Monitoring

What this policy covers

This policy applies to employees, workers and contractors.

This policy sets out the Organisation's approach to monitoring, provides information relating to the types of monitoring used and the Organisation's obligations in relation to such monitoring and in introducing additional monitoring.

The Organisation's responsibilities

You should be aware that the Organisation may carry out monitoring of employees, workers and contractors.

Monitoring may be necessary either to allow the Organisation to perform its contract with you or for the Organisation's own legitimate interests. The Organisation's reasons for monitoring include:

• security and the prevention and detection of crime

• ensuring appropriate use of the Organisation's telecommunications and computer systems

• ensuring compliance with regulatory requirements

• monitoring attendance, work and behaviour;

Types of monitoring

The monitoring carried out may include:

• monitoring of premises using video cameras

• monitoring e-mails and analysing e-mail traffic

• monitoring websites visited by staff using Organisation systems

• recording telephone calls and checking call logs

• monitoring the use of Organisation vehicles via vehicle-tracking systems

• monitoring, including recording, of digital meeting systems used by staff

• entry and exit systems, including the use of biometric data such as fingerprints

• tracking via mobile devices

The Organisation may use information gathered through monitoring as the basis for disciplinary action.

If disciplinary action results from information gathered through monitoring, you will be given the opportunity to see or hear the relevant information in advance of the disciplinary meeting.

The Organisation will ensure data collected through monitoring is processed in accordance with the Organisation's Data Protection Policy and data protection legislation and, in particular, it will be kept secure and access will be limited to authorised individuals.

Additional monitoring

The Organisation reserves the right to introduce additional monitoring. Before doing so, the Organisation will:

• identify the purpose for which the monitoring is to be introduced

• ensure that the type and extent of monitoring is limited to what is necessary to achieve that purpose

• where appropriate, consult with affected staff in advance of introducing the monitoring

• weigh up the benefits that the monitoring is expected to achieve against the impact it may have on staff

The Organisation will ensure that you are aware of when, why and how monitoring is to take place and the standards they are expected to achieve.

Covert monitoring

If the Organisation has reason to believe that certain employees, workers or contractors are engaged in criminal activity, the Organisation may use covert monitoring to investigate that suspicion. In such instances, any monitoring will take place under the guidance of the police and will be carried out in accordance with Data Protection legislation.