This Email Confidentiality Policy outlines the rules and expectations for maintaining the confidentiality of information shared through email within Centriplus. Adherence to this policy is mandatory for all employees, contractors, and affiliates of the company.
- Purpose
The purpose of this policy is to protect the confidentiality, integrity, and availability of sensitive information shared via email, in order to prevent unauthorized disclosure, access, or misuse of company and client data.
- Scope
This policy applies to all email communications sent or received using Centriplus email systems, including internal and external communications. It also applies to any personal email accounts used to conduct company business.
- Confidential Information
Confidential information includes, but is not limited to, the following:
- Client and customer data
- Proprietary company information
- Financial information
- Personal data of employees, clients, and partners
- Strategic plans and business forecasts
- Intellectual property
- Any other information deemed sensitive by the company
- Policy Guidelines
- Labeling: All emails containing confidential information should be clearly labeled as “Confidential” in the subject line or body of the email.
- Encryption: Emails containing sensitive information must be sent using secure, encrypted email channels.
- Access Control: Only authorized personnel should have access to confidential information. Recipients should be verified before sharing sensitive data.
- Data Retention: Confidential emails should be retained or deleted in accordance with the company’s data retention policy.
- Prohibited Actions: Employees are prohibited from forwarding, sharing, or disclosing confidential information to unauthorized individuals or third parties without explicit permission.
- Monitoring: The company reserves the right to monitor email communications to ensure compliance with this policy, within the bounds of applicable laws.
- Violation of Policy
Failure to comply with this Email Confidentiality Policy may result in disciplinary action, up to and including termination of employment or contract. Legal actions may also be pursued if a violation results in a breach of confidentiality or data loss.
