INTERNAL

Use of E-mail, Internet and Social Media -

Code of Conduct
17 April 2020

MSIG Insurance (Malaysia) Bhd

Head Office: Customer Service Centre, Level 15, Menara Hap Seng 2, Plaza Hap Seng, No.1, Jalan P. Ramlee, 50250 Kuala Lumpur.
Tel: (603) 2050 8228 Fax: (603) 2026 8086 www.msig.com.my

This Code of Conduct sets out the Company’s
position regarding the use of E-mail, Internet and
Social Media, and provides rules and regulations
to be followed by all employees (working for or on
behalf of MSIG). The "Company" refers to MSIG
and all of its branches, subsidiaries and related
companies.
THE COMPANY’S POSITION
1. The provision by the Company of E-mail
facilities and connection to the Internet is for use
in business on the Company’s behalf.
Employees are expected to conduct themselves
in a manner consistent with the Company’s
policies regarding confidentiality, business
conduct, information security, and professional
standards. Violation of any applicable Company
policy and this Code of Conduct could result in
disciplinary action up to and including termination
of employment.
2. Please be aware that all E-mail and Internet
usage are Company related activities and, as an
employer, the Company can be held vicariously
liable for certain E-mail and Internet activities by
the employee. E-mail messages are almost
indelible and electronic “footprints” are left at the
sites you visited. Defamatory E-mail messages
can also result in legal action against the
individual as well as the Company. The
Company reserves the right to automatically
monitor, retrieve and review all E-mail messages
sent or received by a particular employee, and
Internet usage by any employee. Periodic
checks are made on content, usage, sites visited
and time spent on line. Employees should not
expect privacy for any E-mail or Internet use,
unless such privacy is specifically provided for by
local law, regulation, or contract. In addition, the
Company reserves the right to block the usage of
any resource or Internet site, including but not
limited to those the Company determines in its
absolute discretion to have no legitimate
Company’s purpose or which could have
detrimental impact on Company’s computing
resources.
3. Employees should be aware of their obligation
to indemnify the Company against all claims,
damages, losses, liabilities, costs and expenses
that the Company may incur or suffer as a result
of any of the employee’s acts, in breach of the
Company policy.
02 Use of Email, Internet and Social Media - Code of Conduct
Version 5.2 (17 April 2020)
INTERNAL
CODE OF CONDUCT
USE OF INTERNET AND E-MAIL
1. The Internet and E-mail are to be used for the
Company’s business activities, to research
business topics, to participate in forums, news
groups, and other information exchanges which
improve professional proficiencies or provide
critical information. The Company also allows a
limited amount of private use, providing that the
amount of time and the content are reasonable,
and if challenged publicly, could be justified
without embarrassment to you or to the
Company.
2. Employees must not use the Company’s
facilities to access or distribute information that
might be considered illegal, pornographic or
offensive. Installation and/or downloading of
unauthorised software is strictly prohibited.
COMMUNICATION
3. Communications must never contain
inflammatory, harassing, discriminatory or
defamatory language and must not be disruptive
of the operations of others, or convey any
material which would reflect poorly on the
Company’s reputation or its relationships with
third parties, including regulators. In particular,
employees must never issue any
communications of a speculative nature about the
Company, its competitors or any third party with
which the Company transacts business. Please
remember - the same business and regulatory
rules apply to E-mail, social media as they do to
verbal and written communications.
4. Employees are obligated to report all
suspicions (or knowledge) of illegal E-mail
messages, Internet activities (e.g. access,
downloading or copying of illegal or “harmful
content”) or improper social media use to the
Information Security Administrator
DATA PRIVACY
5. The disclosure of personal data regarding
customers or employees, within the Company or
to third parties is subject to the appropriate data
protection regulations, and should always be
checked first.

INTELLECTUAL PROPERTY
6. Intellectual property rights, including
copyrights, often apply to Internet material
including documents, video clips, logos, etc.
Employees must seek advice before
downloading, copying or distributing material that
may infringe licensing agreements and copyright
law. For the avoidance of doubt, employees have
no ownership or privacy rights gathered via or
stored on the Company’s network and/or the
computer provided to the employee.
7. Domain names - employees must not register
Company or Company product names in their
personal name, but should correctly register
these in the Company name through the
appropriate internal channels.
SECURITY
8. E-mail messages sent to external parties are
inherently insecure as they can be misdirected or
intercepted easily, read and changed without
detection. For this reason, E-mail messages
should not contain Company information
classified as Secret. E-mail messages with
confidential information must be password-
protected or encrypted.
9. No software, software updates or patches
should be downloaded from the Internet.
Software may only be downloaded by persons
authorised to do so. If you need to download
software, you should discuss this with IT
Helpdesk who will be able to refer it to the
appropriate authority.
10. No Portable Program is allowed unless
authorised by IT Department. These programs
are executable without administrative privileges
and do not require any installation. Using
Portable Program can risks user from accidental
exposure to viruses.
11. You should be aware that E-mail messages
and Internet access increase the risk of
contracting computer virus infections which could
adversely affect the IT systems. Whilst the
Company has deployed software to minimise the
risks, employees are required to remain careful
and vigilant and immediately report unusual or
suspect behaviour by the IT systems to the
Information Security Administrator.
03 Use of Email, Internet and Social Media - Code of Conduct
Version 5.2 (17 April 2020)
INTERNAL
SOCIAL MEDIA
12. Employees wishing to represent the
Company on social media platforms or using a
social media platform for work related purposes
must receive approval from CEO, having
demonstrated clear business benefit. Social
media platforms include social networking, video
and photo sharing, micro-blogging sites, weblogs,
forums and discussion boards, online
encyclopedias and any other websites that allow
the use of publishing tools.
13. If you are creating or contributing to social
media platforms in a personal capacity that will
indicate that you work for or on behalf of the
Company, and/or will mention the Company’s
name, brand, employees, partners, customers,
and competitors, current and potential products,
you should include a visible disclaimer such as
“these are strictly my personal views and do not
represent the views of MSIG”. It is important that
readers of your posts do not misconstrue your
personal comments as representing an official
Company position. When offering your personal
perspective on a matter related to the Company,
be mindful that your commentary and opinion
does not cause damage to the Company or its
commercial interests.
14. The Company logo and trademarks must not
be used under any circumstances other than for
official Company business. This is to prevent the
appearance that you speak for or represent the
Company officially.
15. This Code of Conduct does not apply to
employees’ personal use of social media
platforms where the employee makes no
reference to the Company or Company’s related
matters.
CONTACTS
16. If you need any help or advice in complying
with this Code of Conduct, please contact the
following:
Beh Tian Ku
Information Security Administrator
Tel: 03 – 2039 0872
IT Helpdesk
Tel: 03 – 2039 0999 Ext 7999