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Mobile Device Policy Details

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1.0 Purpose

To describe the company requirement to protect corporate data on mobile devices such as mobile phones and tablets. This policy is applicable to all divisions of Unipart group and supplements any divisional mobile device procurement and use policy. Some parts of the business may be required to operate under more stringent conditions than described in this policy; in such cases affected individuals will be notified and will be expected to work within those higher requirements.

2.0 Scope

This policy applies to all Unipart People using any mobile device that could be used to access Unipart Systems, including personal devices (see also Use of Personal Device Policy). For the purpose of this policy ‘Unipart People’’ are defined as: (i) all established and fixed term employees who work under a contract of employment; and (ii) any other person engaged to work on corporate premises, remote workers, (including any persons engaged as a consultant, third party service provider, worker or agent) whether through third parties or directly. For the purpose of this policy ‘Unipart Systems’ are defined as all information processing facilities and equipment used in support of business operational activities to store, process and transmit information.

3.0 Standards and requirements

3.1 Unipart people must:

  • Employ reasonable physical security measures to protect devices against unauthorised access and/or theft by locking the device with a pin code of at least 6 digits or biometrics i.e.Face id or fingerprint reader
  • Return devices for permanent erasure once their use is no longer required and ensure they have been factory reset and signed out of any associated accounts with passwords and biometric security removed so they can be allocated to another user
  • Enrol in the company MDM (Mobile Device Management) platform i.e. Google Device Policy; to enforce the use of passwords or pins on personally owned devices to help prevent non authorised access to corporate services. If this is not possible the device must not be used
  • Immediately report any lost or stolen devices to their manager and Unipart’s IT Security Team;
  • Maintain the latest version of operating system software; If phone software becomes unsupported, request replacement using existing divisional procedures
  • Adhere to this policy in conjunction with any local Divisional or site policies
  • Report suspected breaches of the security policies without delay to your line management, the IT department, the Information Security department, or the IT helpdesk

3.2 Unipart people must not:

  • Use a Unipart-provided mobile device in lieu of a personal device (e.g.phone or ipad)
  • Attempt to use a personally owned device which has been modified in a way that is not permitted by the network (carrier) or the device manufacturer (also known as ‘rooting’ or ‘jailbreaking’)
  • Modify or attempt to modify the device functionality unless required or recommended by Unipart

3.3 IT department

  • On notification of a mobile device with access to Unipart corporate e-mail or other corporate services being lost or stolen, the device must be remote wiped and decoupled from corporate services
  • Upon notification of a lost or stolen device report the incident to the IT Security team

4.0 Monitoring

Unipart monitors use of Unipart systems including email and internet access, to ensure:
  • The effective running of the systems,and
  • The security of information and to ensure, and
  • Compliance with legal and regulatory requirements, and;
  • Compliance with the standards described in section 3 of this policy.
Unipart reserves the right, as part of any investigation or discovery process, to inspect the contents of documents and files, emails or any other form of communications that are sent or received using Unipart systems or personal devices accessing Unipart Systems or being used to conduct Unipart Business. Where monitoring reveals instances of suspected misuse, these will be investigated and, if confirmed, appropriate action taken according to the user’s terms of engagement.

5.0 Exceptions

Any exception to the policy must be approved by the IT Security Team as described in the information security exception policy.

6.0 Violations of this policy

All suspected violations of this policy will be investigated and relevant action taken. In the case of Unipart colleagues working under a contract of employment this may include disciplinary action, in the most severe cases, up to and including dismissal for gross misconduct. For those Unipart colleagues who do not work under a contract of employment, all failures to comply will be dealt with in accordance with the terms of their engagement.

7.0 Responsibilities

All those persons referred to within the scope of this policy are required to adhere to its terms and conditions. Individual managers are responsible for ensuring that this policy is applied within their own area. Any queries on the application or interpretation of this policy must be discussed with the IT security department prior to any action being taken. This policy will be reviewed annually. Any material amendments will be subject to the approval of the Executive Leadership Team.
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