Assignment 5

Exercise 1:
a.
1.Scope
This policy applies to all employees, agency staff, secondees, contractors, non-
executives and other workers of Adiyogi Pvt Ltd.
2. Purpose
2.1 This policy is in place to promote responsible usage of social media whilst
minimising the risks to our business through inappropriate use of social media;
inform staff of their obligations with regard to the use of social media; and to
enhance the continuing development of the Adiyogi Pvt Ltd through insight and
intelligence gleaned through social media channels.
2.2 This policy deals with the use of all forms of social media, such as Facebook,
LinkedIn, Twitter, Wikipedia, Whisper, Instagram, WhatsApp, Tik Tok, YouTube and
all other social networking sites, internet postings and blogs. It applies to use of
social media for business purposes as well as personal use that may affect our
business in any way.
2.3 This policy does not form part of any employee's contract of employment and
may be amended at any time and any changes will be communicated to staff
prior to becoming effective.
2.4 The purpose of this policy is to inform staff of their obligations with regard to
their own use of social media. If any member of staff, when dealing with
customers, is subject to harassment or derogatory comments via social media,
they should bring this to the attention of their line manager or a more senior
manager as appropriate.
2.5 Should the Adiyogi Pvt Ltd Communications team come across a derogatory
social media post that refers to an Adiyogi Pvt Ltd employee by name, they will
inform the employee’s line manager. The norm would be to discuss the post with
the affected employee; however, this will be considered on a case-by-case basis.
The post will be reported to the social media platform. The employee’s line
manager will deal with the customer’s complaint following the same procedures
for offline communications. It may also be necessary to provide a copy of the
post to the Information Security Manager, who will assess if the nature of the
content justifies informing the police or other relevant authorities.
3. Roles and responsibilities
3.1 Responsibility for monitoring and reviewing the operation of this policy and
making recommendations for change to minimise risks lies with Human
Resources who will review this policy periodically to ensure that it meets legal
requirements, draws upon best practice and reflects developments in social
media use and technology.
3.2 Managers have responsibilities for the effective implementation of this policy.
This includes ensuring that their team members are given the opportunity to
read and understand the policy and are aware of the standards of behaviour
expected. Managers are not expected to monitor social media use from their
team members but are expected to take action when they are made aware of
behaviour which falls below the level required. 3.3 All staff are responsible for the
success of this policy and should ensure that they take the time to read and
understand it, adhere to the requirements described and ensure that their use of
social media involving reference to the Adiyogi Pvt Ltd does not damage the
reputation of the office.
3.4 Any misuse of social media should be reported to the relevant member of
staff’s line manager and in turn to the Head of HR. Questions regarding the
content or application of this policy should be directed to Human Resources
4. Personal Use of Social Media
4.1 Unreasonable use of social media for personal matters is not permitted
during working hours or by means of I Adiyogi’s computers, devices, networks
and other IT resources and communications systems. This could potentially lead
to disciplinary action.
4.2 It is recognised that you may wish to monitor social media channels for work
purposes via a personal account, for example following the Twitter feeds or
Linked-in postings of the Adiyogi Pvt Ltd or relevant stakeholders. This can
provide the organisation with useful insight into how we are perceived and how
we can develop our services.
4.3 Such monitoring must be relevant to your work, and must not compromise
any investigations or other activities undertaken by the Adiyogi Pvt Ltd. It must
not negatively impact on the time you spend on your core duties or be a mask
for personal use of social media in work time. If you become aware of matters
which are relevant to the business of the Adiyogi Pvt Ltd through social media
monitoring, you should raise the issue with the relevant Adiyogi Pvt Ltd manager.
4.4 For social media sites or applications which are solely work or professionally
based, such as LinkedIn or professional networking forums, you are permitted to
state that you work at the Adiyogi Pvt Ltd, and the capacity of your employment.
Before doing so, you should consider if this is relevant or necessary, and if there
are any security implications of doing so. For example, if you are involved in high
priority investigations it may not be advisable to provide details of your role.
Further advice is available from Cyber Security Team. Where your social media
accounts are for personal use only, you do not need to say that you work for the
Adiyogi Pvt Ltd.
5. Prohibited Use

5.1 You must not make any social media communications that could damage our
business interests or reputation, whether directly or indirectly.
5.2 You must not use social media to defame or disparage the Adiyogi Pvt Ltd,
our staff or any third party; to harass, bully or unlawfully discriminate against
staff or any third parties; to make false or misleading statements; to directly or
indirectly make derogatory comments or use offensive or inappropriate language
in any social media communication; or to impersonate colleagues or third
parties.
5.3 You must not express opinions or provide advice on behalf of the Adiyogi Pvt
Ltd via social media, unless expressly authorised to do so by your manager. You
may be required to undergo training in order to obtain such authorisation.
5.4 You should note that if you provide advice on social media in a personal
capacity on matters which relate to the Adiyogi’s responsibilities, it is often easy
for you to be identified as connected to the Adiyogi Pvt Ltd. Therefore, your
advice may be interpreted as reflecting an official ICO line. You should therefore
avoid exposing yourself to a situation where your advice or views could
potentially be interpreted as those of the Adiyogi Pvt Ltd. Speak to your manager
as soon as possible if you think that there is a risk that this may have occurred.
5.5 You must not post comments about sensitive business-related topics, such as
our cases or performance, or do anything to jeopardise our investigations,
confidential information and intellectual property. You must not include our logos
or other trademarks in any social media posting or in your profile on any social
media.
5.6 You are reminded of your duty of confidentiality to the Adiyogi Pvt Ltd and
the requirements of s.132 of the Data Protection Act with regard to inappropriate
disclosure of information. This duty continues after you leave the Adiyogi Pvt
Ltd. You are also reminded of your contractual obligation not to undertake any
activity which may embarrass the public image of the Information Commissioner.
5.7 Any misuse of social media should be reported to the relevant member of
staff’s line manager and in turn to Human Resources and may result in
disciplinary action in accordance with the Adiyogi Pvt Ltd’s disciplinary policy.
Disciplinary sanctions will be as described in the disciplinary policy, up to and
including dismissal, depending on the nature of the misconduct identified.
Examples of what may be regarded as gross misconduct include (but are not
limited to): posting derogatory or offensive comments about the Adiyogi Pvt Ltd,
colleagues, or customers; the deliberate or negligent disclosure of information
about the Adiyogi Pvt Ltd’s activity; and the posting of comments which may
cause harm to the reputation of the Adiyogi Pvt Ltd.

6. Business Use of Social Media

6.1 If your duties require you to speak on behalf of the organisation in a social
media environment, you must still seek approval for such communication from
your manager. Your manager may require you to undergo training before you do
so and impose certain requirements and restrictions with regard to your
activities.
6.2 Likewise, if you are contacted for comments about the organisation for
publication anywhere, including in any social media outlet, direct the enquiry to
Corporate Communications and do not respond without written approval.
7. Guidelines for Responsible Use of Social Media

7.1 When making personal use of social media, (ie you are not posting in your
capacity as an Adiyogi Pvt Ltd employee) you must not imply that you are
posting on behalf of the Adiyogi Pvt Ltd, or as a member of Adiyogi Pvt Ltd staff.
Write in the first person and use a personal email address.
7.2 Be respectful to others when making any statement on social media and be
aware that you are personally responsible for all communications which will be
published on the internet for anyone to see. On personal social networks and
messaging services– even closed ones like Facebook and WhatsApp – you should
be aware that posts can be shared outside of your network. If you make a
posting which could bring the organisation into disrepute then you could be
subject to disciplinary action.
7.3 If you disclose your affiliation with us on your business based social media
profile or in any social media postings, you must state that your views do not
represent those of your employer (unless you are authorised to speak on our
behalf as set out in section 6). You should also ensure that your profile and any
content you post are consistent with the professional image you present to
clients and colleagues.
7.4 You should be aware that it is possible for social media users to connect the
work you do for the Adiyogi Pvt Ltd with other social media postings. The
likelihood of this is increased if you declare on business based social media that
you work at the Adiyogi Pvt Ltd. It is therefore important to remember that when
posting in a personal capacity you may still easily be identified by other users as
working for the Adiyogi Pvt Ltd even if you don’t state it.
7.5 If you are uncertain or concerned about the appropriateness of any
statement or posting, refrain from posting it until you have discussed it with your
manager.
7.6 Alerting Corporate Communications if you come across postings which are
negative about the Adiyogi Pvt Ltd will help the team to understand perceptions
of the Adiyogi Pvt Ltd, and manage our reputation on social media if responses
are required.
7.7 The privacy settings on social media apps and websites should give you
control over how your personal information is used. All staff who use social media
are advised to check their privacy settings before using a particular service and
to review them regularly, particularly after any new settings are introduced.

8. References

Staff should never provide references for other individuals on social or

professional networking sites, as such references, positive and negative, can be
attributed to the organisation and create legal liability for both the author of the
reference and the organisation.
9. Monitoring

We reserve the right to monitor, intercept and review, without further notice,
staff activities using our IT resources and communications systems including but
not limited to social media postings and activities. This may be done for
legitimate business purposes which include ascertaining and demonstrating that
expected standards are being met by those using the systems and for the
detection and investigation of unauthorised use of the systems (including where
this is necessary to prevent or detect crime).

10. Breach of this Policy

10.1 As stated in Section 5, breach of this policy may result in disciplinary action
up to and including dismissal. All breaches will be investigated in accordance
with the Adiyogi Pvt Ltd Disciplinary Policy and Procedure and the level of
disciplinary action to be taken, if any, will be a matter of judgement for the chair
of the disciplinary hearing.
10.2 You may be required to remove any social media content that we consider
to constitute a breach of this policy. Failure to comply with such a request may in
itself result in disciplinary action.

b.

Exercise 2:

A. Computer, Email and Internet Usage Policy

Objective
Tech Solutions Inc recognizes that use of the internet and email is necessary in
the workplace, and employees are required to use both responsibly and lawfully,
as unacceptable use can place Tech Solutions Inc and others at risk for
harassment, security breaches and similar issues. This policy outlines the
guidelines for acceptable use of Tech Solution’s technology systems.
Scope
This policy must be followed in conjunction with other Tech Solutions Inc policies
governing appropriate workplace conduct and behaviour. Any employee who
abuses the company-provided access to email, the internet, or other electronic
communications or networks, including social media, may be denied future
access and, if appropriate, be subject to disciplinary action up to and including
termination. Tech Solutions Inc complies with all applicable federal, state and
local laws as they concern the employer/employee relationship, and nothing
contained herein should be misconstrued to violate any of the rights or
responsibilities contained in such laws.
Questions regarding the appropriate use of Tech Solution’s electronic
communications equipment or systems, including email and the internet, should
be directed to your supervisor or the information technology (IT) department.
Policy
Tech Solutions Inc has established the following guidelines for employee use of
the company’s technology and communications networks, including the internet
and email, in an appropriate, ethical and professional manner.
Confidentiality and Monitoring
All technology provided by Tech Solutions Inc, including computer systems,
communication networks, company-related work records and other information
stored electronically, is the property of Tech Solutions Inc and not the employee.
In general, use of the company’s technology systems and electronic
communications should be job-related and not for personal convenience. Tech
Solutions Inc reserves the right to examine, monitor and regulate email and
other electronic communications, directories, files and all other content,
including internet use, transmitted by or stored in its technology systems,
whether onsite or offsite.
Internal and external email, voice mail, text messages and other electronic
communications are considered business records and may be subject to
discovery in the event of litigation. Employees must be aware of this possibility
when communicating electronically within and outside the company.
Appropriate Use
Tech Solutions Inc employees are expected to use technology responsibly,
lawfully and productively as necessary for their jobs. Internet access and email
use is for job-related activities; however, minimal personal use is acceptable.
Employees may not use Tech Solution’s internet, email or other electronic
communications to transmit, retrieve or store any communications or other
content of a defamatory, discriminatory, harassing or pornographic nature. No
messages with derogatory or inflammatory remarks about an individual’s race,
age, sex, disability, religion, national origin, physical attributes, gender identity,
sexual preference or any other protected class may be transmitted. Harassment
of any kind is prohibited.
Abusive, excessively profane or offensive language and any illegal activities—
including piracy, cracking, extortion, blackmail, copyright infringement and
unauthorized access to any computers on the internet or email are forbidden.
Copyrighted materials belonging to entities other than Tech Solutions Inc may
not be transmitted by employees on the company’s network without permission
of the copyright holder.
Employees may not use Tech Solution’s computer systems in a way that disrupts
its use by others. This includes sending or receiving excessive numbers of large
files and spamming (sending unsolicited email to thousands of users).
Employees are prohibited from downloading software or other program files or
online services from the internet without prior approval from the IT department.
All files or software should be passed through virus-protection programs prior to
use. Failure to detect viruses could result in corruption or damage to files or
unauthorized entry into company systems and networks.
Every employee of Tech Solutions Inc is responsible for the content of all text,
audio, video or image files that he or she places or sends over the company’s
internet and email systems. No email or other electronic communications may be
sent that hide the identity of the sender or represent the sender as someone
else. Tech Solution’s corporate identity is attached to all outgoing email
communications, which should reflect corporate values and appropriate
workplace language and conduct.
Nothing in this policy is intended to, nor should be construed to limit or interfere
with employee rights as set forth under all applicable provisions of the National
Labor Relations Act, including Section 7 and 8(a)(1) rights to organize and
engage in protected, concerted activities regarding the terms and conditions of
employment.

I have read and fully understand this policy. I understand that my use of Tech
Solution’s information and communication technology constitute full acceptance
of the terms of this policy and consent to monitoring.
_____________________________
(Signature)

_____________________________
(Name)

_____________________
(Date)

b. Workplace Harassment Policy

Tech Solutions is committed to maintaining a workplace free from sexual

harassment. Sexual harassment is a form of workplace discrimination. All
employees are required to work in a manner that prevents sexual harassment in
the workplace. This Policy is one component of company’s commitment to a
discrimination-free work environment. Sexual harassment is against the law and
all employees have a legal right to a workplace free from sexual harassment and
employees are urged to report sexual harassment by filing a complaint internally
with Tech Solutions. Employees can also file a complaint with a government
agency or in court under federal, state or local antidiscrimination laws.
Policy
Tech Solutions policy applies to all employees, applicants for employment,
interns, whether paid or unpaid, contractors and persons conducting business,
regardless of immigration status, with Tech Solutions. In the remainder of this
document, the term of employee refers to this collective group.

Sexual harassment will not be tolerated. Any employee or individual covered by

this policy who engages in sexual harassment or retaliation will be subject to
remedial and/or disciplinary action (e.g., counseling, suspension, termination).

No person covered by this Policy shall be subject to adverse action because the
employee reports an incident of sexual harassment, provides information, or
otherwise assists in any investigation of a sexual harassment complaint. Tech
Solutions will not tolerate such retaliation against anyone who, in good faith,
reports or provides information about suspected sexual harassment. Any
employee of Tech Solutions who retaliates against anyone involved in a sexual
harassment investigation will be subjected to disciplinary action, up to and
including termination. All employees paid or unpaid interns, or non-employees
working in the workplace who believe they have been subject to such retaliation
should inform a supervisor, manager, or [name of appropriate person]. All
employees, paid or unpaid interns or non-employees who believe they have been
a target of such retaliation may also seek relief in other available forums, as
explained below in the section on Legal Protections.
Sexual harassment is offensive, is a violation of our policies, is unlawful, and may
subject Tech Solutions to liability for harm to targets of sexual harassment.
Harassers may also be individually subject to liability. Employees of every level
who engage in sexual harassment, including managers and supervisors who
engage in sexual harassment or who allow such behaviour to continue, will be
penalized for such misconduct.

Tech Solutions will conduct a prompt and thorough investigation that ensures due
process for all parties, whenever management receives a complaint about sexual
harassment, or otherwise knows of possible sexual harassment occurring. Tech
Solutions will keep the investigation confidential to the extent possible. Effective
corrective action will be taken whenever sexual harassment is found to have
occurred. All employees, including managers and supervisors, are required to
cooperate with any internal investigation of sexual harassment.
All employees are encouraged to report any harassment or behaviours that
violate this policy. Tech Solutions will provide all employees a complaint form for
employees to report harassment and file complaints.
Managers and supervisors are required to report any complaint that they receive,
or any harassment that they observe or become aware of, from their team
members.

This policy applies to all employees, paid or unpaid interns, and non-employees
and all must follow and uphold this policy. This policy must be provided to all
employees and should be posted prominently in all work locations to the extent
practicable (for example, in a main office, not an offsite work location) and be
provided to employees upon hiring.

Sexual harassment is not only prohibited by Tech Solutions but is also prohibited
by state, federal, and, where applicable, local law.
Aside from the internal process at Tech Solutions, employees may also choose to
pursue legal remedies with the following governmental entities. While a private
attorney is not required to file a complaint with a governmental agency, you may
seek the legal advice of an attorney.
In addition to those outlined below, employees in certain industries may have
additional legal protections.