E-Mail Policy

  • Matrix has established a policy with regard to access and disclosure of electronic mail messages created, sent or received by employees using the company's electronic mail system.

    Matrix intends to honor the policies set forth below, but reserves the right to change them at any time as may be required under the circumstances.

    1. Matrix maintains an electronic mail system to assist in the conduct of business within and outside the company.
    2. The electronic mail system is company property. Additionally, all messages composed, sent, or received on the electronic mail system are and remain the property of Matrix. They are not the private property of any employee.
    3. The use of the electronic mail system is reserved solely for the conduct of business at the company.
    4. The electronic mail system may not be used to solicit for personal commercial ventures, religious or political causes, outside organizations, or other non-job-related solicitations.
    5. The electronic mail system is not to be used to create, send or receive any offensive or disruptive messages. Among those which are considered offensive are comments that offensively address someone's age, sex, sexual orientation, religious or political beliefs, national origin, nationality or disability.
    6. The electronic mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.
    7. Matrix reserves and intends to exercise the right to review, audit, intercept, access and disclose all messages created, received or sent over the electronic mail system for any purpose. The contents of electronic mail may be disclosed or used by the company without the permission of the employee.
    8. Messages are not confidential. Even when a message is erased, it is still possible to retrieve and read that message. Further, the use of passwords for security does not guarantee privacy.
    9. Notwithstanding the company's right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not sent to them. Any exception to this policy must receive prior approval from the company.
    10. Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee's messages without the latter's permission.
    11. Any employee who discovers a violation of this policy shall notify the company.
    12. Any employee who violates this policy or uses the electronic mail system for improper purposes shall be subject to disciplinary action, up to and including immediate discharge.