360 Recruitment Limited - IT, Communication and Monitoring Policy

360Rec-28 l 2025-2026

This IT, Communication & Monitoring policy outlines how 360 Recruitment Limited manages, monitors, and records the use of its IT systems and electronic communications to:

1.      Protect business operations and confidential information

2.      Ensure compliance with legal and regulatory obligations

3.      Maintain appropriate use of company systems

This policy applies to:

·        All employees, contractors, and temporary staff

·        All company-provided devices (including desktops, laptops, tablets and mobile phones)

·        All communication systems, including but not limited to:

o   Email

o   Instant messaging (e.g. Teams & WhatsApp, where used for work)

o   CRM systems

o   Telephone calls and SMS

o   Internet usage

Ownership of systems and communications

All IT systems, devices, and data created, stored, sent, or received using company systems are the property of 360 Recruitment Limited. Employees should have no expectation of privacy when using company systems, except where required or protected by law.

Monitoring Activities

360 Recruitment Limited reserves the right to monitor, record, and review all use of its systems, including but not limited to:

·        Email content and metadata

·        Messages sent via third-party applications used for business purposes

·        Internet browsing activity

·        Application usage and system activity

·        File access, downloads and transfers

·        Call logs and recordings (where applicable)

·        Location data (for company-issued mobile devices, where enabled)

Monitoring may be conducted:

·        In real time or retrospectively

·        Automatically via monitoring software

·        As part of investigations, audits or security reviews

Purpose of monitoring

Monitoring is only ever carried out for legitimate business reasons, including:

·        Ensuring compliance with company policies

·        Preventing unauthorised access or data breaches

·        Protecting confidential and commercially sensitive information

·        Investigating misconduct or suspected breaches

·        Ensuring appropriate use of company resources

·        Supporting performance management where relevant

Legal basis for monitoring

Any monitoring is conducted in accordance with:

·        UK GDPR

·        Data Protection Act 2018

·        Guidance issued by the Information Commissioner's Office

360 Recruitment Limited relies on lawful bases such as:

·        Legitimate interests

·        Legal obligations

·        Performance of employment contracts

All monitoring is:

·        Proportionate

·        Relevant to business needs

·        Not excessive or intrusive beyond necessity

Personal use

Limited personal use of company systems may be permitted; however, such use may still be monitored & employees should not use company systems to access sensitive information or personal communications.

Use of personal devices (BYOD)

The use of personal devices for any business-related activity is strictly prohibited. Employees must not access, store, transmit, or process company information using personal devices.

Access to company systems, data, and communications is permitted only via devices that:

·        Are issued by 360 Recruitment Limited

·        Are owned and managed by the company

·        Have approved security, monitoring, and remote management software installed

This includes all forms of communication such as email, messaging platforms, CRM systems, and any other business applications.

Any attempt to bypass this restriction, including forwarding company information to personal accounts or devices, is strictly prohibited and may result in disciplinary action.

Data handling and retention

Any data collected through monitoring will:

·        Be securely stored

·        Only be accessed by authorised personnel

·        Be retained only as long as necessary

Employee rights

Employees have rights under applicable law, including:

·        The right to be informed about monitoring

·        The right to access personal data held about them

·        The right to raise concerns with management or the Information Commissioner's Office

Breaches of policy

Failure to comply with this policy may result in disciplinary action, up to and including termination of employment.