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Privacy

Employees and the employer share a relationship based on trust and mutual respect. However, Dow Aero 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 Jabber services, email, SMS texting, and telephone communication services at anytime. You should not entertain any expectation of privacy when on Company grounds or 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 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 use of cameras in the workplace, including camera-equipped phones, tablets and other devices, when necessary to secure patient/client privacy and/or 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 the employer are prohibited at all Company locations.

Restrictions on Employee Camera Use

  1. 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. 
  2. 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.

  1. 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.
  2. Employees should not have any expectation of privacy in work-related areas.
  3. 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.
  4. 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. Although Dow Aero takes every measure possible to protect personnel records, and thus personal information, the Company 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.

Consensual Relationships

The Company strongly believes that a work environment where employees maintain clear boundaries between personal and business interactions is most effective for conducting business and enhancing productivity. Although this policy does not prevent the development of friendships or romantic relationships between co-workers, it does establish boundaries as to how relationships are conducted during working hours and within the work environment.

Individuals in managerial role and those with authority over others’ terms and conditions of employment, are subject to more stringent requirements under this policy due to their status as role-models, their access to sensitive information, and their ability to affect the terms and conditions of employment of individuals in subordinate positions.

This policy does not preclude or interfere with the rights of employees protected by the National Labor Relations Act or any other applicable statute concerning the employment relationship.

Protocol

  1. During work time and in work areas, employees are expected to conduct themselves in an appropriate workplace manner that does not interfere with others or with overall productivity.
  2. During non-work time, such as lunches, breaks, and before and after work periods, employees engaging in personal exchanges in non-work areas should observe an appropriate workplace manner to avoid offending other workers or putting others in an uncomfortable position. 
  3. Employees are strictly prohibited from engaging in physical contact that would in any way be deemed inappropriate by a reasonable person while anywhere on Company premises, whether during working hours or not.
  4. Employees who allow personal relationships with co-workers to adversely affect the work environment will be subject to the appropriate provisions of the Company'ss disciplinary policy, including counseling for minor problems. Failure to change behavior and maintain expected work responsibilities is viewed as a serious disciplinary matter.
  5. Employee off-duty conduct is generally regarded as private, as long as such conduct does not create problems within the workplace. An exception to this principle, however, is romantic or sexual relationships between managers/supervisors and subordinates.
  6. Any supervisor, manager, executive or other company official in a sensitive or influential position with the Company must disclose the existence of a romantic or sexual relationship with another co-worker. Disclosure may be made to Human Resources. This disclosure will enable the Company to determine whether any conflict of interest exists because of the relative positions of the individuals involved.
  7. With regard to Paragraph 6, when a conflict-of-interest problem or potential risk is identified, the Company will work with the parties involved to consider options for resolving the problem. The initial solution may be to make sure the parties no longer work together on matters where one is able to influence the other or take action for the other. Matters such as hiring, firing, promotions, performance management, compensation decisions and financial transactions are examples of situations that may require reallocation of duties to avoid any actual or perceived reward or disadvantage. In some cases, other measures may be necessary, such as transfer to other positions or departments.
  8. With regard to Paragraph 6, if one or both parties refuse to accept a reasonable solution or to offer of alternative position, if available, such refusal will be deemed a voluntary resignation.
  9. Failure to cooperate with the Company to resolve a conflict or problem caused by a romantic or sexual relationship between co-workers or among managers or others in positions of authority over another employee in a mutually agreeable fashion may be deemed insubordination and cause for immediate termination. The disciplinary policy of the Company will be followed to ensure fairness and consistency before any such extreme measures are undertaken.
  10. The provisions of this policy apply regardless of the sexual orientation of the parties involved.
  11. Where doubts exist as to the specific meaning of the terms used above, employees should make judgments on the basis of the overall spirit and intent of this policy.
  12. Any concerns about the administration of this policy should be addressed with Human Resource.

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