Communications & Branding Policy¶

1. Electronic Communications¶

1.1 Scope¶

This section governs the use of all electronic communication systems and devices provided by Sidelink Transport or its clients, including:

Telephone systems: landlines, company-provided mobile phones, and VoIP systems
Internet and intranet systems, including web browsing and internal communications (e.g. Google Chat, Cisco Webex, FreightTracker)
Email and electronic journals and reporting
Company and client communication systems and devices
Electronic data of any form

All electronic communication use must comply with relevant laws and regulations, including those governing privacy, copyright, anti-discrimination, and the prohibition of illicit, discriminatory, or offensive materials.

1.2 Monitoring and Data Ownership¶

All company devices and electronic communications are subject to monitoring and/or auditing to ensure compliance with this policy.

All electronic mail, documents, software, and data stored on Sidelink Transport equipment or used for work is Sidelink Transport property. This data must be used only in accordance with Sidelink Transport policies, is subject to inspection at Sidelink Transport's discretion, and must be provided to Sidelink Transport immediately upon request.

1.3 Use of Company Systems and Devices¶

Electronic hardware and software are intended for Sidelink Transport business use. Any unauthorised, unlawful, or unreasonable personal use is prohibited.

During working hours (including reasonable overtime), employees must:

Remain available for contact and actively use all provided electronic communication systems
Not disable, mute, or otherwise impede the normal function of any required communication system or device (such as Google Chat, Webex, email, or company telephone)
Obtain explicit approval from the Systems Manager before modifying, disabling, or muting any system or device

All company hardware is prepared with an approved setup. Modifications to core operating systems or deployed applications require written approval from the Systems Manager. Employees may use personal email from company-owned devices, but no personal or private software may be loaded on company devices. A person must not impersonate another person or use another person's device without permission.

Personal mobile devices may be used in the workplace only during breaks and non-working hours, provided their use does not disrupt work or interfere with colleagues. Personal mobile devices may be approved to access Sidelink Transport communications systems including email, VoIP, and Wi-Fi.

1.4 Prohibited Activities¶

Employees must not use company electronic communication systems to send, receive, store, or disseminate any material that is:

Unlawful or abusive: fraudulent, unlawful, or abusive calls or messages; or any activity in violation of local, state, territory, or federal law (including gambling)
Defamatory or offensive: material that is defamatory, offensive, demeaning, persistently irritating, threatening, discriminatory, harassing, amounts to gossip, or concerns personal relationships
A confidentiality breach: unauthorised sending, receiving, or disseminating of proprietary data, trade secrets, or other confidential or sensitive information
A copyright breach: disseminating or printing copyrighted materials in violation of copyright laws; unauthorised use, duplication, or distribution of computer software is a criminal offence
Pornographic or sexual: sending, intentionally retrieving, or soliciting sexually-orientated messages or images
Prejudicial to company standing: material prejudicial to the good standing of Sidelink Transport in the community or to its relationship with staff, customers, suppliers, or other businesses
Unauthorised business use: operating a business, usurping business opportunities, soliciting money for personal gain, sending chain letters, or conducting any outside business
Excessive personal use: any personal use that is excessive, negatively impacts Sidelink Transport, or interferes with job performance or the operation of company equipment

1.5 Data Security¶

Employees are required to safeguard all confidential, sensitive, or proprietary information (e.g. client lists, unreleased financial data, trade secrets) against unauthorised disclosure.

Employees must:

Ensure every use of company systems is authorised and proper
Exercise extreme caution with unsolicited communications, attachments, or external data sources — particularly those that appear suspicious or attempt to gather sensitive information (phishing); any such communication must be immediately reported to the Systems Manager and deleted without engaging with links or downloading attachments
Always use appropriate password protection to prevent unauthorised access
Never store confidential, sensitive, or proprietary information on any personal electronic device

Sidelink Transport expects all employees to maintain a professional standard of behaviour when using social media for work or personal purposes. Inappropriate use can cause significant damage to the company, its clients, and its personnel.

General conduct — applies at all times, including outside work hours:¶

Employees must never post anything online that is false, misleading, obscene, defamatory, libellous, threatening, harassing, abusive, hateful, or embarrassing to any person or entity related to Sidelink Transport, its business, or its employees. Others' privacy must be respected at all times. Third-party websites and blogs linked from company accounts must meet Sidelink Transport's standards of propriety.

Professional use:¶

No employee, contractor, or subcontractor may engage in social media as a representative of or on behalf of Sidelink Transport without prior written approval from the Sidelink Transport Management Team. When directed to contribute to social media, employees must act professionally and in the best interests of Sidelink Transport. Employees must never use social media to disclose confidential information or speak on behalf of Sidelink Transport — including displaying any Sidelink Transport name or logo — unless expressly authorised. For brand-specific restrictions on creating accounts or handles, see Section 2.5.

Personal use:¶

Sidelink Transport respects the right of employees, contractors, and subcontractors to contribute to public communications on non-company websites, blogs, and social networking sites. When posting personal content, employees must ensure their association with Sidelink Transport is not inferred or displayed, and must never disclose confidential information or claim to represent the company's views.