Email & Internet Policy

Employees may need to use e-mail, the internet and other online systems at work as fast and reliable forms of communication that support the business. However, these systems must be used responsibly so that employees do not expose themselves or the Company to security risks, legal liability, confidentiality breaches or other misuse.

Gelateria Danieli Ltd (the Company) requires all employees to comply with this Email & Internet Policy. This policy applies to employees working at Gelateria Danieli Ltd and at any other sites or outlets operated by the Company. Any breach of this policy will be taken seriously and may be dealt with under the disciplinary procedure.

Policy

  • Employees must not use the internet to gain unauthorised access, or attempt to gain unauthorised access, to computer material, accounts, systems or private databases.
  • Employees must not use the internet for personal purposes during working hours. Limited personal use is allowed during lunch breaks, provided that such use is reasonable, lawful and does not interfere with the employee’s duties or the Company’s operations.
  • Employees must not access, view, send, store, download or share any material that is illegal, pornographic, discriminatory, harassing, defamatory, abusive, threatening, offensive or otherwise inappropriate for the workplace.
  • Employees must not use Company systems in a way that breaches confidentiality, data protection requirements, intellectual property rights or any other legal obligation.
  • Employees must not subscribe Company e-mail addresses to mailing lists, newsletters, online services or other recurring communications unless there is a legitimate business reason for doing so.
  • Employees must not download software, apps, browser extensions or files from the internet without prior approval where approval is required under the Company’s IT or management controls.
  • Employees should take care when opening links, attachments or downloads from external sources and must follow any Company procedures relating to phishing, malware and cyber security.
  • Employees should only download or use information and materials required for business purposes, unless limited personal use is permitted under this policy.
  • Employees must not use Company systems or accounts to make commitments on behalf of the Company unless they are authorised to do so.

Staff are reminded of the risks of computer viruses, phishing, malware and other cyber security threats.

Should any breach of these guidelines be discovered, then employees may, in addition to having access withdrawn, be subject to disciplinary action, which, in the case of serious breach, may result in dismissal.

Instances of systems misuse or abuse will be treated according to the Company’s Disciplinary Procedure. The following is intended as a guide.

Serious Offences

Dismissal will be considered in relation to serious breaches of this policy which may constitute gross misconduct, even if a first offence. The following examples do not form an exhaustive list.

  • Contravening the Company’s requirements on confidentiality, trade secrets or data protection.
  • Deliberately introducing malware or other harmful code into the Company’s systems or causing the network to fail through misuse of the system.
  • Sending e-mails or other communications of an abusive, threatening, discriminatory, bullying or intimidating nature, particularly if persistent.
  • Entering an obligation, without authority, which binds the Company.
  • Accessing, copying, amending or deleting data without authority.
  • Sending defamatory or otherwise unlawful communications.
  • Persistent offending, even in the case of lesser offences, which may lead to more serious sanctions being applied, including termination of employment.
  • Using social media or other online platforms, including outside working hours, in a way that seriously damages the reputation of the Company or its relationships with colleagues, customers, suppliers or others connected to the business.

Management judgment should be applied when dealing with any cases of misuse or abuse.

The Company may amend this policy or supplement it from time to time.

Social Media

Social media can be a useful way of promoting the business and interacting with customers and the wider community. Employees are encouraged to use these platforms positively where this is appropriate and authorised.

Employees are reminded that the confidentiality clause contained in their contract of employment extends to the use of the internet, social networking sites, messaging platforms, review platforms and blogs.

Employees are also reminded of their responsibility to act appropriately and professionally when using these platforms, both within and outside the work environment.

Employees should carefully consider whether it is appropriate to connect with customers online, bearing in mind the content that those customers may be able to view and the professional boundaries that may be affected.

Where employees use these platforms outside the work environment, they must not display, or knowingly allow to be displayed online, any information which could be considered confidential, and must not act in a manner which may seriously damage the reputation of the Company. Failure to comply may be treated as gross misconduct.

Monitoring and Data Protection

The Company reserves the right to monitor the use of its e-mail, internet and IT systems where it is lawful and proportionate to do so, including for legitimate business purposes such as security, investigating suspected misconduct, protecting confidential information and ensuring compliance with Company policies.

Further information about how the Company uses personal data, including in relation to IT systems and email, is set out in the Employee Privacy Notice.

This policy will be reviewed annually to ensure it remains appropriate and consistent with business needs.

last updated 16th july 2026

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