3️⃣Employee records and privacy
👋 Introduction
Obvious uses many communication and collaboration tools, and maintains personnel records for all team members. This policy outlines how employees should use these tools and how we approach employee privacy.
1️⃣ Obvious’ communication tools
Employees at Obvious use many communication and collaborations tools like email, Slack, Google apps, Figma. These are company resources and therefore are not expected to be private. Following are guidelines on how to use them.
Privacy
Email or Slack messages messages, including attachments, sent and received from a Obvious email address are the property of Obvious. The Obvious email and Slack workspace is not being actively monitored by anyone, but because it is a company resource that is managed according to company policy, you should not expect privacy.
We reserve the right to access, monitor, read, and/or copy messages at any time, for any reason. This could be to protect employee safety and well being, as well as to protect company interests.
Use of company tools for personal messages
The communication tools are intended for official Company business.
If you send personal messages through the Company’s communication tools, exercise discretion as to the number and type of messages you send.
You must ensure that your personal use of the communication tools does not interfere in any way with your job duties or performance.
All conduct rules apply online
All of our policies and rules of conduct apply to employee use of the communication tools. This means, for example, that you may not use them to send harassing or discriminatory messages, including messages with explicit sexual content or pornographic images; to send threatening messages; or to reveal company confidential information.
Professional tone and content
When you send any message using an Obvious email address or Obvious social account, you are representing Obvious. Make sure that your messages are professional and appropriate, in tone and content.
You should not send any email/message/update/etc. that you wouldn’t want our team, your family, or our competitors to read.
Remember, although email or social media or Slack DMs may seem like a private conversation, they can be printed, saved, and forwarded to unintended recipients.
Email security
To avoid email viruses, phishing for account information, and other threats, employees should not open email attachments from people and businesses they don’t recognise, particularly if the email appears to have been forwarded multiple times or has a nonexistent or peculiar subject heading.
Even if you know the sender, do not open an email attachment that has a strange name or is not referenced in the body of the email; it may have been transmitted automatically, without the sender’s knowledge.
Employees should not share their email passwords with anyone, including coworkers or family members. Revealing passwords to the Company’s email system could allow an outsider to attack the Obvious network.
If you believe your computer has been infected by a virus, worm, or other security threat to Obvious’s system, you must inform the Chief Security Officer (currently Subhankar) immediately.
2️⃣ Personnel Records
Obvious maintains a personnel file for each employee. The personnel file includes information such as an employee’s job application, resume, record of training, documentation of performance appraisal, salary/fee increases, and other employment/contract records. Records and information regarding each employee is maintained to support benefit programs and employment actions.
Access to files
Personnel files are the property of Obvious and access to the information they contain is restricted. Generally, only the HR team and the Directors will have access to these files.
Changes to personal details
Employees are asked to notify an Administrator of any changes in:
Name
Bank Account details
Address and/or telephone number
Number of dependents
Emergency contact person
Qualifications
Change in Resident Status
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