During discussions about internet privacy, it is essential for every reputable organization to have a corporate email policy in place.
This policy aims to guarantee that all information transmitted via the company email account belongs to the organization.
When the collaborator is deactivated, they will lose all their access, so clarity is essential.
This article provides comprehensive information on corporate email policies, including their purpose, customization options, and relevant legal regulations. Ready to dive in?
How does business email function?
When a company buys a website domain, it typically also gets a business email account.
It functions similarly to a personal email, but with the distinction that your business name will be in the domain, like joaohost@bits.with.br.
A corporate email provides various advantages, including:
- Customization and area of expertise;
- Company’s authorization.
- Custom locations.
- Content control dispatched.
- Monitoring capability.
What is the corporate email policy?
Many are not yet aware of the issues that can arise from a basic email conversation.
Corporate email policy is implemented to guarantee transparency, security, and accountability for information exchanged via the platform.
Companies without a transparent policy or fail to communicate it to their employees may face legal issues in the future, particularly with the implementation of the new LGPD.
It is essential for your company to have a corporate email policy that is shared with all employees.
What are the regulations regarding email usage policy according to the law?
Email usage policies are frequently asked about in many businesses.
The delay of the new General Data Protection Act from January to August 2021 led to an increase in inquiries about regulations for corporate emails.
What actions are within the capabilities of your organization?
Please see below:
Can employee email accounts be monitored?
Private emails are considered personal content and are not subject to monitoring by the company, even if checked while at work.
Corporate email allows for monitoring as long as employees are informed about the company’s policies beforehand.
Sometimes, employees may misuse their work email in a way that goes against company values.
He might consequently be responsible for what he did.
How will LGPG impact the email policy of companies?
LGPD recently came into existence to enhance transparency in the gathering and storing of digital data.
Companies are required to notify employees about the upkeep of all information, according to a set standard.
The suggestion is for the organization to clearly outline what is permitted or prohibited in the corporate setting, ideally in the employment contract, which also covers the corporate email policy.
Corporate Email Policy Sample
Does your company continue to lack a policy on the use of business email?
Check out some important aspects of this document.
- Purpose of the usage policy.
- What is not allowed;
- Necessary attention needed.
- Tips for using a company email account for personal purposes.
- Official’s autograph.
Here is a basic example of a usage policy for you to review. Feel free to copy, modify, and create your own.
This policy is intended to guarantee the proper utilization of the Corporate Email at [Company].
- Any email sent out by the company belongs to [Company].
- Your company’s email account may be monitored without notice if deemed necessary by [Company].
- If you fail to follow the rules outlined in this policy, the company may take necessary actions such as termination or legal proceedings.
- If you have any questions or comments regarding this Email Use Policy, please reach out to the HR department.
It is completely prohibited.
Emails with offensive, racist, sexist, or obscene content should be forwarded to HR as soon as possible.
Do not share messages or attachments from another employee without getting their permission first.
Send unsolicited emails or messages.
Forgery or attempting to falsify email messages or concealing one’s identity when sending an email is prohibited.
Care that is necessary
Avoid transmitting sensitive or personal data because it may be intercepted.
To prevent the email system from being infected by digital threats, it is advisable to refrain from opening messages from questionable senders.
We suggest utilizing a digital ID or a traditional signature from colleagues that includes your full name and job title.
For personal use
[Company] permits personal use of its email system as long as it does not disrupt work responsibilities.
Do you not have a company email policy yet? Count Hostbits!
Hostbits offers a corporate email platform that ensures increased performance, security, and mobility.
You can still use a built-in chat feature and utilize tools like time management to prevent delays in work tasks.
Click the banner below to discover more and explore the benefits of Hostbits corporate email.
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