E-mail policy

Checking of incoming E-mails.

• E-mail will be checked a minimum of twice weekly.

Records

• A printed record of all legitimate enquiries will be kept centrally.
• This record can be accessed by NHW office staff ( Loughborough & Coalville )and by the Web-management team.
• NHW exec committee can also be reported to on the levels of enquiries and content.

Distribution

• Incoming E-mails will be forwarded to the appropriate person or group.
• It will be their responsibility to action it.
• NHW Beat Cascade Managers
• NHW Office staff
• NHW Executive members
• NHW Web management team

Responses

• All responses will be printed and kept together with the original printed enquiry to enable correct follow through of enquiry.

Confidentiality

• No received E-mail addresses will be used by NHW other than responding to the enquiry.

i.e. not used for personal gain or adding to any mail listings.

Authenticity

• A full name, address and telephone number will be required from the sender to ensure authenticity.

Handling of enquiries.

• Enquiries about the site - these can be answered direct without the need for circulation.
• Enquiries about a Beat - Beat Cascade Manager is informed
• Literature and safety equipment enquiries -Respective NHW office informed.

Links.

• Links will only be made upon discussion and approval of the NHW management team

Responses

• In principle ( and where possible ) responses to incoming E-mails should be made using the E-mail address of admin@nhwleicsnorth.org

Junk Mail.

• A record is made of receipt of mail but no action taken.

Requests for training/ displays

• These will be circulated to each NHW office and to the web-management team and co-ordinated as appropriate.

Crime reporting.

• Any information relating to reported crime will be kept confidential by NHW.
• Advice will be returned to the sender on appropriate channels for reporting crime.
• E-mails will not be forwarded to the Police.

NHW E-mail

• This E-mail address will not be used for personal gain or deceptive purposes.