Electronic Communications Policy

GB Oceania Association Pty Ltd

Electronic Communications, Information Technology & Surveillance Policy

© GB Oceania Association Pty Ltd (ACN 144 904 889)

 

GB Oceania Association Pty Ltd (ACN 144 904 889) (“Company”, “we”, “us” or “our”) of 3/84 Old Pittwater Road, Brookvale, NSW 2100 in the state of New South Wales, trades under the business name Gracie Barra Oceania.

 

Introduction: 

The use of electronic communications, information and communication technology and surveillance equipment are important tools that we use to effectively perform our roles at Gracie Barra Oceania .

 

Definitions:

• “Network” – Any part or combination of the Company’s Information Technology (IT) infrastructure, including but not limited to cloud-based services, software, hardware and/or online subscription services.

• “Electronic Communication/s” – All External and internal communications between Staff and any person and/or entity including any messaging service, fax, internet, e-mail, voicemail, telephone, paging services, SMS text messages, internet communications, digital messaging platforms (including but not limited to: whatsapp, messenger, Instagram and facebook), employee/HR software systems, GPS (global positioning systems), online posting, forums, social media and CCTV.

• “Staff” – Any person who is employed, engaged, hired or otherwise engaged as an employee, contractor, sub-contractor, consultant, volunteer or other that is performing any duties directed by a «GB_School» manager.
• “CCTV” – Any CCTV (closed circuit television) or web / cloud / SaaS based video security system which records images, audio &/or video.

 

Construction and Jurisdiction:

1. This Agreement is governed by the laws of NSW, and the parties submit to the jurisdiction of the courts of New South Wales with respect to any action that is brought for the enforcement of this Agreement.
2. Any amendment of this Agreement by the Company shall be in writing, and any given provisions of this Agreement, shall be deemed to continue in force unchanged unless it is expressly stated in writing to be varied.

 

I AGREE TO THE FOLLOWING, 

 

I. PURPOSE 

The purpose of this policy is to protect the quality and integrity of the Company’s electronic communications, network Infrastructure, commercial interests / reputation and to provide Staff with standards of behaviour when using electronic communications. 

Each item in the policy is designed to strengthen the quality and integrity of this resource while minimising risks to the Company’s Staff and the information systems. 

II. POLICY 

The Company is committed to the utilisation of new technologies and provides a variety of electronic tools including, but not limited to: telephones (including mobiles & wireless), voice mail, computers, facsimile machines, electronic mail (e-mail) systems, internet access, social media, employee/HR software systems, digital messaging platforms and a browser for Staff whose job performance would be enhanced by the technology. 

The Company’s electronic communications tools are Company property paid for by the Company and are primarily intended for business-related purposes. In some circumstances, the Company will provide you access to their Network through an internet connection, remote log-in and/or 3rd party services where you will be using the Company Network &/or Electronic Communications. 

Incidental and occasional personal use is permitted in accordance with the conditions of the Company Electronic Communications, Information Technology & Surveillance Policy

In order to ensure compliance with copyright laws and protect the Company from being victimised by the threat of viruses or hacking into our servers, the following guidelines are hereby adopted: 

III. PERSONAL COMPUTER USAGE 

It is the Company intent to reasonably limit personal computer use and Internet access to official business. 

Staff are authorised to utilise computers and access the internet for personal use only on an incidental and occasional basis during working hours and after regular hours, in strict compliance with the other terms of this policy. 

Staff using the Company Network or Electronic Communications and Internet links are acting as representatives of the Company. 

As such, Staff must act accordingly so as not to damage the reputation of the Company by creating, viewing, storing, transmitting, sending, or intentionally receiving communications, files, or documents that are or could be interpreted as being intimidating, harassing, unlawful, or containing hostile, degrading, sexually explicit, pornographic, discriminatory, or otherwise offensive references. 

1. No computer system is completely secure. The e-mail system is not intended to transmit sensitive materials such as personnel decisions, legal opinions and other similar information which may be more appropriately communicated by written memorandum or personal conversation.
2. Staff may not intentionally intercept, eavesdrop, record, read, alter, or receive other person’s e-mail messages without proper authorisation in accordance with this policy, the Company Privacy Policy and any legislation that may apply.
3. This policy applies to all Staff and other individuals who are provided access to the Company Network & Electronic Communications for Company business purposes.
4. All messages sent and received on, from or using the Company Network and/or Electronic Communication systems are Company property and are subject to the Company Privacy Policy and requirements and restrictions of all applicable State and Federal Legislation, Statutes and regulations concerning the collection, creation, storage, maintenance, dissemination, and access to data created and/or maintained by the Company.
5. E-mail communications should be routinely and regularly deleted from their in-box, sent items box and trash bins.
6. Use of the Company email system for personal or private business endeavors is prohibited. Solicitation of funds for non-Company functions, funds and political messages are strictly prohibited.
7. The Company may access, review, forward or use any message sent from or received into the Company’s email system for any purpose not specifically prohibited by law.

Any violations of this policy on acceptable electronic communications systems use may be subject to disciplinary action, up to and including discharge of employment / engagement.

 

STAFF ACKNOWLEDGEMENT

Receipt of Electronic Communications, Information Technology & Surveillance Policy

I acknowledge that I have received a copy of the Electronic Communications, Information Technology & Surveillance Policy for the Company and agree to everything listed in the agreement. I understand it is my responsibility to be familiar with and comply with the requirements of this policy and any other relevant Company policies.

I understand that:

1. by using or accessing equipment and technology that belong to the Company, I am consenting to the monitoring of my use and of that equipment and technology by the Company;
2. the Internet address of any site I visit and any images or documents that I view, print or download will be recorded and viewed as determined necessary by the Company;
3. my internal and external email communications are not private and that any message that I send or receive are recorded and stored on the Company’s network server and will be reviewed and used as determined necessary by the Company;
4. the Company may record, store and/or access my activities on the Company CCTV and/or GPS systems during the course of performing my duties and that information (including but not limited to information, images, audio recordings and video) may be used at the Company’s discretion;
5. the Company may, at its discretion, engage covert surveillance activities to protect its commercial interests which may include engaging 3rd party suppliers, the use of audio / video recording devices and GPS systems. 

All software downloaded for the Company must be approved by a Director of the Company before installation to assure the compatibility with software that is already installed on the computer. Problems may arise when unauthorised software is installed which is not compatible with the approved software. This may cause the computer not to function properly and require the reloading of the approved software.

All files which are brought from the outside of the Company’s complete system or downloaded from the internet must be scanned with virus detection software before installation or execution. All appropriate precautions should be taken to check for a virus and, if necessary, to prevent its spread. This is to prevent spread of viruses to Company equipment, as well as your own home computer.

Unless otherwise noted, all software on the Company’s computer system and/or internet should be considered copyrighted and/or licensed work. Therefore, Staff are prohibited from downloading, duplicating, and/or modifying any such software or files without permission from the copyright and/or license holder.

Any inappropriate or infringing activity by Staff may be the responsibility of the Company. Therefore, the Company may choose to hold Staff liable for their actions.

 

Executed as an agreement:

EXECUTED by GB Oceania Association Pty Ltd (ACN 144 904 889)

in accordance with Section 127 of the Corporations Act 2001