Technology Policy

Internet Use Policy

Use of the internet by Office employees is permitted and encouraged where such use supports the goals and objectives of the Office. However, employees must ensure that they comply with current legislation, use the internet in an acceptable way, and do not create unnecessary business risk by misuse.

Email and Social Media Policy

E-mail and social media channels are an informal means of communication and should be used with great care and discipline. Employees should always consider if e-mail or social media is the appropriate method for a particular communication. Correspondence with third parties by e-mail or social media should be written as professionally and with as much attention and respect as a letter. Messages should be concise and directed only to relevant individuals.

Employees should take care with the content of messages, as incorrect or improper statements can give rise to claims for discrimination, harassment, defamation, breach of confidentiality or breach of contract. Employees should assume that messages may be read by others and not include anything which would offend or embarrass any reader, or themselves, if it found its way into the public domain. Messages may be disclosed in legal proceedings in the same way as paper documents. Deletion from a user’s inbox or archives does not mean that a message cannot be recovered for the purposes of disclosure. All messages should be treated as potentially retrievable, either from the main server or using specialist software.

Personal social media accounts should never include any reference to, photos of, or description of Office activities. We work with private and confidential matters and people, and as a representative of this Office your behaviour online should reflect and respect this. Photography from any work-related event is strictly private, for office use only, and not for personal use or dissemination. If in doubt, refer to the Founder for confirmation on these points.

New email account creation and corresponding signature creation needs to be approved by the Founder or his authorised representative. The web team will not proceed without this for security reasons. All requests for emails or signatures must be accompanied by photo of Emirates ID (front and back), full name, and job title so there is accountability for the user’s actions and their identity can be verified. In the instance of shared accounts (contact or admin accounts), all personnel with access must be documented in the same way.


WhatsApp

Private messaging platforms such as WhatsApp should only be used for private communication. Proprietary Office information must not be communicated via WhatsApp.

Unacceptable behaviour             

The following is deemed unacceptable use or behaviour by employees:

  • Visiting internet sites that contain obscene, hateful, or otherwise illegal material
  • Send or forward private e-mails or social media posts at work
  • Using the computer to perpetrate any form of fraud, or software, film or music piracy
  • Using the internet to send offensive or harassing material to other users
  • Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such license
  • Publishing material about A.D, your colleagues and/or related parties on social networking sites, ‘blogs’ (online journals), ‘wikis’ and any online publishing format
  • Revealing confidential information about A.D in a personal online posting, upload or transmission – including financial information and information relating to business plans, policies, staff and/or internal discussions
  • Undertaking deliberate activities that waste staff effort or networked resources

Sanctions

Where it is believed that an employee has failed to comply with this policy, they will face Disciplinary Action. If the employee is found to have breached the policy, they will face a disciplinary penalty ranging from a verbal warning to dismissal. The actual penalty applied will depend on factors such as the seriousness of the breach and the employee’s disciplinary record.

Employees are subject to a confidentiality agreement. Agreed requirements are as follows:

You will not (except in the proper course of your duties, as authorised or required by law or as authorised by the Founder) either during your employment or at any time after its termination:

  • Use any confidential information
  • Download, save or take any copies of confidential information or any work undertaken during your employment
  • Disclose any confidential information to any person, company or other organisation whatsoever
  • Discuss your work with anyone
  • Solicit or approach any individuals or organisations with whom the Office has a relationship
  • Save any contact details of any individuals or organisation with whom A.D has a relationship

Clients, Third Parties & Supplier Onboarding

 Onboarding should be:

  • Carried with high due diligence, assuring their compliance with local & global regulations
  • Clear identification process should be followed requesting all relevant documents, whether it’s an individual or corporate.
  • Ensuring they are fit and proper for the function they are to handle with no existent or potential conflict of interest.
  • Evidence of Due diligence should be recorded and logged in
  • The Know your third party and supplier’s process should be updated on yearly basis or when needed

Data Protection Policy

It is illegal to disclose any information obtained by electronic means if such information was obtained in an unauthorised manner.

 Article 21 of the law makes one liable if he uses an electronic information system or any information technology means for offending another person or for attacking or invading his privacy.

 Article 22 of the same law makes one liable if uses without authorisation, any computer network, website or information technology means to disclose confidential information which he has obtained in the course of or because of his work.

 Internet Access Management (IAM) policy

Telecommunications Regulatory Authority (TRA) implements the Internet Access Management (IAM) policy in the UAE, in coordination with National Media Council and Etisalat and Du, the licensed internet service providers in the UAE. Under this policy, online content that is used for impersonation, fraud and phishing and/or invades privacy can be reported to Etisalat and Du to be taken down.

  • Privacy protection in the UAE Penal Code
  • Article 378 of the UAE Penal Code makes one liable if he violates the private or familial life of individuals, by perpetrating one of the following acts, unless authorised by law, or without the victim’s consent:
  1. If he lends his ears, records or transmits, through a device of any kind, conversations that took place in a private place or through the telephone or any other device.
  2. Captures or transmits, through any kind of device, the picture of a person in a private place.

 If these acts were done during a meeting in front of the attending persons, their consent shall be presumed.

  Protection of copyrights, patents, and trademarks

The above obligations also apply to the protection of copyrights, patents, and trademarks

Media Release Policy

This policy outlines the coordination of contact between the organisation and the media. It should always apply to all staff – 24 hours a day, seven days a week. It is designed to ensure that in all dealings with the media, the organisation acts in a professional, coordinated manner and that all statements made are accurate and appropriate.

For the purposes of this policy, media contact includes: providing information via media releases or statements, letters to the editor, responding to media enquiries over the phone and via email, interviews or briefings, disclosing information to the media, comments on social media, addressing a seminar or conference where the media are present, and media activities for events, reports, and launches.

Responsibilities

•  The Founder is responsible for approving all external content for media including media releases, media statements, and letters to the editor. They will be the official spokesperson and will coordinate contact with the media through the designated media coordinator, or other responsible person.
• The designated media coordinator fields and filters media enquiries and keeps media contact records. Other responsibilities include drafting or coordination of media releases and statements and coordination of media interviews, media kits and background material; liaising with appropriate staff to coordinate responses to media issues, and alerting senior management to sensitive or controversial media issues relevant to the Office.
•  If non-media employees are contacted directly by a journalist, they will request the journalist’s name, contact details, publication or program deadline (date and time), topic, and what they are requesting – for example, an attributable quote, statement, or background briefing. This information should be passed promptly to the designated media coordinator, and the journalist said that this will happen.

Confidentiality

• Personal or contact details of staff, clients, spokespeople or board members will not be provided to the media without prior consent.

  • The release of any information will remain consistent with the organization’s confidentiality policies.

 

Media Releases

• Media releases will only be issued through the internal Communications email account or designated PR representative

  • Ensure releases are addressed directly to the editor of each publication, or if sending to multiple recipients within one publication include all on the same email to ensure transparency and avoid confusion.
  • Where appropriate, the language accompanying a release should be tailored to address the publication’s key areas of interest.

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