Employee Privacy
Employees and other Dow Aero (“Company”) personnel and management should share a relationship based on trust and mutual respect within reason. However, the Company retains the right to access all Company assets including computers, mobile devices, desks, file cabinets, storage facilities, files and folders, electronic or otherwise, text, audio, and video services, email, SMS texting, and telephone communication services at anytime. You should not entertain any expectation of privacy while using Company assets or services in accordance with state and federal law.
All documents, files, telephone recordings or voicemails, and electronic information, including emails and other electronic communications, created, received, or maintained on or through company assets or services are the property of the Company, not the employee. Therefore you should have no expectation of privacy over those files, documents, or communications.
Workplace Surveillance
The Company prohibits employee from the unauthorized use of cameras in the workplace, including camera-equipped phones, tablets and other devices, when necessary to protect trade secrets and other proprietary business information.
The state of Oklahoma also prohibits the recording of conversations or meetings unless the consent of all parties involved is obtained. As such, secret recordings or recordings without permission of all involved parties are prohibited at all Company locations.
Restrictions on Camera, Video, and Audio Recording Devices
The Company prohibits employee use of multimedia recording devices in the workplace, including personal camera and/or microphone equipped phones, tablets, and other devices, when necessary to protect trade secrets and other proprietary business information. The Oklahoma Security of Communications Act identifies that it is illegal to record in-person or telephone communications without the consent of at least one party or to record communication with criminal or wrongful intent; illegal recording is a felony and punishable by fine and/or imprisonment (13 OK Stat § 13-176.3 and § 13-176.4).
Employees are prohibited from bringing personal cameras or other visual recording devices into areas and/or meetings where Company trade secrets or proprietary business information could be disclosed.
Employees may record workplace activities that are not prohibited by law or do not compromise confidential information as described above.
Company Monitoring
The Company reserves the right to install security cameras in work areas for specific business reasons, such as security, theft protection or protection of proprietary information.
The Company may find it necessary to monitor work areas with security cameras when there is a specific job- or business-related reason to do so. The Company will do so only after first ensuring that such action is in compliance with state and federal laws.
Employees should not have any expectation of privacy in work-related areas.
Employee privacy in non-work areas will be respected to the extent possible. The Company's reasonable suspicion of on-site drug use, physical abuse, theft or similar circumstances would be possible exceptions. Legal advice shall be sought in advance in such rare cases where non-work area privacy must be compromised.
Employees should contact Human Resouces if they have questions about this policy.
Personnel Records
The Company maintains personnel records on each employee. These files are kept confidential to every extent possible from loss, misuse, unauthorized access, disclosure, alteration, and/or destruction. The security measures used are implemented and maintained in accordance with legal, organizational policies, and technological developments. The Company shall take every measure possible to protect personnel records, and thus personal information, but cannot guarantee the safety of personnel records at all times.
It is important that personnel records accurately reflect each employee’s personal information. You are expected to inform the Company by updating your information in the Company’s Human Resources Information System (HRIS), BambooHR, for any change in name, home address, phone number, marital status, number of dependents, emergency contact information, etc.
Prohibited Employee Surveys
The following employee surveys (non-Company organized) are prohibited in all cases and may not be conducted.
Surveys as Data Collection
Surveys are not permitted to be used as a means of collecting identifiable employee data without obtain this data from the Company’s Human Resource (“HR”) department. This includes any questions about an employee’s address, demographics, and so on, except for collecting country or region, which is generally permitted.
Using non-Company sponsored surveys as a tool to collect health information — including but not limited to health reports, testing results, and vaccination status — is also prohibited.
All requests for identifiable employee data must be submitted to the Company’s HR department. If approved, the Company’s HR department will provide the employee data directly from appropriate systems.
Surveys Requesting Diversity Data
Diversity data is highly sensitive personal information and thus shall not be collected within any employee survey. The Company securely retains these records in accordance with legal and regulatory requirements. If any of this information is necessary, contact the Company’s HR department for the request to be considered.