Internet E-Mail Policy

7/31/2019 Internet E-Mail Policy

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Titan Industries Limited - Internet, Network andE - Mail Policies

Introduction

Software, hardware, networks, intranets and the Internet are thechisels and tablets of the cyber age. These are essential, vital and quite oftennecessary tools. Like all tools, they are prone to being misplaced, misused andmisdirected. The use and misuse of these tools has been growing at anexponential rate necessitating the introduction of policies for their usage.

Access to the Internet and the Titan network has been provided to alimited number of the company's employees to permit them to transact with theexternal world for furthering the business of the Company. These employees willbe able to connect to a variety of internet sites providing access to informationsources around the world. The Internet is also replete with sites hosting contentthat is neither material to the Company's business nor would be consideredappropriate.

The quality and speed of such access degrades through the non -optimal and indiscriminate use of such access. In order to ensure that theCompany's employees only make productive use of the Internet and to protectthe Company's interests, the provisions contained herein are being enunciated.

Employees are being cautioned that violation of the provisions of thisPolicy could also be in violation of legally enforceable several statutes. Violationswould, in all instances, infringe upon the Company's code of ethics.

Definitions

1. The terms "Company" and "Titan" as used in this document refer to "TitanIndustries Limited", "Tanishq (India) Limited" and subsidiaries and associatecompanies of these entities.

2. The term "Policy" refers to the Company's Internet, Network and e mail Policy.

3. The term "IS" as used in this document implies the Company's Systemsfunction.

4. The term "IT" as used in this document implies Information Technology.

5. The term "ID" as used in this document implies a unique identity / identifyingcode.

6. The term "intranet" refers to the internal network connecting the variousfacilities of the Company and the business associates of the Company.


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Employees are advised that use of the Internet access provided by Titan expresslyprohibits the following:

1. Dissemination or printing of copyrighted materials (including articles andsoftware) in violation of all applicable copyright laws.

2. Sending, receiving, printing or otherwise disseminating proprietary data, tradesecrets or other Titan related confidential information in violation of companypolicy or proprietary agreements.

3. Transmitting information relating to the Company, which is not in the publicdomain. If, for official purposes, it is essential to transmit such information,employees are required to take reasonable steps to ensure that such informationis delivered only to legitimate recipients so authorised to receive such informationfor legitimate use.

4. Offensive or harassing statements or language including disparagement of

others for any reason.

5. Sending or soliciting sexually oriented messages or images.

6. Operating a business, usurping business opportunities or soliciting money forpersonal gain, or exploring employment opportunities outside Titan.

7. Sending chain letters, gambling or engaging in any other activity in violation oflocal laws and statutes.

Disciplinary action for the violation of the above Policies may include,

but is not limited to, termination, suspension, or transfer of the offendingemployee. In cases involving less serious violations, disciplinary action mayconsist of warnings or reprimands. Remedial action may also include counselling,changes in work assignments, or other measures designed to prevent futuremisconduct. The measure of discipline will correspond to the gravity of theoffence as weighed by its potential effect on Titan and the employee'scolleagues.

Policy covering use of the Titan Network

1. Using appropriate language -

The use of profanity or obscenity will not be tolerated on the Titannetwork. All employees should use language appropriate for professionalcommunications.


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2. Observance of applicable copyright rules -

Titan's employees must respect all applicable copyright / intellectualproperty issues regarding software, information and attributions to authorship.The unauthorized copying or transfer of copyrighted materials is prohibited. Titan

will not be responsible for any intellectual property infringement action initiated byany external agency against an employee. Titan may also initiate independentdisciplinary action against erring employees.

3. Use of the network for any illegal activities is prohibited -

Illegal activities include using network facilities for purposes whichwould impact the business interests of Titan, tampering with computer hardwareor software, unauthorized entry into computers, or vandalism or destruction ofcomputer files.

4. Avoiding the spread of computer viruses -

Titan's employees are not permitted to import files from unknown,questionable or disreputable sources. Should an employee wish to download anysoftware, the employee should have them scanned for viruses before use.Deliberate attempts to degrade or disrupt the performance of the Titan network orany other computer system or network on the Internet by spreading viruses isconsidered a criminal activity and will invite disciplinary and also possible legalaction.

5. Full responsibility for the security of user IDs / account names -

Titan will hold an employee fully responsible for all violations of thisPolicy that can be traced to an individual user/ account name responsibility forthe security of which will rest with the employee to whom the user ID / accountname was assigned. Consequently, under no conditions should an employeeconvey or disclose his / her password to another user or permit the use of hisuser ID / account name by another person.

6. Use of false names not permitted -

An employee's real name must be used in all communications sentover the network. The use of pseudonyms or false names or assumed names in

such communications is not permitted.

7. Observing the highest standards of conduct at external sites -

Titan personnel working at external sites such as vendor sites areexpected to follow the highest standards of business ethics and must observe theprovisions of this policy even more strictly. Complaints received from external


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parties regarding departures from the observance of this Policy will invitedisciplinary action.

Policy for E - Mail usage

1. Access or Disclosure for any Business purpose by those so authorized -

Managers and supervisors so authorized may access or disclose thecontents of personal / private electronic messages or files of an employee, forany valid business / administrative purposes.

2. Company's E-Mail, Network or Electronic Messaging Systems may not be used forillegal, inappropriate or wrong purposes -

Employees may not use Titan's e-mail, network or electronicmessaging systems to infringe the copyright or other intellectual property rights ofthird parties, to distribute defamatory messages, fraudulent messages or

messages sent with the intent of causing harassment to the recipient, or to useTitan's e-mail, network or electronic messaging systems to engage in any illegal,inappropriate or wrong conduct.

3. Downloading Software without checking for Viruses -

Employees may not use Titan's e-mail, network or electronicmessaging systems to download software unless they comply with establishedpolicies to check all such software for computer viruses.

4. Electronic snooping prohibited -

The unauthorized use of electronic messaging systems for purposesof "snooping" is a violation of Titan policy and could be grounds for disciplinaryaction.

5. E - Mail may be used for Incidental Personal purposes -

It is permissible to use Titan's e-mail facilities for limited andincidental personal purposes. This does not include usage to explore externalemployment opportunities, usage requiring substantial expenditures of time,usage for profit or usage that would otherwise violate company policy with regard

to usage of an employee's time or usage of Titan owned equipment.

6. Personal E - Mail must be labelled as such -

Employees must specifically label any personal e-mail as such, ormust send personal messages only by means that clearly identify the messagesas being personal in nature. Any messages sent without such labelling or


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identification may be assumed by Titan to have been sent on behalf of theCompany.

7. Posting of offensive messages prohibited -

Titan's employees are prohibited from posting offensive messages onTitan bulletin boards or Web pages.

8. Monitoring allowed for any business purpose -

Titan may engage in the monitoring of electronic mail messages orother electronic files created by employees for valid business purposes,including for purposes of monitoring the employee's usage of the facilitiesprovided by Titan.

9. E-mail not allowed for personal gain -

Sending mail for personal gain or for exploring employmentopportunities outside Titan is expressly prohibited and would invite disciplinaryaction if such usage by an employee is discovered.

10. Full responsibility for the security of user IDs / account names -

Titan will hold an employee fully responsible for all violations of thisPolicy that can be traced to an individual user/ account name responsibility forthe security of which will rest with the employee to whom the user ID / accountname was assigned. Consequently, under no conditions should an employeeconvey or disclose his / her password to another user or permit the use of his

user ID / account name by another person.

11. Observing the highest standards of conduct at external sites -

Titan personnel working at external sites such as vendor sites areexpected to follow the highest standards of business ethics and must observe theprovisions of this policy even more strictly. Complaints received from externalparties regarding departures from the observance of this Policy will invitedisciplinary action.

Internet E-Mail Policy

Documents

Transcript of Internet E-Mail Policy