Whe Ow

3000 Pines Boulevard

Pembroke Pines, Florida 33024
954 -288-3323

June 24,2020

All Staff
XYZ,Inc.
3000 Pines Boulevard
Pembroke Pines, Florida 33024

Dear Staff:

I hope your day is going well. In an effort to ensure the security of our data, to minimize
potential liabilities, and to improve the productivity of our employees we will be enhancing our
data protection policies and implementing new regulations/procedures.

Data Protection Policies:

1) Unauthorized viewing, copying, transmitting or use of sensitive information,PII,or
proprietary data is subject to disciplinary action (e.g., verbal warning,written
warning,suspension,termination) and litigation.
2) Social media postings will be subject to internal review in order ensure compliance with
workplace policies and also minimize potential liabilities

New Regulations/Procedures :
1) Training programs based on the methods of safeguarding sensitive company
information(e.g., financial information, acquisition plans, customer & supplier
information), policies/procedures to secure confidential information (e.g., personal
identifiable information (PII),social security numbers, phone numbers), methods to
protect proprietary data (e.g, technical data that encompasses trades secrets, design
procedures and techniques).
2) Surveillance & monitoring of electronic devices in the workplace will be at the
company’s discretion in order to ensure employee productivity and also compliance of
company policies
 3) Implementation of a web-filtering software programmed to prevent access to
unauthorised internet sites.
4) Addition of an intranet software (private, secure network that is accessible only by
employees).
5) Special passwords will be assigned accordingly to employees on a need to know basis in
order to access sensitive information, PII, or proprietary data.
6) Adoption of encryption software to safeguard confidential documents ( e.g, email
transmissions)

The aforementioned policies, procedures, and regulations can be found in the updated employee
handbooks and also will be included in the revised employee contracts.

All employees will need to sign a confidentiality agreement pertaining to the revised data
protection policies and the new regulations/procedures of XYZ,Inc.

Please feel free to reach out to either your department manager, HR team member, or to myself if
you have any questions or concerns. Your cooperation is highly appreciated. Thank you.

Respectfully Yours,

Whe Ow
Human Resource Manager
XYZ,Inc.