GDPR Mobile Device and Teleworking Policy With Template Download
Mobile Device
A mobile device is a small, portable computing device designed to be used on the go. Mobile devices typically have a network connection, processor, memory, and storage.
The term "mobile device" can also refer to the software that enables these devices to connect to the internet and each other. Mobile devices are becoming increasingly popular as people look for ways to stay connected while on the go.
Teleworking Policy
A telework policy is a set of guidelines that allow employees to work remotely, all the time, or some of the time.A telework policy aims to promote productivity and creativity while reducing environmental impact and commuting costs.
A telework policy typically outlines eligibility requirements, how to request permission to telework, what type of work can be done remotely, and how to stay connected with colleagues.
Purpose
The purpose of the Mobile Devices & Teleworking Policy shall support security measures to be adopted while using mobile devices, such that information assets are not compromised and are protected using physical protection, access control, cryptographic techniques, backups and virus, and other situations, in an unprotected and protected environment.
Scope
This policy applies to all the users in the organization, including temporary users and visitors with temporary access to services with limited or unlimited access time.
Also, Teleworking policy applies to the use of all devices that can be used for Teleworking, namely laptops, tablets, USB memory sticks, Mobile Devices - Smartphones, and anything on which data can be stolen or copied.
Teleworking is a work flexibility arrangement under which an employee performs the duties and responsibilities of such employee position and other authorized activities from an appropriate alternative website other than the location the person would normally work from.
Principles
Critical business processes rely on easy and reliable access to company information systems. Business must be conducted remotely with confidence and confidentiality, especially when dealing with sensitive information.
This document sets out the policy for holding, recording, storage, sharing, and using information via mobile devices (laptop, smartphone, etc.) and includes a set of controls that can be applied to reduce risks associated with remote access and agile working.
At all times, the processing of information must be in accordance with Data Protection Act (1998), GDPR (2018), and QRS Information Security Policy, Data Security and Data Protection Policy, Risk Management Policy and all other relevant company policies.
Failure by any company staff member to adhere to this policy will be considered a serious matter and may result in disciplinary action.
Use of Mobile Devices
The use of mobile devices has become increasingly popular in recent years. There are several reasons for this, including the fact that they are more affordable than ever and offer several features and benefits that appeal to users.
Mobile devices are constantly becoming more powerful. They can be used for more than just making calls and sending texts. They can now browse the internet, check email, and even play games.
User Responsibilities of Mobile Devices
- Shall be protected from theft and from being compromised, at or in an unprotected environment.
- Shall never be left unattended in readily accessible and unprotected areas. Special care will be taken in public places
- Shall be kept secure and under lock and key when not used.
- Shall be password protected, as per the password policy
- Shall follow backup, antivirus procedures
- Shall follow mail and internet security policies and encryption policies, as advised by the information security department
- Shall use only authorized software specified and installed by Information security.
Use of Teleworking Policy
Teleworking can be a cost-effective way to reduce an organization's overheads while providing employees with greater flexibility and work-life balance. It can also help to attract and retain skilled staff.
A policy on teleworking should be developed in consultation with employees and trade union representatives. The policy should set out the conditions under which staff may be eligible to request telework, the procedure for making such a request, and the manager's role in approving or rejecting the proposal.
The policy should also include provisions for regularly reviewing the arrangement to ensure that it still meets the needs of the organization and the individual concerned.
Teleworking Conditions
- The employee agrees to be available during defined work hours and acknowledges that management reserves the right to summon the employee to the usual worksite if a business need arises.
- The employee will have a specific work area. Employee undertakes to report any work-related injury to their supervisor immediately.
- The company will retain ownership of any work-related products and equipment utilized while teleworking.
- Any gear or software acquired by Company Name> is the company's property and will be returned at the end of the teleworking arrangement.
- An employee commits to keeping the corporate property safe against unauthorized, unintentional access, use, modification, or destruction. Employee understands that the employer or manager has the right to revoke their involvement at any time.
Mobile Device Policy Controls
To mitigate these risks, organizations should consider the following mobile device policy controls:
- Data encryption.
- Two-factor authentication.
- Remote data wipes.
- Mobile device management.
- Device lockdowns.
- Network access control.
- Limited data access.
Implementing these controls can help organizations minimize the risks associated with the use of mobile devices in the work place.
Why are Mobile Device Management and Teleworking Policies Important?
Mobile device management (MDM) and teleworking policies are critical for businesses today because they allow organizations to manage and connect employees who are working remotely.
MDM is a system that allows businesses to manage and monitor employee mobile devices, such as laptops, smartphones, and tablets. This system can remotely wipe data from lost or stolen devices, push updates and security patches, and enforce security policies.
Teleworking policy, on the other hand, outlines the rules and guidelines for employees who are working remotely. This policy can include acceptable use of company resources, working hours, communication protocols, and security measures.
Why Should Mobile Device Policy Control Be Considered?
The increasing trend of employees using their own mobile devices for work purposes has led to a need for organizations to develop a mobile device policy. This policy should consider the various risks associated with mobile devices and how to mitigate them.
The risks associated with mobile devices can be divided into four categories:
- Data security risks
- Network security risks
- Application security risks
- Physical security risks.
Conclusion
Finally, a well-defined teleworking policy is critical for effectively managing remote work arrangements. Communication, work hours, data security, and performance evaluation should all be addressed in a comprehensive policy.
Organizations can maximize the benefits of remote work while minimizing potential risks and challenges by implementing a teleworking policy that meets the needs of both the employer and the employees.
