Your access to the Intranet is subject to these Terms of Use, which you should read carefully. These Terms of Use set out how and why your personal information will be processed in connection with the use of the Intranet. Personal information is information relating to you that, on its own, or combined with other information held by IMI, identifies you.
You must also comply with the IMI Way, your employee handbook and any other applicable policies (such as policies relating to data protection, use of social media, IT acceptable use and any relevant divisional policies).
These Terms of Use do not form part of your employment contract with an IMI business and may be amended at any time. Failure to comply with these Terms of Use could result in legal issues for IMI. You are also personally accountable for your use of the Intranet. Users who violate these Terms of Use may be subject to discipline, up to and including termination of their employment. Failure to comply with the law, for example by making racist comments, or infringing another person’s intellectual property, may also lead to criminal or civil prosecutions.
By accepting these Terms of Use and logging in to the Intranet, you indicate that you will comply with these Terms of Use at all times.
Personal information relating to your contact details, position, location, professional experience, skills and qualifications, will be accessible to all Users. Your personal information shall be used to allow other Users to locate you and your contact details.
2. Your profile
It is essential to ensure that Users can find and connect with you on the Intranet, therefore you are asked to create your own profile. This should contain basic information about yourself such as your name, job title, office location, your work e-mail and telephone number and a summary of your skills and experience. You agree to:
- ensure that your profile is accurate and up-to-date;
- not have any false personal information in your profile; and
- not impersonate anyone else.
All information which you choose to post to your profile will be visible to all Users of the Intranet when they search for you. Please be aware of this when you are submitting personal information. If you do disclose any sensitive personal information (for example, about your family life, religion, health, ethnicity, financial information or biometric information) under these fields, this information could be viewed by all Users of the Intranet. You may amend or delete this information at any time. Given the global nature of the Intranet and the potential number of Users who can access content on the Intranet, we strongly recommend that you do not post any sensitive personal information to the Intranet.
You must not post any third party’s personal information to the Intranet.
Your decision to consent to the use of your personal information (including your sensitive personal information where you voluntarily choose to submit it to the Intranet) by Users in the manner set out in these Terms of Use is voluntary and may be withdrawn at any time.
We will only retain your personal data/profile for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
3. Use of cookies
We use “cookies” on the Intranet. Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie.
Cookies are useful because they allow the Intranet to recognise a User’s device and support relevant information and functionality. They also enable us to keep the Intranet and information, up to date, relevant and error free and provide information about how the Intranet is used. You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu
Please be aware that, switching off cookies will restrict your use of the Intranet.
By using the Intranet you consent to the way we use cookies.
4. Monitoring
For business reasons, and in order to carry out our legal obligations in our role as an employer, we reserve the right to monitor use of the Intranet. Monitoring is only carried out to the extent permitted or as required by law and as necessary and justifiable for business purposes.
5. Disclosures
We will use your personal information to manage the Intranet and make it available for your use. This may include your sensitive personal information where you voluntarily choose to submit it to the Intranet. We will only disclose your personal information where we are required to do so by law, or where a disclosure would be compliant with all applicable data protection laws. We may also disclose your personal information to suppliers who we engage to help us administer, develop or host the Intranet and who will have limited access to your personal information.
6. International transfers
As the Intranet will be accessible globally by other Users, your personal information (including your sensitive personal information where you voluntarily choose to submit it to the Intranet) may necessarily be transferred internationally when accessed by Users located in other countries, this may include transfers outside of the European Economic Area (“EEA”).
The provision of the Intranet will also involve transferring personal information to third party hosting entities.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
- We use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
7. Preserving IMI’s confidential information and intellectual property
We are the owner or the licensee of all intellectual property rights to the Intranet, and in the material published on it (save for the reading list). Those works are protected by copyright laws and treaties around the world. All such rights are reserved.
You may print off copies or download extracts of any page(s) from the Intranet for your use in the performance of your duties as an employee of the IMI group and you may draw the attention of others within the IMI group to published content. However certain of the material on the Intranet is also confidential, so caution is needed should you wish to share this within anyone outside of the IMI group: if you are unsure as to what is confidential and whether it is appropriate to share it with a given person, you should consult your Manager for guidance.
You must not modify the paper or digital copies of any materials you have printed off or downloaded, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.
You must not use any part of the content on the Intranet (save for the reading list) for any purpose other than to assist you in the performance of your duties as an employee of the IMI group.
8. Act lawfully
When using the Intranet you agree to act lawfully. Bear in mind that things which are lawful in your country may not be lawful in another.
The Intranet allows you to participate in discussions on topics created by functional section owners. You agree that all information that you link to or reference will be lawful and that you will not link to or reference any content that:
- is private, sensitive or confidential;
- infringes any of IMI’s or another party’s intellectual property;
- is racist, sexist, homophobic, sexually explicit, abusive or otherwise objectionable;
- is libellous or defamatory;
- is considered to be “spam”; or
- any other content which is prohibited under your local laws.
9. Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
10. Your Rights: In line with the IMI Employee Privacy Notice
If you are situated in the EU, you have certain rights in relation to your Personal Data. Please be aware that certain exceptions apply to the exercise of these rights and so you will not be able to exercise these in all situations. In addition, these will vary in different EU member states.
(a) Subject Access: You have a right to be provided with access to any data held about you by IMI generally within 30 days of your request.
(b) Rectification: You can ask us to have inaccurate Personal Data amended.
(c) Erasure: You can ask us to erase Personal Data in certain limited circumstances and we will take reasonable steps to inform other controllers that are processing the data that you have requested the erasure of any links to, copies or replication of it.
(d) Withdrawal of consent: You can withdraw any consents to processing that you have given us and prevent further processing if there is no other ground under which IMI can process your Personal Data. Please note as stated above that IMI does not rely on consent for the Processing of your Personal Data as employees.
(e) Restriction: You can require certain Personal Data to be marked as restricted whilst complaints are resolved and also restrict processing in certain other circumstances.
(f) Portability: You can ask us to transmit the Personal Data that you have provided to us and we still hold about you to a third party electronically.
(g) Raise a complaint: You can raise a complaint about our processing with the data protection regulator in your jurisdiction (for example in the UK, the Information Commissioner’s Office).
