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POLICY INFORMATION

Purpose

Paint Pots Preschool & Nursery provides work email addresses to staff to support clear communication, secure information sharing, access to work systems, and completion of required IT security training.

This policy sets out how work email addresses must be used, staff responsibilities for checking and maintaining access to their email account, and the link between work email accounts, HR systems, payslips, IT security training, and organisational compliance.

Scope

This policy applies to all Paint Pots staff, including permanent staff, bank staff, managers, deputies, senior leaders, and any other workers who are issued with a Paint Pots work email address including trustees.

Provision of Work Email Addresses

All staff will be provided with a Paint Pots work email address.

This email address is issued for work-related purposes only and must be used appropriately and professionally at all times.

Staff must not use their Paint Pots email address for personal accounts, personal shopping, social media, non-work subscriptions, or any other non-work-related activity.

Ownership of Email Accounts

Paint Pots owns all work email addresses and associated accounts issued to staff.

Staff should have no expectation that a Paint Pots email account is private in the same way as a personal email account. Paint Pots may access work email accounts where required, including but not limited to:

• business continuity;
• safeguarding;
• investigation of a concern or complaint;
• compliance with legal, regulatory, or contractual obligations;
• responding to a subject access request or data breach;
• ensuring that important work-related communication is not missed;
• managing accounts when a staff member is absent or has left employment.