud or copyright infringement
Access, store, or distribute inappropriate or explicit material
Misrepresent personal views as those of the organisation
Circumvent security controls or misuse system access
6. Confidentiality and Data Protection
Users must protect confidential and sensitive information at all times when using electronic communication systems.
All personal data must be processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as well as the organisation’s data protection and information security policies.
Passwords and access credentials must not be shared. Any suspected data breach, loss of information, or unauthorised access must be reported immediately.
7. Monitoring and Privacy
Electronic communication systems are the property of the organisation. To the extent permitted by law, the organisation may monitor, access, and review electronic communications where necessary for legitimate business purposes, including:
Ensuring compliance with policies and legal obligations
Protecting organisational systems and data
Investigating suspected misconduct
Monitoring will be carried out in a lawful, proportionate, and transparent manner, in line with UK data protection legislation and relevant regulatory guidance. Users should have no expectation of privacy when using organisation-provided systems.
8. Social Media and External Communications
Only authorised individuals may communicate on behalf of the organisation through official channels or social media accounts.
When using personal social media accounts, individuals must make it clear that their views are their own and must not make statements that could reasonably be expected to damage the organisation’s reputation or breach confidentiality.
9. Compliance and Breaches
Failure to comply with this policy may result in disciplinary action in accordance with the organisation’s disciplinary procedures. In serious cases, this may include termination of employment or contract and, where appropriate, legal action.
10. Review of the Policy
This policy may be reviewed and updated from time to time to reflect changes in legislation, technology, or organisational requirements. The latest version will be made available to staff.
11. Acknowledgement
All users are required to confirm that they have read, understood, and agree to comply with this Electronic Communications Policy