Employee SMS Text Communication Policy

Purpose
This policy outlines the appropriate use of SMS text messaging for business communication to ensure professionalism, compliance, and effective communication while maintaining privacy and confidentiality.

Scope
This policy applies to all employees who use SMS text messaging to communicate with colleagues, clients, vendors, or any other external or internal parties in the course of their work.

SMS Specific Guidelines

SMS Consent Communication:
Information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.

Types of SMS Communications:
If consent has been given to receive text messages from Evermark, messages may be received related to the following:

Internal conversations

Example: “Don’t forget the teambuilding event starts at 3:00 p.m. . [Name] at [Location] on [Date] at [Time]. Reply STOP to opt out of SMS messaging at any time.”

Message Frequency:
Message frequency may vary depending on the type of communication. For example, up to 2 SMS messages per week may be received related to server maintenance.

Example:
“Message frequency may vary. You may receive up to 2 SMS messages per week regarding signing out of server for maintenance.”

Potential Fees for SMS Messaging:
Standard message and data rates may apply, depending on the carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.

Opt-In Method:
Opt-in to receive SMS messages from Evermark can be done in the following ways:
By filling out a paper form and submitting to your manager or HR

Opt-Out Method:
Opting out of receiving SMS messages can be done at any time by replying “STOP” to any SMS message received. Alternatively, direct contact can be made to request removal from the messaging list.

Help:
For any issues, reply with the keyword HELP. Alternatively, help can be obtained directly from us at

Additional Options:
If SMS messages are not desired, the SMS consent box on forms can be left unchecked.

Standard Messaging Disclosures:
Message and data rates may apply.
Opt out at any time by texting “STOP.”
For assistance, text “HELP”
Message frequency may vary

General Policy Guidelines

1. Permitted Use of SMS Texting
   • SMS texting may be used for urgent, time-sensitive communication or when other forms of communication (e.g., email, phone calls) are unavailable or impractical.
   • Text messages should be concise and professional. Avoid using slang, abbreviations, or emojis in professional contexts.
   • Do not use text messaging as the sole method for delivering critical or sensitive information. Follow up with an email or other appropriate documentation.
2. Confidentiality and Privacy
   • Do not send confidential, sensitive, or proprietary information via SMS unless approved and encrypted messaging tools are used.
   • Avoid discussing private or personal matters through SMS unless explicitly permitted by the recipient.
3. Professional Tone and Content
   • Always maintain a respectful and professional tone in SMS communications.
   • Refrain from sending inappropriate, offensive, or unprofessional messages.
4. Response Expectations
   • Employees are not required to respond to work-related SMS messages outside of their regular working hours unless it is a pre-established part of their role or during emergencies.
   • If a message is urgent, ensure the recipient is aware of its priority.
5. Compliance with Laws and Regulations
   • Employees must comply with all applicable laws and company policies, including those related to data protection and privacy, when using SMS for business purposes.
   • Texting must adhere to anti-spam laws. Do not send unsolicited messages to clients or prospects without proper consent.
6. Use of Personal Devices
   • Employees who use personal devices for SMS communication must ensure their devices are secure and adhere to company IT and security policies.
   • Reimbursement for work-related SMS usage on personal devices may be provided as per the company’s expense policy.
7. Retention and Documentation
   • Employees should document important work-related SMS communications by saving screenshots, copying text into email, or using company-approved archiving tools.
8. Prohibited Uses
   • Do not use SMS for personal matters during work hours unless in emergencies.
   • Avoid using SMS for mass communication unless approved by management.

Enforcement
Failure to adhere to this policy may result in disciplinary action, up to and including termination, in accordance with the company’s disciplinary procedures.

Policy Review
This policy will be reviewed annually and updated as necessary to ensure compliance with evolving business needs and legal requirements.

SMS Text Communication Policy Acknowledgment
Employees are required to acknowledge their understanding of this policy upon implementation and as part of onboarding for new hires.

Unless I have otherwise notified HR in writing, I acknowledge that I have received, read, and understood the company’s SMS Text Communication Policy.

I agree to adhere to the guidelines outlined in the policy, including:

• Using SMS communication professionally and only for appropriate business purposes.
• Maintaining confidentiality and ensuring the privacy of sensitive information.
• Complying with all applicable laws, regulations, and company policies when using SMS for work-related communication.
• Following company expectations for tone, content, and response times.
• Ensuring that my personal device, if used for work-related SMS communication, is secure and complies with the company’s IT and security policies.

I understand that failure to comply with the SMS Text Communication Policy may result in disciplinary action, up to and including termination of employment.

By not providing written information to HR  indicating my desire to opt out of our SMS notifications, I confirm my acceptance of the policy and my commitment to following its guidelines.

Additionally, I consent to receive SMS text messages from Evermark and affiliate companies for work-related purposes. By not providing any objection to HR in writing, I also understand and agree to the following:

1. SMS messages may be sent to the phone number I have provided below.
2. Standard text messaging and data rates may apply based on my mobile carrier and plan.
3. I can opt out of receiving SMS messages at any time by notifying HR in writing or following the opt-out instructions provided in the messages.
4. The company will not use my phone number for non-work-related purposes or share it with unauthorized third parties.