Purpose:

  • Our corporate email usage policy helps employees use their company email addresses appropriately, as Email is essential to our everyday jobs. 
  • We want to ensure that our employees understand the limitations of using their corporate email accounts. 
  • This Policy sets out employees’ responsibilities when using email in their day to day work

Our goal:

  • To protect our confidential data from breaches and safeguard our reputation and technological property.
  • It is to be noted that Business Emails are for business purposes and all company Email is company’s property. Any Email that is sent, received, created or stored on a company's computer system may be viewed and admissible in a legal case.

Scope:

This policy applies to all employees, vendors and partners who are assigned (or given access to) a corporate email. 

This email may be assigned to an individual (e.g. employeename@orangeretailfinance.com) or department, designation, role (e.g. hr@orangeretailfinance.com.)

 

Policy elements:

  • Corporate emails are powerful tools that help employees in their jobs. Employees should use their company email primarily for work-related purposes. However, we want to provide employees with some freedom to use their emails for personal reasons.
  • We will define what constitutes appropriate and inappropriate use.

Inappropriate use of company email:

Our employees represent our company whenever they use their corporate email address. They must not:

  • Sign up for illegal, unreliable, disreputable or suspect websites and services.
  • Send unauthorized marketing content or solicitation emails.
  • Register for a competitor’s services unless authorized.
  • Send insulting or discriminatory messages and content.
  • Intentionally spam other people’s emails, including their coworkers.
  • Include language or images related to race, gender, age, sexual orientation, religious or political beliefs, national origin or disability 

 

Appropriate use of corporate email:

Employees can use their corporate email for work-related purposes without limitations. For example, employees can use their email to:

  • Communicate with current or prospective customers and partners.
  • Give their email address to people they meet at conferences, career fairs or other corporate events for business purposes.
  • Sign up for newsletters, platforms and other online services that will help them with their jobs or professional growth.

Personal use:

Employees can use their corporate email for reasonable personal reasons. For example, employees can use their corporate email to:

  • Register for classes or meetups.
  • Send emails to friends and family if they don’t spam or disclose confidential information.
  • Download eBooks, guides and other content for their personal use as long as it is safe and appropriate.

Employees must always adhere to this policy, in addition to our confidentiality and data protection guidelines.

Monitoring:

Our company has the right to monitor and archive corporate emails.

Email security:

Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. These issues can compromise our reputation, legality and security of our equipment.

Employees must:

  • Select strong passwords with at least eight characters (capital and lower-case letters, symbols and numbers) without using personal information (e.g. birthdays.)
  • Remember passwords instead of writing them down and keep them secret.
  • Change their email password immediately when compromised.

Also, employees should always be vigilant to catch emails that carry malware or phishing attempts. Phishing refers to emails that appear to come from a legitimate source but are scams designed to steal private and sensitive information. We instruct employees to:

  • Avoid opening attachments and clicking on links when content is not adequately explained (e.g. “Watch this video, it’s amazing.”)
  • Be suspicious of clickbait titles.
  • Check email and names of unknown senders to ensure they are legitimate.
  • Look for inconsistencies or style red flags (e.g. grammar mistakes, capital letters, excessive number of exclamation marks.)
  • Employees are encouraged to report the receipt of any inappropriate mail with prohibited content to the Line Manager or IT team.

If an employee isn’t sure that an email, they received is safe, they can ask our [Security Specialists - TAC (ORFIL’s Dedicated Technical Assistance Centre).]

 

Two Factor Authentication:

ORFIL has enabled two factor authentications for the email, (that means no users can login with their email without giving their valid mobile number) and when there is a suspicious activity system will trigger the OTP to the mobile number, hence the user is always requested to carry their mobile along when they are checking their email.

We remind our employees to keep their anti-malware programs updated.

 

Email signature

We encourage employees to create an email signature that exudes professionalism and represents our company well. Salespeople and executives, who represent our company to customers and stakeholders, should pay special attention to how they close emails. Here’s a template of an acceptable email signature:

          [Employee Name]

          [Employee Title], [www.orangeretailfinance.com]

          [Phone number] | [Respective Branch or Office Address]

          [Our Social Media ID’s]

Employees may also include professional images, company logos and work-related videos and links in email signatures. If they are unsure how to do so, they can ask for help from our ORFIL TAC Team.

By default, ORFIL email Signature Logo will be Assigned to all the Email and user can modify them accordingly.

 

 

 

 

Size Limitation

  • Our Email Box can’t exceed 30 GB and if there is a Need you can email to ITHELPDESK and get it extended based on the work Profile
  • Avoid sending huge attachments in email
  • As we are using Google Cloud, instead of sending attachment always send the link of Google Sheet, Docs etc., to avoid data theft and to be productive.

Backup and Archive Policy

  • As our email is from Cloud (G-Suite) there are no special backup policy, as the emails are safely stored under vault.
  • Any accidental deletion of email it would be in Trash Folder for 30 days, where user need to restore it from Trash folder.
  • Whenever user is resigned all the emails are   forwarded to one common email and the email id is deleted.

Outgoing Email Restriction

  • All user’s above M2 are eligible for outgoing email
  • Other users on the Need basis (Work Profile) the outgoing email rights is given. 

 

Policy Awareness 

  • Policy awareness on the Company Email Policy should be created by the IT team either thru emails sent on a regular basis, posting in intranet / public folder.
  • In order to ensure compliance with this Policy, the company reserves the right to use monitoring software in order to check upon the use and contents of email.

 

 

Disciplinary action

Employees who don’t adhere to the present policy will face disciplinary action up to and including termination. Example reasons for termination are:

  • Using a corporate email address to send confidential data without authorization.
  • Sending offensive or inappropriate emails to our customers, colleagues or partners.
  • Using a corporate email for an illegal activity.