Keeping our Systems Safe

It is your responsibility to take all reasonable precautions to safeguard the security of all electronic devices that have been provided to you and the information contained on them. This includes protection from physical hazards, such as spilled liquids, not allowing unauthorised users access and only using approved software.  It is also your personal responsibility to ensure that you do not introduce viruses into systems and so you must take care when receiving electronic information from an unknown source. Where there are reasons to bring information from a questionable source, you should liaise with a director and active virus checking should be performed.

If you are leaving your device for any period of time, you should either lock it or log out. However, we are aware that this is sometimes unachievable where sensitive or confidential information is being stored on a shared device. Sensitive or confidential information should always be securely saved and regularly backed up. If you are working off site or unsure how to securely save and back up work, you should liaise with a director to ensure that appropriate backup arrangements are in place. 

You must fully support the security measures built into our systems and procedures and not attempt to bypass security measures as this may be considered a serious breach of data security and possible gross misconduct.

If you feel that there has been a data breach or are concerned for the security held on your device, it is imperative you contact a director immediately. To comply with the Data Protection legislation, please comply with the following:

• Set-up a password to access the device and to maintain the confidentiality of the code.
• Keep the device with you at all times when not in the workplace.
• Never leave the device unattended in a vehicle, luggage or in a public place.
• Back-up your device regularly to ensure there is a regular record of all data. 
• Keep your inbox to a minimum for work-related texts and emails to minimise the risk of the confidential information disclosure in case of loss.
• If you leave your phone charging in an unsecure location, (such as an unattended hotel room), ensure the phone is switched off and is PIN locked.

Violation of this may lead to disciplinary action. 

Your access to any part of any system may be limited, restricted or extended from time to time by a director.  If you are given a password to access any part of any system you must keep this secret and not disclose it to any person within or outside the Company other than an Authorised Person.