Mobile Phone Policy
Where a mobile phone has been issued by the company, it is for business use only and at all times will remain the property of the Company. The user(s) will be responsible for its safekeeping, proper use, condition and eventual return to the Company. The user will also be responsible for any cost of repair or replacement other than fair wear and tear. If a replacement is required the Company will organise this.
A mobile phone is provided primarily to enable the user to do their job, i.e. to keep the Company informed at the earliest opportunity of matters which it needs to know about and to be similarly contactable by the Company, or to contact customer/client/photos of the works, and using work based Apps. Therefore, it is the user's responsibility to ensure that the mobile phone is kept charged and switched on whilst on duty.
Users should not sign up to text based information services, e.g. RAC traffic alerts, text voting. The use of the internet on Company mobile phones is strictly prohibited, except in the case where specific authorisation has been given by the Director(s)
Unless agreed by the Director(s), applications and other programmes may not be downloaded to any mobile phone under any circumstance.
The SIM card from Company mobiles should not be placed into any other mobile, unless to another Company issued mobile phone. Neither should the camera facility be used for anything other than work photographic evidence.
The Company recognises that users may, on occasion, have to make personal calls or send personal text messages during working hours, or outside normal working hours. Where it is deemed that an unreasonable amount of personal calls/text messages have been made using the mobile phone, the Company reserves the right to deduct those costs, either through deduction from pay, or otherwise.
The Company may, after formal investigation, take action under the Disciplinary Procedure if such use is excessive or unauthorised. Users will be expected to make payment for private calls made beyond reasonable usage. If it is found, following investigation, that there has been excessive personal data use, then the user will be asked to reimburse the company for the cost of this and action may be taken under the Disciplinary Procedure.
The user agrees that upon termination of employment, should they not return the allocated mobile phone, or should the mobile phone be returned in an unsatisfactory condition, the cost of replacement, or a proportional amount of this as decided by the Company, will be deducted from any final monies owing, or the user will otherwise reimburse the Company.
Use of a Mobile Phone Whilst Driving
The user must ensure they have full control of any vehicle that they are driving at all times. It is an offence to use hand held mobile phones whilst driving or whilst the engine is turned on. The user will be liable for prosecution if they are holding a mobile phone, or any other type of hand held device to send or receive any sort of data, be it voice, text or pictorial images and music. The user will be regarded to be driving if they are in charge of a vehicle with its engine running on a public road, even if the vehicle is stationary. It is therefore strictly forbidden for the user to use a hand held mobile phone whilst driving.
When the phone needs to be operated to make or deal with a call through the hands free device for longer than receiving or giving a short communication, before doing so the user must stop and park the vehicle where it is safe and lawful to do so and with the engine switched off. Whilst driving they must not use the text message facility on the mobile phone, or if available through such a phone, an image facility or internet access.
Individuals are personally responsible for the payment of any fine or fixed penalty (including any externally raised admin charges) incurred whilst in charge of the vehicle. Any conviction for driving offences, any driving endorsements and any fines incurred must be reported immediately to line management as this may affect the Company's insurance.
It should be noted carefully that a breach of the Company's rules on the use of a mobile phone whilst driving may render the user liable to action under the Disciplinary Procedure.
Lost or Stolen Mobiles
The user is responsible at all times for the security of the mobile phone and it should never be left unattended. A PIN number should be used on the mobile to enable voicemails to be picked up. If unsure how to do this, please contact your line manager or Head Office to speak to the appropriate person for instructions. If the phone is lost or stolen, this must be reported to Head Office immediately (if during working hours), or if out of hours phone your line Manager.
In the event of theft of a mobile phone, the incident must also be reported to the police and an incident number obtained (please provide this number when reporting the loss to Head Office).
The Company reserves the right to claim reimbursement for the cost of the phone, or excess usage charges should the correct procedures not be followed, a user reporting repeated loss of their mobile, it is deemed that the user has not taken appropriate measures to safeguard the equipment, or reported the loss thereof (which will be investigated by the Company and judged at its absolute discretion).
The Company receives itemised billing for all Company mobile phones and this is monitored on a monthly basis. The billing system identifies all calls, texts and data usage (if appropriate) and the costs related to this, by user, destination, duration, frequency, etc. High or clear personal usage will be reported to line management for investigation (high usage is defined as usage which falls outside of the normal usage pattern for the individual or outside of the usage pattern in comparison to other similar users).
This monitoring will allow the Company to identify any areas of potential misuse or training that may be required, or to negotiate with suppliers any necessary changes in tariffs to ensure cost efficiency.
If it is found the mobile has been misused, the Company may, after formal investigation, take action under the Disciplinary Procedure.
Should a staff member be found to have used a mobile phone in such a way as being unsafe, they may be subject to the Disciplinary Procedure, which could include dismissal.