Email Policy

Introduction

This Email Policy outlines the standards and regulations governing the use of the email systems and services provided by Numberz Pty Ltd (“Numberz”). This policy applies to all employees, contractors, and third parties who access our email infrastructure.

Email is a critical business tool for Numberz, used for communicating with clients, partners, and colleagues. It is essential that this tool is used responsibly, securely, and professionally to maintain the integrity and reputation of our firm.

Authorized Use

Numberz email accounts are provided primarily for business purposes. Users are expected to use email in a manner that is consistent with their duties and responsibilities.

• Professional Communication: All email correspondence must adhere to professional standards. The tone should be courteous and business-like.
• Verification:Ensure that the recipient’s email address is correct before sending sensitive information.
• Limited Personal Use: Incidental and occasional personal use of email is permitted, provided it does not interfere with work performance or violate any other company policies.

Prohibited Content & Actions

The following activities are strictly prohibited when using Numberz email systems:

• Harassment & Discrimination: Sending emails that contain offensive, harassing, discriminatory, or defamatory content.
• Malware Distribution: Knowingly sending or forwarding files containing viruses, malware, or other malicious code.
• Unsolicited Mass Email: Sending unsolicited commercial email (spam) in violation of the Spam Act 2003 (Cth).
• Misrepresentation: Forging email headers or attempting to impersonate another individual.

Security & Encryption

Security is paramount when handling financial data.

• TLS Encryption: Numberz enforces Transport Layer Security (TLS) for all email transmission. We require receiving servers to support TLS 1.2 or higher.
• Phishing Awareness: Users must be vigilant against phishing attempts. Suspicious emails should be reported to the IT Security team immediately.
• Attachments: Exercise caution when opening attachments from unknown senders.

Monitoring & Privacy

Numberz reserves the right to monitor, access, review, and record all email messages sent or received through our systems to ensure compliance with this policy, legal obligations, and internal regulations.

Users should have no expectation of privacy regarding any communication sent or received via the Numberz email system.

Retention & Archiving

All email communications are archived in accordance with our Data Retention Policy and statutory requirements (including the Corporations Act 2001 and tax legislation).

• Business Records: Emails that constitute business records are retained for a minimum of 7 years.
• Litigation Hold: In the event of legal proceedings, relevant emails may be preserved indefinitely.

Disclaimer

Email transmission cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. Numberz accepts no liability for any errors or omissions in the contents of email messages which arise as a result of email transmission.

Contact Us

For questions regarding this Email Policy, please contact: