Electronic Mail

Sharing and Forwarding

• Account Use: Electronic mail accounts are assigned to specific individuals and must not be shared.
• Forwarding During Absence: If a user is on vacation or otherwise unable to check their email, they may forward their mail to another authorized Bloomex employee. Users should set up out-of-office notices to automatically inform correspondents of their absence.
• Internal Forwarding: Within the Bloomex network (e.g., @bloomex.ca), if an email contains sensitive information, it should only be forwarded to other Bloomex recipients who are authorized to view the information.
• External Communication: Sensitive information should never be sent outside the Bloomex network without using end-to-end encryption.

Contents of Messages

• Language Use: Users must avoid using profanity, obscenities, or derogatory remarks in any electronic mail messages. Such language can lead to legal issues, including trade libel and defamation of character.
• Archival Consideration: Be aware that backup and archival copies of emails may be more permanent and accessible than traditional paper communications, and thus, caution is warranted.

Harassing or Offensive Messages

• Prohibition of Harassment: Bloomex information systems must not be used to harass or offend others. This includes sexual, ethnic, and racial harassment via email, phone calls, or other communications.
• Reporting: Users must not respond directly to harassing or offensive messages. Instead, they should report such communications to their manager, Human Resources, or the IT Department for appropriate action.

This policy ensures the responsible use of Bloomex’s email systems, maintains a professional environment, and protects both individuals and the company from potential legal and security issues.