Emails and other Messages

One Degree North may provide electronic devices e.g. laptops, phones, tablets so you can complete your role. These are provided for business use only and the use of personal software, personal internet services or for copying data or software is forbidden.

If you have an email account and/or access to other software with messaging apps, make sure you change your password regularly, don’t share it and only log onto your account. If you require to access a colleague or team member’s email account for business reasons, then please speak with a director so you can have access. Accessing other people’s emails without their permission or company approval can be a breach of this policy and lead to disciplinary action.

All electronic messages created, sent, received or stored using Company devices, through Company accounts or via Company networks / systems belong to One Degree North. All messages should be treated as confidential and only disclosed to or discussed with the people they are meant for. They should not be shared with anyone outside the business.

We may need to monitor and read all messages passing through our networks / systems as well as disclose the contents of such messages without asking your permission first and can monitor business communications, via any forum (e.g. telephone, e-mail, MS Teams, internet traffic data etc) for any of the following reasons. This list is not exhaustive:

• To provide evidence of business transactions.
• To ensure that business procedures, policies and contracts are adhered to.
• To comply with any legal obligations.
• To monitor standards of service, staff performance, and for training.
• To prevent or detect excessive personal use of our systems.
• To prevent or detect unauthorised use of our communications systems or criminal activities.
• To maintain the effective operation of our communications systems. 

You need to be aware that our monitoring may reveal sensitive personal data about you and by carrying out any activities using our facilities, that may reveal such information, you consent to our processing any sensitive personal data about you. Please note that unless specifically used as a business tool, personal text messages, WhatsApp communications and social media conversations will not be monitored or indeed be part of any Data Subject Access Request.