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Email Use Policy

Version: 1.0

Effective date: 2026-05-11

Owner: Ontario Conference of the Seventh-day Adventist Church

1. Purpose

This policy establishes requirements for appropriate use of Conference-provided email accounts and messaging platforms to support ministry and business operations, protect confidentiality, reduce cybersecurity risk, and ensure compliance with legal and record-keeping obligations.

2. Scope

This policy applies to all users who are issued or granted access to an email account, mailbox, or messaging service administered by the Ontario Conference of the Seventh-day Adventist Church (the “Conference”).

3. Policy Statements

  • Email and messaging systems provided by the Conference are resources intended for church business.
  • Users must use these systems in a professional, lawful, respectful, and secure manner.
  • Email and messaging content may constitute official records and is subject to retention and legal obligations.

4. Acceptable Use

  • Use Conference email and approved messaging tools to conduct church business, coordinate ministry activities, and communicate with members, churches, vendors, and partners.
  • Use clear subject lines and professional language; verify recipients before sending.
  • Use safe methods for sharing files and collaborating (e.g., approved cloud storage) rather than sending large attachments where possible.
  • Report suspected phishing, malware, misdirected messages containing sensitive information, or other security concerns to it@adventistontario.org promptly.

5. Personal Use

Personal use of Conference email and messaging systems is not permitted unless explicitly authorized in writing by the Conference. Limited incidental use, if authorized, must not interfere with work duties, consume significant resources, or violate any part of this policy; any such content remains subject to Conference control and legal obligations.

6. Prohibited Use

  • Impersonating any person or misrepresenting identity, authority, or Conference affiliation.
  • Sending, storing, or distributing malicious code, spam, chain letters, or deceptive content (including phishing).
  • Sharing passwords with unauthorized users, bypassing security controls, or attempting unauthorized access to mailboxes, files, or systems.
  • Transmitting unlawful, harassing, discriminatory, defamatory, or otherwise inappropriate content.
  • Automatically forwarding Conference emails to personal accounts or unapproved external services.

7. Confidential, Sensitive, and Personal Information

  • Users must exercise caution when communicating confidential, sensitive, or personal information by email. Email is not inherently secure, and messages may be forwarded, retained, disclosed, or become part of organizational records.
  • Do not send sensitive information unless there is a business need, the recipient is verified, and Conference-approved protections are used (e.g., encryption and approved sharing methods).

8. Security Requirements

  • Use strong authentication as required by the Conference (including multi-factor authentication where enabled).
  • Do not open unexpected attachments or links; verify the sender using a trusted method if unsure.
  • Access Conference email on devices that are patched and protected.
  • Use encryption or secure delivery methods when sending sensitive information.
  • Do not use “auto-forward” rules to external accounts and do not connect unapproved third-party apps to Conference mailboxes.
  • Do not share your login with unauthorized users.

9. Ownership, Records, and Retention

All email and messaging records created, stored, sent, or received using Conference systems are Conference records and remain subject to Conference administrative control, retention requirements, and applicable legal obligations.

  • Users must not delete or alter messages to evade retention requirements, audits, investigations, or legal holds.

10. Monitoring and Privacy

Conference email and messaging systems are managed for operational, security, and compliance purposes. To the extent permitted by law, the Conference may access, review, or disclose email and messaging content and related metadata for business needs, investigations, audits, public safety, legal requests, or system administration.

11. Role Changes, Departures, and Mailbox Transfer

When an officer changes roles or leaves their designated role, the Conference may transfer the email account and mailbox to an appropriate successor or delegate to ensure operational continuity, records retention, and compliance with legal requirements. The Conference must be informed promptly of role changes so the account can be reassigned appropriately.

12. Training and Phishing Simulations

Users will be enrolled in cybersecurity training and may be included in automated phishing simulations. Users must complete all required cybersecurity training administered by the Conference and follow any remediation instructions provided by Conference IT.

13. Violations

Violations of this policy may result in revocation of access to the account.

14. Definitions

  • Conference systems: Email accounts, mailboxes, messaging platforms, and related services administered or authorized by the Conference.
  • Sensitive information: Information that could cause harm if disclosed, including but not limited to personal information, financial data, credentials, and confidential ministry or business information.
  • Encryption: Method of protecting information in transit or at rest so only authorized parties can access it.

15. Review and Exceptions

This policy will be reviewed periodically and updated as needed. Exceptions must be approved in writing by the Conference.