Email Policy for Digital Designs NI
Purpose
The purpose of this Email Policy is to establish guidelines for the appropriate use of email by employees of Digital Designs NI (the "Company") in their dealings with customers.
Scope
This policy applies to all employees, contractors, and agents of the Company who use email to communicate with customers in the course of business.
Policy
1. Professionalism
All emails sent by Company employees to customers should be professional, polite, and helpful. Emails should be written in a clear and concise manner and should avoid the use of slang or informal language.
2. Customer inquiries
All customer inquiries received via email should be responded to in a timely manner, within [insert timeframe] business days, and with accurate and helpful information. If a request cannot be fulfilled, the customer should be informed as soon as possible.
3. Confidentiality
Any personal or sensitive information obtained from a customer via email should be kept confidential and only shared with employees who need the information to fulfil the customer's request. Employees should not discuss or share a customer's personal information with anyone outside the Company, except as required by law.
4. Advertising and Marketing
Employees should not use email to advertise or market products or services to customers, except as part of the normal course of business. Emails that contain any promotional information should be sent only to customers who have specifically opted-in to receive marketing emails from the Company.
5. Security
Email is not a secure method of communication, and it is important to take appropriate security measures when sending sensitive or confidential information. Employees should follow the Company's information security policies and procedures when sending sensitive or confidential information via email.
6. Retention
Email messages sent or received by the Company are considered official business records and should be retained in accordance with the Company's record retention policies and applicable laws and regulations.
7. Enforcement
Violation of this Email Policy may result in disciplinary action, up to and including termination of employment.
Acknowledgment
By using the Company's email system, employees acknowledge their understanding of and agreement to comply with this Email Policy.
Contact
If you have any questions or concerns about this Email Policy, please contact info@digitaldesignsni.co.uk
