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Keeping compliant at home

Keeping compliant at home

 
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Make Yourself at Home is our series aimed at supporting our colleagues who are currently working from home. This week, we look at ways in which you can continue to work in a compliant way, maintaining our high standards of personal data protection and information security.

There’s a lot to think about when working from home – how can I make sure I have a suitable space to work from? What kind of routine works for me and my family? How do I stop this relentless snacking?! But there are some things that are second nature to us in the office, and should be second nature at home too.

One of these is protecting data. Our workplace policies on data protection, cyber security and internet usage on corporate devices also extend to the home.

So, what can we do to ensure we remain compliant?

Use your own resources to the best effect:

  • If you have headphones, make use of them for conference calls or team discussions, especially if work being discussed is business-critical or sensitive. During these discussions, make sure you’re the only person who can see the screen.
  • Keep company devices in the most secure place possible. Don’t leave them in view from windows and never leave them in a vehicle. If you have a lockable cupboard, place them here overnight or when not in use
  • Always ask permission before printing any documents containing sensitive information at home. 

Make the most of technology:

  • Only use recognised corporate technology, rather than third party applications.
    • For example, the online video conferencing tool Zoom has been blocked by Sodexo worldwide due to various security weaknesses. Use Skype or Teams to communicate instead.
  • Ensure any removeable media in use is encrypted using a BeCrypt media key.
  • Always disconnect from VPN when you’re not using it.
  • Consider moving sensitive emails to a password protected folder within Outlook (using a different password to your usual Windows login).
  • Only share SharePoint files with those who need them, and manage your access permissions to files and folders carefully.
  • Simple but effective – lock your screen when you walk away.

Keep up to date with relevant training and guidance:

Report any issues straight away:

  • Any accidents, thefts or data breaches should be reported immediately and in the usual manner.
  • Report issues to Solutionline on 08707 55 00 55 or by raising a reporting ticket ia Sodexo_Net immediately. Doing so minimises the risk of harm to individuals and to the business.
  • If you see or suspect anything unethical, illegal or unsafe that causes loss or harm to our company, employees, clients or customers, Speak Up.

Please remember that it is everyone’s responsibility to use data properly and safely, and that all workers must comply with data protection law and other policies and guidance which relates to their role within the business.

 

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