The purpose of this policy is to ensure the proper use of CFTS.CO (U) Ltd. email system and make users aware of what CFTS.CO (U) Ltd. deems as acceptable and unacceptable use of its email system. CFTS.CO (U) Ltd. reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately. #### **Legal Risks** Email is a business communication tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that users are aware of the legal risks of e-mail: * If you send emails with any libellous, defamatory, offensive, racist or obscene remarks, you and can be held liable. * If you forward emails with any libellous, defamatory, offensive, racist or obscene remarks, you can be held liable. * If you unlawfully forward confidential information, you can be held liable. * If you unlawfully forward or copy messages without permission, you can be held liable for copyright infringement. * If you send an attachment that contains a virus, you can be held liable. By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of email. If any user disregards the rules set out in this Email Policy, the user will be fully liable and CFTS.CO (U) Ltd. will disassociate itself from the user as far as legally possible **Legal Requirements** The following rules are required by law and are to be strictly adhered to. It is strictly prohibited to send or forward emails containing libellous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify your supervisor: * Do not forward a message without acquiring permission from the sender first. * Do not send unsolicited email messages. * Do not forge or attempt to forge email messages. * Do not send email messages using another person’s email account. * Do not copy a message or attachment belonging to another user without permission of the originator. * Do not disguise or attempt to disguise your identity when sending mail. #### **Best Practices** CFTS.CO (U) Ltd. considers email as an important means of communication and recognizes the importance of proper email content and speedy replies in conveying a professional image and delivering good customer service. Therefore CFTS.CO (U) Ltd. wishes users to adhere to the following guidelines: **Writing emails:** Write well-structured emails and use short, descriptive subjects. CFTS.CO (U) Ltd. email style is informal. This means that sentences can be short and to the point. You can start your e-mail with ‘Hi’, or ‘Dear’, and the name of the person. Messages can be ended with ‘Best Regards’. The use of Internet abbreviations and characters such as smileys however, is not encouraged. Signatures must include your name, job title and company name. A disclaimer will be added underneath your signature (see Disclaimer). * Use the spell checker before you send out an email. * Do not send unnecessary attachments. Compress attachments larger than 200K before sending them. * Do not write emails in capitals. * Do not use cc: or bcc: fields unless the cc: or bcc: recipient is aware that you will be copying a mail to him/her and knows what action, if any, to take. * If you forward mails, state clearly what action you expect the recipient to take. * Only send emails of which the content could be displayed on a public notice board. If they cannot be displayed publicly in their current state, consider rephrasing the email, using other means of communication, or protecting information by using a password (see confidential). * Only mark emails as important if they really are important. Replying to emails: * Emails should be answered within at least 8 working hours, but users must endeavour to answer priority emails within 4 hours. * Priority emails are emails from existing customers and business partners. Replying to emails: * Emails should be answered within at least 8 working hours, but users must endeavour to answer priority emails within 4 hours. * Priority emails are emails from existing customers and business partners. Newsgroups: * Users need to request permission from their supervisor before subscribing to a newsletter or news group Maintenance: * Delete any email messages that you do not need to have a copy of, and set your email client to automatically empty your ‘deleted items’ on closing. **Personal Use** Although CFTS.CO (U) Ltd. email system is meant for business use, CFTS.CO (U) Ltd. allows the reasonable use of email for personal use if certain guidelines are adhered to: * Personal use of email should not interfere with work. * Personal emails must also adhere to the guidelines in this policy. * Personal emails are kept in a separate folder, named ‘Private’. The emails in this folder must be deleted weekly so as not to clog up the system. * The forwarding of chain letters, junk mail, jokes and executable is strictly forbidden. * On average, users are not allowed to send more than 2 personal emails a day. * Do not send mass mailings. * All messages distributed via the company’s email system, even personal emails, are CFTS.CO (U) Ltd. property. **Confidential Information** Avoid sending any confidential information by e-mail. If you do, you must secure the information by including it in a Microsoft Word or Excel file and protecting it with a password. Then provide the recipient with the password by means of other communication, for instance by telephone. **Disclaimer** The following disclaimer will be added to each outgoing email, this is: NOTICE - This message contains privileged and confidential information intended only for the use of the addressee named above. If you are not the intended recipient of this message, you are hereby notified that you must not disseminate copy or take any action in reliance on it. If you have received this message in error, please immediately notify CFTS.CO (U) Ltd. Ltd. ("CFTS"), its subsidiaries or associates. Any views expressed in this message are those of the individual sender, except where the sender specifically states them to be the view of CFU, its subsidiaries and associates. **System Monitoring** You must have no expectation of privacy in anything you create, store, send or receive on the company’s computer system. Your emails can be monitored without prior notification if CFTS.CO (U) Ltd. deems this necessary. If there is evidence that you are not adhering to the guidelines set out in this policy, then CFTS.CO (U) Ltd. reserves the right to take disciplinary action, including termination and/or legal action **Email Accounts** All email accounts maintained on our email systems are property of CFTS.CO (U) Ltd.. Passwords should not be given to other people and should be changed once a month. Email accounts not used for 60 days will be deactivated and possibly deleted. **Passwords** Users are responsible for safeguarding their passwords for access to the computer systems and telephones. Individual passwords should not be printed, stored online, or given to others. Users are responsible for all transactions made using their passwords. No User may access the computer systems or telephones with another User’s password or account. User passwords should be structured in a way that makes it difficult for hackers to steal. While the passwords ought be a combination of letters and numbers, do not use such things as your initials, children’s names, telephone numbers, birth dates, street names, social security numbers, and other like commonly used forms of identity. **Internet Use** Use CFTS.CO (U) Ltd. workstations for access to the Internet as a business tool first and foremost, informational, educational and recreational resource. Use of the Internet via CFTS.CO (U) Ltd. network is also bound by this policy. Use of electronic information resources, including the Internet, must be responsible and ethical, consistent with the purpose for which these resources are provided. This includes: Using resources for educational and informational purposes only, not for unauthorized, illegal or unethical purposes. * Respecting the privacy of others by not misrepresenting oneself as another user; by not attempting to modify or gain access to files, passwords, or data belonging to others; by not seeking unauthorized access to any computer system, or damaging or altering components of any network or database * Respecting the privacy of others by not interfering with their use. * Making only authorized copies of copyrighted or licensed software or data. * Not sending, receiving, or displaying text or graphics that may reasonably be construed by CFTS.CO (U) Ltd. staff as offensive. * Not making unauthorized changes to the setup or configuration of CFTS.CO (U) Ltd. software or hardware. * The CFTS.CO (U) Ltd. assumes no responsibility for the use of the Internet by children. Subject to the above restrictions, it is the responsibility of the user (or the parent, guardian and/or staff) to determine what is appropriate. * The CFTS.CO (U) Ltd. staff cannot control specific information on the Internet. CFTS.CO (U) Ltd. do not vouch for or endorse either written material in their collections or electronic information. * While respecting individual users' right to privacy, the CFTS.CO (U) Ltd. Management reserves the right to monitor use of computer workstations to ensure compliance with this policy. * The CFTS.CO (U) Ltd. staff may ask users to remove themselves from CFTS.CO (U) Ltd. equipment if they observe behaviour in conflict with this policy. Misuse or abuse of computers or Internet access may result in suspension or termination of contract / employment. To ensure security and avoid the spread of viruses, Users accessing the Internet through a computer attached to CFTS.CO (U) Ltd. network must do so through an approved Internet firewall. Accessing the Internet directly, by modem or wireless device, is strictly prohibited unless the computer or telephone you are using is not connected to the company’s network. CFTS.CO (U) Ltd. employs state of the art Unified Treat Management and Firewall system that always runs in the background to help with the day-to-day security of the network.