Email Policy

1. Overview

Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.

2. Purpose

The purpose of this email policy is to ensure the proper use of GetCraft email system and make users aware of what GetCraft deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within GetCraft Network.

3. Scope

This policy covers appropriate use of any email sent from a GetCraft email address and applies to all employees, vendors, and agents operating on behalf of GetCraft.

4. Policy

1. All use of email must be consistent with GetCraft policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.

2. GetCraft email accounts should be used primarily for GetCraft business-related purposes; personal communication is permitted on a limited basis, but non-GetCraft related commercial uses are prohibited.

3. All GetCraft data contained within an email message or an attachment must be secured according to the Data Protection Standard.

4. Email should be retained only if it qualifies as a GetCraft business record. Email is a GetCraft business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.

5. Email that is identified as a GetCraft business record shall be retained according to GetCraft Record Retention Schedule.

6. The GetCraft email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any GetCraft employee should report the matter to their supervisor immediately.

7. Users are prohibited from automatically forwarding GetCraft email to a third party email system. Individual messages which are forwarded by the user must not contain GetCraft confidential or above information.

8. Using a reasonable amount of GetCraft resources for personal emails is acceptable, but non-work related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a GetCraft email account is prohibited.

9. GetCraft employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.

10. GetCraft may monitor messages without prior notice. GetCraft is not obliged to monitor email messages.

5. Policy Compliance

5.1 Compliance Measurement

The DevSecOps team will verify compliance to this policy through various methods, including but not limited to, periodic walk-throughs, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.

5.2 Exceptions

Any exception to the policy must be approved by the DevSecOps team in advance.

5.3 Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

6. Related Standards, Policies and Processes

• Data Protection Standard

7. Definitions and Terms

None.

8. Revision History

Date of Change	Responsible	Summary of Change
October 2020	GetCraft DevSecOps Team	Initial version