ISMS Policies

Email Policy

1.Objective

To ensure the proper use of Integra’s email system and make users aware of what Integra deems as acceptable and unacceptable use of its email system. Integra reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.

2. Scope

The scope is applicable to all employees and users of Integra who are authorized to use information and information processing facilities and equipment, email, and internet facilities of the company.

3. Reference

Standard: ISO 27001:2022 Information Security Management System

Controls: A 5.14

4. 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 libelous, defamatory, offensive, racist or obscene remarks, you and Integra can be held liable.

• If you forward emails with any libelous, defamatory, offensive, racist or obscene remarks, you and Integra can be held liable.

• If you unlawfully forward confidential information, you and Integra can be held liable.

• If you unlawfully forward or copy messages without permission, you and Integra can be held liable for copyright infringement.

• If you send an attachment that contains a virus, you and Integra can be held liable.

By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of e-mail. If any user disregards the rules set out in this Email Policy, the user will be fully liable and Integra will disassociate itself from the user as far as legally possible.

5. 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 libelous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify your supervisor.

• It is strictly prohibited to send Email to external domains, unless there is a business requirement.

• 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.

6. Best Practices

Integra 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, Integra wishes users to adhere to the following guidelines:

7. Writing Emails

Write well-structured emails and use short, descriptive subjects.

• Integra’ 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.
• Large attachments (over 25MB) should generally not be sent via email. Do not send unnecessary attachments. Compress attachments larger than 1 Mb 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 endeavor to answer priority emails within 4 hours.
• Priority emails are emails from existing customers and business partners.

8. 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.

9. Personal Use

Integra’s email system is only meant for business use; Integra will not allow use of email for personal use.

All employees should have adhered the guidelines are:

• The forwarding of chain letters, junk mail, jokes and executable is strictly forbidden.

• Users are not allowed to send mass mailings.

• All messages distributed via the company’s email system are Integra’s property.

• Do not add your personal Phone number or email as password recovery contact or Secondary contact to your official email and skype.

• Personal devices should not access for any official purpose until getting proper approval from respective authority or CISO.

10. Confidential Information

Avoid sending confidential information by e-mail. If you do, you must secure the information by including it in an attachment, e.g., MS Word, Excel file, etc., and protecting it with a password. Then provide the recipient with the password by means of other communication, for instance by telephone.

11.Disclaimer

The following disclaimer will be added to each outgoing email.

This message is for the named person's use only. It may contain confidential, proprietary or legally privileged information. No confidentiality or privilege is waived or lost by any mistransmission. If you receive this message in error, please immediately delete it and all copies of it from your system, destroy any hard copies of it and notify the sender. Any unauthorized review, use, disclosure, dissemination, copying, forwarding or distribution is prohibited.

12. 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 Integra deems this necessary. If there is evidence that you are not adhering to the guidelines set out in this policy, the Integra reserves the right to take disciplinary action, including termination and/or legal action.

13. Email Accounts

All email accounts maintained on our email systems are property of Integra. Passwords should not be given to other people and should be changed once a month. Email accounts not used for 7 days will be deactivated and possibly deleted.

14.Questions

If you have any questions or comments about this Email Policy, please contact System Administrator. If you do not have any questions, Integra presumes that you understand and are aware of the rules and guidelines in this email policy and will adhere to them.