UNISON guidance on internet, email and social networking 


Public services union UNISON issued a factsheet on internet, email and online social networking in 2014. It states the union’s belief that “where personal internet and email use is sensible and proportionate, it can benefit both the employer and the employee”, and that: “Blanket bans and draconian IT policies serve only to disillusion staff and block what is a perfectly legitimate form of communication.” 


The union suggests that the way “to stop irresponsible use of the internet at work” is to have a “balanced, well publicised and clearly understood IT usage agreement”. It suggests it might be useful to raise the following points when negotiating a balanced workplace policy:


• Worklife balance: Whereas people once made personal phone calls or chatted in the break room, workers are now increasingly using online communication. This helps people balance busy working and personal lives without necessarily affecting their performance at work. 


• Recruitment and retention: Draconian internet and email policies can damage recruitment and retention. 


• Work networking: Social networking sites such as Facebook can also be “work networking” sites. There are numerous Facebook groups for work related issues, including for people undertaking particular job roles or with a particular area of expertise, which help workers share ideas and best practice. It would be counter-productive for an employer to restrict access. 


• Reducing disciplinary and dismissal proceedings: If an employer has a balanced and well communicated internet and email policy, agreed with the trade union, the policy is more likely to be adhered to by the workforce. 


The factsheet also sets out a number of elements that a balanced and effective internet and email usage agreement should contain. These include the following: 


• Include a commitment by the employer not to intercept or otherwise monitor emails and internet use, other than when it is suspected that abuse of the system is taking place. 


• Make clear what monitoring activity is taking place as a matter of routine, including its extent and how it will be carried out. 


• Include a commitment from the employer that when abuse of the system is suspected then explanations from the individuals involved will always be sought as a first step. 


• Guarantee privacy of emails sent to and from designated trade union addresses. 


• Many employers’ IT firewalls and filters have very basic screening which blocks emails containing the words lesbian, gay or bisexual, automatically quarantining them as offensive, adult or unprofessional. It can be difficult for an individual to raise this, so union branches should make it clear to employers that this is not acceptable.


• Employers should specify any restrictions on websites that can be viewed, giving examples of the kind of material that should not be viewed, for example racist, homophobic or sexist material.


• The policy should be clear on what kind of emails should not be sent; for example sexually explicit material and offensive emails based on race, sex, sexuality, disability, age, or religion. 


• The policy should allow for personal use of email and the internet, making it clear that this is fine provided that it is used responsibly and does not affect the employee’s work. 


• Outright bans on social network sites such as Facebook should be avoided.

https://www.unison.org.uk/content/uploads/2014/08/TowebInternet-e-mail-and-social-networking-factsheet2.pdf