Cyber Security Policy 

The policy set out in this document is that which has been agreed for the acceptable use of the internet or computer systems within JJ Cleaning Services part of JJ Group UK LTD. All of the guidelines has been produced in the light of the current legislation including the following acts:​

• Copyright, Design and Patent Act (1988)

• Human Rights Act (1998)

• Regulation of Investigation Power Act (2000)

• Data Protection Act (2018

 

1.1 Purpose

This is a corporate statement of good computer practices to protect JJ Cleaning Services part of JJ Group UK LTD from casual or intentional abuse. With the growth in use of e-mail and access to the Internet throughout the organization, there are a number of threats and legal risks to our company's, as well as the potential costs of time wasting, that can be avoided by following the practices outlined.

 

Although any staff devices are provided first and foremost for business use, they may be used for personal use at appropriate times in an appropriate manner. At all times users should take into account these guidelines and adhere to them.

 

1.2 Scope

These guidelines apply to all members of staff who have access to e-mail or the Internet.

 

1.3 Publicising the guidelines

Effective communication is vital to increase staff awareness of these guidelines and their use within JJ Cleaning Services part of JJ Group UK LTD. All users will be notified of the policy for the acceptable use of email and the internet and the policy will be made available electronically in the staff shared area. New starters should not be given access to e-mail or the Internet until they have seen and accepted these policies. This will be the responsibility of their line manager. Any major revisions to these policies or guidelines will be notified via e-mail.

 

1.4 Monitoring

JJ Cleaning Services part of JJ Group UK LTD  has filtering software and systems in place to monitor all Internet usage and these will be checked and analysed on a regular basis. Certain sites will be blocked if they are deemed to hold inappropriate or sexually explicit material. Although JJ Cleaning Services part of JJ Group UK LTD respects the privacy of every individual throughout the organisation, all external mail (both incoming and outgoing) will be checked for content and attachments to make sure that at all times the security and integrity of the group is not breached. The sender of any message that is intercepted will be notified immediately.

 

1.5 Disciplinary Process

Action will be taken in line with the group's Disciplinary Policy against any users who are found to breach the policies outlined in these guidelines. Significant abuse, particularly involving access to pornographic or offensive images constitutes gross misconduct and may lead to dismissal.

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2.1 LGB (Local Governing Body)

The policies and these guidelines have been approved and adopted by the LGB (Local Governing Body)

 

2.2 Managers and Team Leaders

It is the responsibility of all managers and team leaders that the policies and guidelines are properly implemented and policed.

 

2.3 JJ Group UK LTD ICT Department

Through the use of the filtering software, the group's ICT department will monitor Internet and e-mail use and the subsequent analysis of this data (in accordance with the Internet and E-mail Analysis procedure). Also, the appropriate security virus prevention mechanisms will be maintained and updated to meet the ongoing requirement of all academies.

 

2.4 Members of Staff All staff, with access to e-mail and the Internet will be held responsible for complying fully with the Summit Learning Trust computer policies and guidelines.

 

3.1 Personal Use

Members of staff are permitted to send personal e-mails as long as this does not interfere with their job responsibilities. It should be noted that e-mail messages are not guaranteed to be private and all remain the property of JJ Cleaning Services part of

JJ Group UK LTD.

 

3.2 Confidentiality

Messages sent and received via the Internet are regarded by the Companies Act as having the same legal status as a corporate letter. Any material that is viewed as highly confidential or valuable to JJ Cleaning Services part of JJ Group UK LTD should not be emailed externally.

 

A disclaimer document will be attached to all e-mails with an individual signature for each user. In no instance should the disclaimer be tampered with, although if necessary the signature can be altered. It should be remembered that the Internet does not guarantee delivery or confidentiality. It should be noted that there are systems in place that can monitor, review and record all e-mail usage, and these will be used.

 

Analysis of this information may be issued to managers if thought appropriate. No user should have any expectation of privacy as to his or her e-mail.

 

3.3 Etiquette

At all times users should use appropriate etiquette when writing emails (an email protocol to follow). In some instances, where the nature of a message may be deemed confidential, it may be appropriate to notify, or even seek permission from, the original sender before forwarding a message onto another recipient.

 

3.4 Inappropriate behaviour

Users should not send messages that contain any unsuitable material or defamatory statements about other individuals or organisations. Messages should not contain material or language that could be viewed as offensive to others or as contravening the group Equal Opportunities Policy.

 

3.5 Virus Protection

To prevent the risk of potential viruses, users should not open any unsolicited email attachments or independently load any software, including screensavers, onto their computers. If a user does inadvertently open a message or attachment that contains a virus, they need to contact the group's ICT Help Desk (https://Helpdesk@JJCleaningServices-assist.freshdesk.com) immediately and close the message and attachment. It should not be accessed again without approval from the ICT team. In some instances, it might be appropriate to inform the original sender that their message contained a virus. Advice should be sought from ICT team.

 

3.6 Security

Email is an effective way of communicating confidential information. This is only the case, however, if passwords are secure. To maintain security it is good practice for users to keep their passwords confidential to themselves. E-mail should not be left running unattended in any circumstances where this may lead to unauthorised access. The system should be closed and

re-opened on return. In no instances should a user login using a colleague’s password unless permission has been given. Where access to a mailbox is required, the ICT team can set up temporary passwords. Prior permission must be received from the individual concerned or their senior manager.

 

3.7 Housekeeping

Emails and attachment’s should be deleted regularly or, if necessary, archived to a separate folder. Emails and attachments, incoming or outgoing through the firewall, are limited to 25MB but good practice is that file attachments should only be sent to a minimum of recipients and in particular if they are large files. Guidance is available from the ICT team.

 

4.1 Rules for business use

All users will be provided with access to the internet. Members of staff should not download any material that is not directly related to their job responsibility. This especially relates to screensavers, images, videos games, music files etc. The ICT team should be notified before any software is downloaded for business use: all downloaded software needs to be properly licensed and registered. Any such software automatically becomes the property of the group. There are systems in place to monitor all Internet usage including any software downloads. If in doubt, please consult the ICT Support Team.

 

4.2 Personal use

Members of staff are permitted to access the Internet for personal use on a limited basis as long as this does not interfere with them carrying out their duties in an effective and efficient way. Members of Staff accessing the Internet for personal use are expected to be professional and reasonable. Excessive or regular use of the Internet for personal use during working hours, without any attempt to make up the time, would be considered to be failing in one’s duties and could be subject to disciplinary action under the Group’s Disciplinary Policy. It should be noted that there are systems in place that can monitor and record all Internet usage, and these will be used. No user should have any expectation of privacy as to his or her Internet usage. Analysis of this information may be issued to the Principal, if required.

 

4.3 Respecting copyright

Employees with Internet access must comply with the copyright laws of all relevant countries. Users must not intentionally download any material that holds a copyright notice. This also relates to downloading and copying unlicensed software. And should view the Group's copyright policy  HERE

 

4.4 Security

Systems are in place to protect JJ Cleaning Services part of JJ Group UK LTD information and systems. However users must also be aware of the potential risks associated with accessing the Internet. Employees are reminded that newsgroups are public forums where it may be inappropriate to reveal confidential information. Also, see section 4.2 above. Users are also reminded that unauthorised usage of a computers could include accessing email or the Internet via a computer other than your own even if doing so under your own user identification.

 

4.5 Virus protection

Although virus protection software is installed on all networked computers, users should be aware of the potential hazards associated with computer viruses. Any files that are downloaded will be scanned for viruses before being accessed. If you have any concerns about viruses on the Internet or think you may have accessed material that contains a virus please contact the ICT Help Desk.

 

4.6 Inappropriate websites

Under no circumstances should a user access a site that contains sexually explicit or offensive material. If you find yourself connected to such a site inadvertently, you should disconnect from that site immediately, and notify your line manager. It is your responsibility to ensure that confidential information is not readily visible to other parties and where necessary your computer should be locked whilst you are away from your workspace

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Last updated: January  4th 2025