SAMPLE ONLY – MAY BE USED/MODIFIED BY FRANCHISEE AS DEEMED APPROPRIATE
ADDENDUM TO EMPLOYMENT HANDBOOK DATED _________ (please add this to your
current policy).
E-Mail/Voicemail/Internet/Social Networking and Media Policy
This policy sets forth [Insert Name of Employer] (“the Company)’s general principles and guidelines
governing e-mail, voicemail, Internet and World Wide Web (“Web”) usage, as well as online sites and
forums including but not limited to social networking, business networking, and social media sites (i.e.
MySpace, Facebook, LinkedIn, Twitter, YouTube, Wikis, blogs, etc.).
The telephonic equipment, computer equipment, software, electronic media and services provided to supply
e-mail, voicemail and Internet access to Company members are the property of the Company and are
intended to be used for Company business.
This policy covers all e-mail, voicemail, Internet, Web, and Social networking and media and other online
forums that:
a)
are accessed in or from our Company’s offices;
b)
are accessed using remote access to our Company’s computer equipment, telephonic
equipment, or services;
c)
are accessed using the Company’s computer equipment, telephonic equipment, or any
service paid for by the Company; or
d)
are used via the Company’s computer equipment or any other system including personal
equipment in a manner that identifies the user with the Company or that refers to the
Company in any manner.
GENERAL GUIDELINES

E-mail, voicemail, Internet and Web usage is provided for the Company’s business use. While
occasional need to use these services for personal, non-business use may be acceptable, Company
members must demonstrate a sense of responsibility and may not abuse these privileges.

All communications sent by Company members via e-mail, voicemail, Internet and Web must be
respectful in tone and professional. E-mail, voicemail, Internet and Web usage may not be used for
transmitting, retrieving or storing any communications of a discriminatory or harassing nature,
derogatory to an individual or group, obscene, or which are of a defamatory or threatening nature. Email should not be used for “chain letters” or for any purpose that is illegal, against Company policy,
or contrary to the Company’s interests.

Employees should be aware that company-provided telephone and computer equipment and the
information stored in such equipment is the property of the Company. The Company reserves the
right, in its complete discretion, to review any Company member’s voicemail, e-mail files, e-mail
messages, and telephone or computer usage (including internet e-mail and Web site usage) at any time
and without notice and/or permission. Employee’s use of this technology is considered consent to such
monitoring and access and acknowledgement by Employee that such communications are not to be
considered private.

Company members may not send email, voicemail, or post messages that attempt to hide the identity
of the sender or that represent the sender as someone else inside or outside of the Company, or
someone from a different company or organization.
GUIDELINES APPLICABLE TO ALL E-MAIL AND VOICEMAIL USAGE

The Company has the capability to retrieve messages even after they have been deleted or erased.
Furthermore, the use of passwords on the e-mail and voicemail system does not mean that messages
stored on those systems are confidential from the Company or may not be retrieved or reviewed by
others.

Company members must respect other people’s electronic communications. Company members may
not obtain unauthorized access to another’s e-mail or voicemail messages, except pursuant to direction
from the Company’s Owner for the purposes specified above.

Company members may not use the e-mail or voicemail systems in a way that causes congestion on
the systems or that significantly interferes with another Company member’s ability to use the systems.
GUIDELINES APPLICABLE TO THE USE OF INTERNET AND WEB ACCESS

Company members should not communicate with clients using Internet without first obtaining the
client’s consent. Company members, at all times, must use discretion in communicating sensitive
information and should select communications methods that will protect such information.

Any messages or information sent by a Company member via Internet, social networking or media, or
otherwise posted are statements that may be identifiable and attributable to the Company, as if a
Company member was sending a letter on Company letterhead.

Internet may not be used to participate in discussion groups, bulletin boards, chat rooms, blogs, or
other public forums except for approved Company business, professional development, or business
development purposes.

Acceptable uses of Internet access services from the Company include accessing information for
Company business-related purposes, professional education and professional development. Internet
access is provided primarily for you to retrieve information. Do not post information, comments or
statements, except for prior-approved Company business, professional development or business
development purposes.

An Internet site may request information about you in order to build a user profile or mailing list.
Refuse any such requests. Respond “no” to any suggested download, upgrade, or enhancement of
software. Do not make any purchases or access a web site that charges a fee, except for approved
Company business purposes.

Company members should respect all copyrights and intellectual property rights of others’ materials,
and may not copy, retrieve, modify or forward copyrighted, patented or trademarked materials except
as permitted by the owner or as a single copy for reference use only.
GUIDELINES APPLICABLE TO USE OF SOCIAL NETWORKING AND MEDIA SITES
Employees should remember that any messages or information shared via social networking or media sites,
whether at work or on their own time, must adhere to the following guidelines:

Know and follow the Company’s other employment policies. For example, employees must not
engage in any communication that violates the company’s policies regarding harassment,
confidential information, etc.

Personal blogs should have clear disclaimers that the views expressed by the author in the blog are
the author’s alone and do not represent the views of the company. Be clear and write in first
person. Make your writing clear that you are speaking for yourself and not on behalf of the
company.

Information published on an employee’s blog(s) should comply with the company’s
confidentiality and disclosure of proprietary data policies. This also applies to comments posted
on social networking and/or media sites.

The Company expects its employees to be courteous and respectful towards management, coworkers, customers, and any other such persons associated with the Company or its competitors.

Social networking and/or media activities should not interfere with work commitments or
responsibilities.

An employee’s online presence reflects the company. Be aware that actions captured via images,
posts, or comments can reflect that of the Company.

Do not reference or site company clients, partners, or customers without their express consent. In
all cases, do not publish any information regarding a customer during an engagement.

Respect all copyright trademark, confidentiality, and financial disclosure laws, and reference or
cite sources appropriately. Plagiarism applies online as well.

Company logos and trademarks may not be used without written consent from the franchisor.
Company members who violate any of these guidelines may be subject to disciplinary action including, but
not limited to, written warnings, revocation of access privileges and employee termination. In addition,
defamation, libel, or slander towards the Company or Company members will not be tolerated throughout
and following employment with the Company. Employees assume any and all risk, including legal risk for
their postings.
E-MAIL/VOICEMAIL/INTERNET/SOCIAL NETWORKING AND MEDIA POLICY
EMPLOYEE ACKNOWLEDGEMENT OF RECEIPT
I acknowledge that I have received, read and understand the Company’s E-Mail/Voicemail/Internet/Social
Networking and Media Policy dated __________ and agree to comply with it in all respects. I expressly
consent to the Company’s right to review, audit, intercept, access, and disclose, for any purpose, any
information created, reviewed, received, or sent over the Company’s telephone and voicemail system,
computer, e-mail system, and Internet system. I understand my responsibilities as an employee of the
Company with regard to Social networking, media and other online forums usage.
I understand that I could be subject to disciplinary action, perhaps including termination, if I fail to comply
with this policy.
Employee Signature
Date