Employee Contact Policy

EMPLOYEE CONTACT POLICY

Company Name:

Purpose: This Employee Contact Policy establishes required procedures and authorizations for how the Company will contact employees and how employees must manage Company-related contacts with third parties, media, and clients. It governs emergency contacts, preferred contact methods, permitted external communications, data handling of contact information, and employee acknowledgments and consents.

PERSONAL INFORMATION

POSITION INFORMATION

Start Date:    Salary/Rate:

EMERGENCY CONTACT

PREFERRED CONTACT METHODS

Please indicate all acceptable methods by which the Company may contact you for work-related matters, scheduling, or emergencies:

Phone Call

SMS/Text Message

Email (Personal)

Company Work Email

Voicemail

BUSINESS CONTACT AND EXTERNAL COMMUNICATIONS

Employees are representatives of the Company. External communications with clients, vendors, media, regulators, or the public must be conducted only by authorized personnel or as expressly permitted in writing by management. Employees must not provide personal contact information of other employees to third parties without written consent. The following rules apply:

1. Media Inquiries: All media inquiries must be referred to the designated communications officer. Unauthorized responses to media are subject to disciplinary action, up to and including termination.

2. Client/Third-Party Contact: Only employees with assigned responsibility may provide direct contact information to clients. Personal phone numbers and personal email addresses must not be used for regular client communications unless pre-authorized in writing and recorded in the employee's personnel record.

3. Social Media: Employees must not publish contact details of other employees on public social media platforms without explicit consent. Where representation of the Company is involved, employees must follow the Company’s social media guidelines and obtain authorization for official posts.

CONTACT DATA HANDLING AND RETENTION

Contact information collected by the Company will be maintained in the employee’s personnel record. Employees must keep contact information current. The Company will limit access to contact data to personnel with a legitimate business need. Employees are responsible for safeguarding contact information and must report any suspected unauthorized access immediately to Human Resources.

ON-CALL, AFTER-HOURS, AND EMERGENCY CONTACTS

Where an employee is designated as on-call, the employee must provide at least one direct contact method that will be monitored. The Company will provide reasonable notice for non-emergency contacts outside scheduled hours where practicable. In emergency situations, the Company may contact the employee at any of the methods designated above.

On-call Status: I am designated as on-call for my position.

AUTHORIZATION AND CONSENT

By checking the consent boxes below and signing this policy, the employee authorizes the Company to use, store and, where necessary, disclose the employee’s contact information for legitimate business purposes, emergency contact, payroll and benefits administration, and compliance with legal obligations.

I consent to receive electronic communications from the Company at the contact methods provided.

I authorize the Company to contact my emergency contact(s) as provided above in the event of an emergency.

I authorize the Company to contact previous employers and references to verify employment history and qualifications as necessary for employment verification and security screening.

I consent to background checks as permitted by law in connection with my employment and ongoing access to Company systems or sensitive contacts.

REPORTING VIOLATIONS

Employees must report suspected violations of this policy, including improper disclosure of contact information or unauthorized external communications, to Human Resources or the designated compliance officer. Reports will be handled in accordance with Company procedures and confidentiality protections.

LEGAL STATEMENTS

At-Will Employment: Nothing in this policy alters the at-will nature of employment, where applicable. Either the employee or the Company may terminate the employment relationship at any time, with or without cause, subject to applicable law and any contractual obligations.

Equal Opportunity: The Company is an equal opportunity employer. Decisions relating to contact preferences, assignments, or disciplinary action under this policy will not be made on the basis of protected characteristics and will be in accordance with applicable equal employment policies.

EMPLOYMENT HISTORY

Employer 1

From:    To:

Employer 2

From:    To:

EDUCATION

Graduation Date:

PROFESSIONAL REFERENCES

Reference 1

Reference 2

Reference 3

APPLICANT / EMPLOYEE CERTIFICATION

I certify that the contact information and other details I have provided in this form are true, accurate, and complete to the best of my knowledge. I agree to notify Human Resources promptly of any changes. I acknowledge that failure to comply with this Employee Contact Policy or any unauthorized disclosure of Company or employee contact information may result in disciplinary action, up to and including termination. I further acknowledge that I have read and understand the provisions set forth in this policy.

I authorize the Company to contact the references and prior employers listed above for verification purposes and to conduct background checks where required by the nature of my position or by Company policy. I understand that my consent to these checks is a condition of continued employment where such checks are required for the role.

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