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Email Policy

The a summary of the following policy is to be included at the end of all email correspondence of the Leffler Foundation.  Below is the text of the full policy.

 

Overview

Information, including information entrusted to Leffler Foundation Inc by its clients, donors and business partners must be protected by taking reasonable and appropriate steps to ensure information’s confidentiality, integrity, and availability. All members of the Leffler Foundation Inc workforce and all information systems used by Leffler Foundation Inc are required to comply with the information security policies.

Monitoring

Employees should assume that the contents of any message, document, or other matter sent through any communications services and equipment used by Leffler Foundation Inc may be seen by Leffler Foundation Inc management and others with a legitimate need to know. To protect the interests of our clients and donors, Leffler Foundation Inc reserves the right to monitor, retrieve, and/or store any voice or e-mail messages, online service activity by individual user, or other material, in any communications services and equipment used by the Firm.

Leffler Foundation Inc reserves the right to access and disclose, for legitimate business and/or legal reasons, any message, document, or other matter sent through any communications services and equipment used by Leffler Foundation Inc.

Policy Violation

Any user who is found, after appropriate investigation, to have violated this policy will be subject to appropriate disciplinary action, up to and including termination.

Appropriate Use of Email

Email is a critical mechanism for business communications at Leffler Foundation Inc. Use of Leffler Foundation Inc’s electronic mail systems and services are a privilege and therefore must be used with respect and in accordance with the goals of Leffler Foundation Inc.

This policy applies to all email systems and services owned by Leffler Foundation Inc, all email account users/holders at Leffler Foundation Inc (both temporary and permanent), and all organization email records.

General Expectations of Users 

Important official communications are often delivered via email. As a result, employees of Leffler Foundation Inc with email accounts are expected to check their email in a consistent and timely manner so that they are aware of important announcements and updates, as well as for fulfilling business- and role-oriented tasks.

Employees must not utilize the communications services and equipment used by Leffler Foundation Inc in any way that may be seen as insulting, disruptive, or offensive to other persons, or harmful to morale. Examples of forbidden transmissions include sexually-explicit messages, cartoons, or jokes; ethnic or racial slurs; or any other message that can be construed to be harassment or disparagement of others based on their sex, race, sexual orientation, age, national origin, gender identity, religious beliefs, or other personal characteristics or circumstances.

Inappropriate Use 

Leffler Foundation Inc’s email systems and services are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Individual email use will not interfere with others’ use and enjoyment of Leffler Foundation Inc’s email system and services. Email use at Leffler Foundation Inc will comply with all applicable laws, all Leffler Foundation Inc policies, and all Leffler Foundation Inc contracts. The following activities are deemed inappropriate uses of Leffler Foundation Inc systems and services and are prohibited:

  • Use of email for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of computer viruses).

Monitoring and Confidentiality 

The email systems and services used at Leffler Foundation Inc are owned by the organization, and are therefore its property. This gives Leffler Foundation Inc the right and responsibility to monitor any and all email traffic passing through its email system. While the organization does not actively read end-user email, IT employees may inadvertently read email messages during the normal course of managing the email system.

In addition, backup copies of email messages may exist, despite end-user deletion, in compliance with Leffler Foundation Inc’s records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and prevent business data loss.

For a complete copy of all email related policies please access https://leffler.foundation/