Introduction

This policy sets out the proper use of email and all electronic messaging systems, including text (SMS) messages, Instant messaging Apps, and social media whether provided by or used on behalf of King’s Community Church (King’s).

Purpose

The primary purpose of this policy is to:

Ensure all users are aware of their responsibilities when using King’s email, personal email or other electronic messaging systems on behalf of King’s or as a representatives of King’s. This includes staff, volunteers, interns, team leaders, life group leaders and anyone acting on behalf of King’s.

Accessing King’s Email

King’s email accounts are given to staff, some interns, some volunteers and some team leaders. King’s email systems can be accessed from King’s workstations, external computers and other mobile devices (such as smart phones and tablets) via Google Mail. Access is only controlled by single-factor authentication (the possession of ‘something you know’ – a username and password) and is available anywhere on almost any device.

Sending and receiving information

King’s recommends that all material sent from, received by, uploaded to or downloaded from King’s email servers or other third party applications must be handled in a manner appropriate to its sensitivity.

Always consider what the implications would be if this information fell into the hands of the wrong person and would I be happy if it were my own personal details being sent.

  • Payment Card - (credit/debit card numbers or other account details) should not be sent electronically - unless sent via a secure method. i.e as a Secure Google Document.

  • Personal Details - (e.g names and addresses and other personal data) should not be sent electronically - unless sent via a secure method. i.e as a Secure Google Document.

  • Contractural Agreements - Must not be entered into without prior consent from King’s.

Usernames and passwords

Usernames and passwords are for individual use only, and must not normally be disclosed to third parties, whether within or outside King’s. Any user knowing or believing that they have disclosed their account details, or who knows or suspects that their email account has been compromised, must contact King’s IT Support.

Confidentiality and privacy

Email, social network sites and other forms of electronic communication are considered an inherently insecure method of communication. There is no guarantee that the recipient of a message is in fact genuine, nor is there any guarantee that the sender of a message is genuine.

King’s advises that data classified as Confidential should not normally be sent by email unless additional measures are taken (such sending the data to be transmitted as an secure link – such as Google Drive Document) Once a message has been “SENT”, recipients may intentionally or accidentally forward the message to other individuals. Therefore users of electronic messaging should have no expectation that any electronic message will remain private.

When sending Group emails, email addresses must not be shared via the To or CC fields but must be sent as blind copies using the BCC field. Confidential data must not be shared to a group where some do not have access to that data.

Data Breaches through Electronic Messages

Any data breaches caused via electronic messages will be handled in accordance with King’s Data Breach policy and must be reported to King’s.

Appropriate use of Electronic Messaging Systems

The use of King’s-provided email or any other electronic messaging system provided by or used on behalf of King’s is subject to all relevant laws, policies, codes of practice and guidelines. All users must comply with King’s Policies. King’s email is provided for conducting King’s business, the account remains the property of King’s, and any communication using it should not be considered private. King’s email may be subject to monitoring. Official King’s business should normally be conducted from email accounts provided by or on behalf of King’s. Although it is recognised that this might be necessary in some exceptional circumstances, users should be also be aware that the use of third-party email providers for King’s work may breach contractual, legislative, ethical and policy requirements.

Users of email or other electronic messaging used on behalf of Kings:

• sensitive data must not be shared electronically, but via the telephone or face to face. (eg pastoral details).

• must only share individuals details with the person’s prior consent. (eg Prayer request).

• must only add people to group messages with the person’s prior consent.

• must allow alternative methods to receive the information. (eg Printed Life group programs, for those who do not wish to use a messaging system).

• must not send messages or message content that may harass or offend (including racist, sexist, defamatory or obscene material).

• must not send messages from someone else’s account except under proper “delegate” and “send on behalf of” arrangements which retain individual accountability.

• must not use King’s email or messaging systems operated on behalf of King’s for personal gain or profit.

• must not use King’s email or messaging systems operated on behalf of to represent themselves as someone else.

Review and Development

This policy shall be reviewed and updated regularly by the Trustees of King’s as appropriate to ensure that it remains appropriate in the light of any relevant changes to the law, organisational policies or contractual obligations. Additional regulations may be created to cover specific areas.