Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can pose many legal, privacy, and security risks; thus it’s important for users to understand the appropriate use of electronic communications.

The purpose of this email policy is to ensure the proper use of CrowdFiber’s email system and make users aware of what CrowdFiber deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within CrowdFiber’s Network.

Emailing

All use of email must be consistent with CrowdFiber’s policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.

  1. CrowdFiber’s email account should be used primarily for CrowdFiber’s business-related purposes; personal communication is permitted on a limited basis, but non CrowdFiber-related commercial uses are prohibited.
  2. All CrowdFiber data contained within an email message or an attachment must be secured according to the Data Protection Standard.
  3. Email should be retained only if it qualifies as a CrowdFiber business record. Email is a CrowdFiber business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.
  4. Email that is identified as a CrowdFiber business record shall be retained according to CrowdFiber’s Record Retention Schedule.
  5. CrowdFiber’s email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any CrowdFiber employee should report the matter to their supervisor immediately.
  6. Users are prohibited from automatically forwarding CrowdFiber email to a third party email system. Individual messages which are forwarded by the user must not contain CrowdFiber Confidential or above information.
  7. Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct CrowdFiber business, to create or memorialize any binding transactions, or to store or retain email on behalf of CrowdFiber. Such communications and transactions should be conducted through proper channels using CrowdFiber-approved documentation.
  8. Using a reasonable amount of CrowdFiber resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a CrowdFiber email account is prohibited.
  9. CrowdFiber employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
  10. CrowdFiber may monitor messages without prior notice. CrowdFiber is not obliged to monitor email messages.