Human Resources > Internet, Email and Computer Use Policy
Authorised by Chief Executive Officer
Revised Date: 22 May 2023
PURPOSE
This policy sets out the standards of behaviour expected of persons using Kyeema’s computer facilities, or when referring to Kyeema Support Services on external sites.
POLICY
Kyeema staff and volunteers are to use Kyeema’s internet and computer facilities in an appropriate and lawful manner that enhances and does not detract from the organisation’s reputation.
SCOPE
This policy applies to all people who use Kyeema’s computer network by any means (users). The policy also applies to users who contribute to external blogs and sites who identify themselves as associated with Kyeema or who are well- known by the community to be associated with Kyeema.
PROCEDURES
Personal use of electronic communications and Kyeema devices:
Users are permitted to use Kyeema’s computer network for reasonable personal use. However, any such personal use must not impact upon the user’s work performance or resources or violate this policy.
Kyeema gives no warranty or assurance about the confidentiality or privacy of any personal information disclosed by any user while using Kyeema’s computer network for the user’s personal purposes.
Cyber security
All users of Kyeema’s electronic communications systems are asked to be careful about cyber security to prevent data breaches and hostile third-party access that can place our participant and staff data and systems at risk.
To assist with cyber security:
- Use the multi-factor authentication processes to access worker logins
- Be wary of clicking links within emails
- Reduce the amount of personal information about employees and participants that is stored electronically, particularly identity documents. Where these are required store them in hard copy in a folder rather than in a digital format.
- If you require a change to a bank account put it in writing and take it to the Finance office so they know it does not originate from a scammer.
Good conduct when using Kyeema’s electronic communications.
When using Kyeema’s computer network:
Users must not use, access or send any material on Kyeema’s computer network that:
•is obscene, offensive or inappropriate.
•causes (or could cause) insult, offence, intimidation or humiliation;
•may be defamatory or could adversely impact the image or reputation of Kyeema. A defamatory message or material is a message or material that lowers the reputation of a person or group of people;
•is illegal, unlawful or inappropriate;
•affects the performance of, or causes damage to the computer system in any way;
•gives the impression of representing, giving opinions or making statements on behalf of Kyeema without the express authority of Kyeema management.
•passes on information the user does not have the authority to share.
Users must not use Kyeema’s computer network:
•to violate copyright or other intellectual property rights. Computer software that is protected by copyright is not to be copied except as permitted by law or by contract with the owner of the copyright;
•in a manner contrary to Kyeema’s privacy policy
•to create any legal or contractual obligations on behalf of Kyeema unless expressly authorised by Kyeema;
•to disclose any confidential information of Kyeema, or any customer, participant or supplier of Kyeema, unless expressly authorised by Kyeema;
•to use computer facilities for personal gain. For example, running a personal business.
Users must not use another user’s computer network facilities (including passwords, usernames/login codes) for any reason without the express permission of the user or Kyeema.
Standards in relation to posts on sites not operated by Kyeema:
Kyeema acknowledges that users have the right to contribute content to public communications on websites not operated by Kyeema, such as social networking sites. However, inappropriate use of such communications has the potential to cause damage to Kyeema, employees and participants.
Users must not publish any material that may expose Kyeema to any possible legal liability. Examples include, but are not limited to, defamation or discrimination proceedings.
•A user must not communicate any material that violates the privacy or publicity rights of another party.
•A user must not refer to participants, other employees etc without their prior approval.
•A user must not make personal attacks on any person. This includes competitors of Kyeema.
•Users will be personally legally responsible for any content they publish and need to be aware of applicable laws.
Staff members’ own reputation:
Be aware that inappropriate comments/photos on internal or external sites can have adverse consequences for a user in terms of career prospects, as these indicators of integrity and character form part of probity checks by most organisations. Regardless of privacy settings it must be assumed that the material remains widely and permanently accessible to others.
Breaches:
Any breach of this policy may result in disciplinary action.
Related Policies, Procedures and Documents:
Code of Conduct NDIS/TAC etc - Workers