Use of Information Systems

Unauthorised Information Access

Kick Digital and third party employees shall only be authorised access to information relevant to their work.

Accessing or attempting to gain access to unauthorised information shall be deemed a disciplinary offence.

When access to information is authorised, the individual user shall ensure the confidentiality and integrity of the information is upheld, and to observe adequate protection of the information according to Kick Digital policies as well as legal and statutory requirements. This includes the protection of information against access by unauthorised persons.

Misuse of Information Systems

Use of Kick Digital information systems for malicious purposes shall be deemed a disciplinary offence. This includes but is not limited to:

• Penetration attempts (“hacking” or “cracking”) of external or internal systems.
• Unauthorised electronic eavesdropping on or surveillance of internal or external network traffic.
• Discriminatory (on the grounds of sex, political, religious or sexual preferences or orientation), or derogatory remarks or material on computer or communications media; this includes but is not limited to sending offending material as embedded or attached information in emails or other electronic communication systems.
• Acquisition or proliferation of pornographic or material identified as offensive or criminal.
• Deliberate copyright or intellectual property rights violations, including use of obviously copyright-violated software.
• Storage or transmission of large data volumes for personal use, e.g. personal digital images, music or video files or large bulk downloads or uploads.

Users accessing or attempting to access confidential information concerning themselves, family, friends or any other person without a legitimate purpose and prior authorisation from senior management is strictly forbidden and shall be deemed a disciplinary offence.

Use of Kick Digital information systems or data contained therein for personal gain, to obtain personal advantage or for profit is not permitted and shall be deemed a disciplinary offence.

If identified misuse is considered a criminal offence, criminal charges shall be filed with local police and all information regarding the criminal actions handed over to the relevant authorities.

Guidelines for IT Equipment Use

Physical Protection

Users shall not eat or drink in the vicinity of any IT equipment.

Users shall not expose any IT equipment to magnetic fields which may compromise or prevent normal operation.

Users shall not expose any IT equipment to external stress, sudden impacts, excessive force or humidity.

Only authorised personnel shall be allowed to open Kick Digital IT equipment and equipment cabinets.

Portable equipment shall never be left unattended in airport lounges, hotel lobbies and similar areas as these areas are insecure.

Portable equipment shall be physically locked down or locked away when left in the office overnight.

Portable equipment shall never be left in parked cars, unless completely invisible from outside the vehicle and protected from extreme temperatures.

Portable equipment shall not be checked in as hold luggage when travelling, but treated as hand or cabin luggage at all times.

General Use

Users shall lock their terminal/workstation/laptop/mobile device when left unattended, even for a short period.

Users shall not install unapproved or privately owned software on Kick Digital IT equipment.

Only authorised Kick Digital personnel shall be allowed to reconfigure or change system settings on the IT equipment.

Laptops and mobile devices shall:

• Only be used by the Kick Digital or third party employee that has signed and taken personal responsibility for the laptop.
• Have the corporate standard encryption software installed, rendering the information on the laptop inaccessible if the laptop is stolen or lost.
• Have the corporate standard anti-virus, anti-spyware and personal firewall software (if running Microsoft Windows).
• Have the corporate standard remote access installed.
• If configured according to the specifications above the laptop/mobile device may be connected to wired or wireless access points.
• Users shall not use privately owned storage devices or storage devices owned by third parties for transfers of Kick Digital data.
• Any device lost or stolen shall be reported immediately to the Managing Director.

Internet Acceptable Use

Information found on the Internet is subject to minimal regulation and as such must be treated as being of questionable quality. You should not base any business-critical decisions on information from the Internet that has not been independently verified.

Internet access via the Kick Digital infrastructure is mainly provided for business purposes. For the purpose of simplifying everyday tasks, limited private use may be accepted. Such use includes access to web banking, public web services and phone web directories.

Excessive personal use of the Internet during working hours shall not be tolerated and may lead to disciplinary action.

Users shall not use Internet-based file sharing applications, unless explicitly approved and provided as a service.

Users shall not upload and download private data (e.g. private pictures) to and from the Internet.

Users shall not download copyrighted material such as software, text, images, music and video from the Internet without a valid licence or permission in writing from the copyright owner.

Users shall not use Kick Digital systems or Internet access for personal advantages such as business financial transactions or private business activities.

Users shall not use their Kick Digital identity (i.e. using your Kick Digital email address) for private purposes such as on social media, discussion forums.

Kick Digital Email Acceptable Use

Email services within the Kick Digital are provided for business purposes. Limited private use for the purpose of simplifying everyday tasks may be accepted but private emails should be distributed via web based email services.

Users shall not use external, web-based email services (e.g. hotmail.com) for business communications and purposes.

Private emails should be stored in a separate folder named ‘Private email’. If retrieval of business emails is required (due to sick leave etc.) this folder will not be subject to inspection).

Private emails should be deleted as soon as possible in order to limit storage requirements for non-business information.

Users shall not broadcast personal messages, advertisements or other non-business related information via Kick Digital email systems.

Users shall not distribute content that might be considered discriminatory, offensive, derogatory, abusive, indecent, pornographic or obscene.

Users shall not distribute statements of a political or religious nature, or other information of a personal nature.

Engaging in any illegal activities via email is prohibited. Discovery of such material shall, if deemed as being of a criminal nature, be handed over to the police.