Email and Internet Acceptable Usage Policy

The information security management system (ISMS) manager is responsible for ensuring that all employees of [Inter Movers LLC] are aware of the following rules, requirements, and guidelines regarding the use of [Inter Movers LLC]’s email and Internet facilities.

1. Introduction
   • This Policy contains important rules covering the acceptable use of [Inter Movers LLC]’s e-communications facilities. [Inter Movers LLC] provides these facilities at its own expense for its business purposes, and it is the responsibility of all employees to make sure that any use of [Inter Movers LLC]’s email or internet access is consistent with [Inter Movers LLC]’s standards of business and personal conduct. Employees must ensure that they never use these facilities in a manner that could compromise [Inter Movers LLC] or its employees in any way.
2. Responsibilities
   • Every staff member is responsible for ensuring that this Policy is complied with.
   • All of [Inter Movers LLC]’s employees are responsible for using [Inter Movers LLC]’s e-communications facilities responsibly by this Policy.
3. Personal Use
   • Employees should refrain from using [Inter Movers LLC]’s email and internet facilities for personal use during working hours. Personal use should not distract or detract from the Employee’s work.
   • If the Employee is using [Inter Movers LLC]’s email and internet facilities inappropriately, either for personal or business use, this may be grounds for misconduct under the Disciplinary Procedure.
4. Business Use
   • This includes both internal and external emails.
   • Employees must remember that although email is a quick and informal way to communicate, they are representing [Inter Movers LLC] whenever an email message is sent. Therefore, the style, tone, and content of email messages must be considered.
   • Whenever an email is sent, [Inter Movers LLC]’s disclaimer will appear within the document. This must not be deleted or changed in any way.

5. Do’s and Don’ts
   • The following rules and requirements apply to all usage of [Inter Movers LLC]’s internet and email facilities:
     • Do:
       • Check emails every working day or make sure that an ‘Out of Office’ or similar message is set.
       • Where possible, reply promptly to all email messages that require a reply.
       • Exercise caution and avoid the temptation to make a quick, unconsidered promise or agreement, as commitments made by email are binding.
       • Obtain confirmation of receipt for all important messages.
       • Keep all passwords secure. Refer to the Password Policy for guidance.
       • Be security conscious on behalf of [Inter Movers LLC] and its service users. Where sharing documents, keep in mind GDPR and international data protection regulations and where password protection is required.
       • Avoid wasting [Inter Movers LLC]’s and the network resources. Copy in only those recipients who need to know and do not pass on chain messages, virus scares, etc.
       • Remain aware that emails that are not encrypted are not secure and that it is very easy to include unintended recipients on a distribution list;
       • Remain aware that, if you break the law using [Inter Movers LLC]’s facilities, whether intentionally or otherwise, you are doing so in [Inter Movers LLC]’s name.
     • Do Not:
       • Impersonate any other person when using email, or alter the meaning of messages received, unless permitted by your manager.
       • Access, change or use another person’s files, output, or username unless you have explicit permission so to do.
       • Attempt to gain unauthorized access to any files for which you do not have access rights, either on [Inter Movers LLC]’s systems or on any other, for any purpose whatsoever.
       • Represent your personal opinions as those of [Inter Movers LLC].
       • Access or attempt to access any chat room whatsoever.
       • Download the software onto [Inter Movers LLC]’s system without the prior permission of the [Michael Shteyn]. This includes software and shareware available free on the internet.

[GUIDANCE NOTES TO BE DELETED FOR “Alex Spektor”: This person permits new software to be downloaded onto the organization’s devices E.g. CTO/IT Dept.]

• Import any non-text file, whatever its source and by whatever means including email attachments, onto your system without first checking it for viruses. Refer to the Virus Protection Policy for more information.
• Upload, download, or otherwise transmit any commercial software or copyrighted materials of any kind without the express permission of the copyright owner. Always assume that material is copyrighted unless there is clear notice to the contrary.
• Visit, view, download, or upload any material from or to any website containing sexual or illegal material or material that might be regarded as offensive in any way whatsoever.
• Send or receive any material that contains racial slurs, derogatory gender-specific comments, defamatory statements, or which is intended to annoy, harass, or intimidate another person. This applies equally to internal and external communications, including posting to any website, chat room, bulletin board, etc.
• Send highly sensitive information by email. Consult the ISMS Manager/Data Protection Officer if in doubt.
• Expose [Inter Movers LLC] or its service users to risk by revealing or publishing any confidential or proprietary information such as (but not limited to) client lists, new business ideas, financial data, technical information, access codes, etc.

6. What If:
   • You receive any obscene or offensive material via any of [Inter Movers LLC]’s systems (from whatever source)?
   • You receive an unexpected or unauthorized attachment via email?
   • You have reason to believe that the security of our information systems has been, or is in danger of being breached?
   • You become aware of an abuse of the rules outlined in this Policy?
7. Then:
   • Immediately contact [Alexander Spektor] or the ISMS Manager for further instructions. Do not try to ignore or cover up what has happened. If confidentiality or discretion is required, you have [Inter Movers LLC]’s assurance that it will always deal discreetly and confidentially. [GUIDANCE NOTES TO BE DELETED FOR “NAME OF PERSON”: This person permits new software to be downloaded onto the organization’s devices E.g. CTO/IT Dept.]
8. General
   • The use of the internet, email, and all stored data may be subject to monitoring without notice for security and/or network management reasons, and to ensure compliance with [Inter Movers LLC]’s policies.
   • Hard disks and other storage media are subject to audit without notice to ensure compliance with [Inter Movers LLC]’s policies and all relevant statutory, regulatory, and similar requirements.
   • The distribution of any information through the internet, computer-based services, email and messaging systems is subject to the scrutiny of [Inter Movers LLC]. [Inter Movers LLC] reserves the right to determine the suitability of this information.
   • By entering into their employment contracts, employees expressly acknowledge that any personal information they reveal by using [Inter Movers LLC]’s systems may be subject to the above scrutiny. Personal information is protected by the Organization’s obligations and duties under the Data Protection Act 2018.