Our IT and communications systems contribute significantly to our success and it is the basic responsibility of all staff to take appropriate measures to safeguard these systems on which our business is dependent.

This policy does not form part of any employee's contract of employment and we may amend it at any time.

FitXR and its employees and workers are under obligations not to create, transmit or store material which is defamatory, or amounts to harassment, or is otherwise an infringement of copyright or other intellectual property rights.

You must always use our IT and communications systems in a lawful manner and for business use only. This includes desktop, laptops, mobile phones, other devices and associated systems provided by the Company. The policy also extends to employees or workers using their own hardware but processing business information for and on behalf of our business.

In particular you are required:-

• To use the Company’s IT and communications systems only for the purposes of the Company’s business.
• To ensure that no software other than that provided by the Company is copied on to or used on any computer or other device, unless authorised in writing by Yota Wata.
• To safeguard your individual access (including your password) to the IT systems and data.
• To ensure all devices (USB sticks etc) containing confidential information are kept secure and locked away and where they contain highly sensitive information, are password-protected or encrypted;
• Not to attach any device or equipment to the Company’s systems without the prior approval of Yota Wata.
• Not to access, modify or delete programs, data or functions unless authorised to do so. In particular, you must not use another person’s password.

Passwords

You are responsible for the security of the equipment allocated to or used by you, and you must not allow it to be used by anyone other than in accordance with this policy. You should use passwords on all IT equipment, particularly items that you take out of the office. You should keep your passwords confidential and change them regularly.

You must only log on to our systems using your own username and password. You must not use another person's username and password or allow anyone else to log on using your username and password.

Staff who have been issued with a laptop, mobile phone or other devices must ensure that it is kept secure at all times, especially when travelling. Passwords must be used to secure access to data kept on such equipment to ensure that confidential data is protected in the event of loss or theft. Staff should also be aware that when using equipment away from the workplace, documents may be read by third parties, for example, passengers on public transport.

Emails

You should only send emails relating to our business activities, personal emails should not be sent. You should pay particular care and attention to the contents of an email. Using offensive language or making untrue, defamatory or discriminatory comments or forwarding emails containing such language or comments will lead to disciplinary action, and in serious cases will constitute gross misconduct. In addition, any such emails may render you subject to criminal prosecution, libel proceedings or other legal action. You should note that emails have to be disclosed, if relevant, for Court cases. Retrieval is possible even if the email has been deleted.

Emails which may be intended as jokes can cause offence and distress and could result in prosecution as well as dismissal for gross misconduct. If you receive such an email please inform Sam Cole.

Email correspondence with third parties should always be professional and represent the ethos of the Company in tone and appropriate language. You should include our standard disclaimer.