26. Email Security

Security

All email correspondence must be sent and received through the company’s email system, which contains the information and disclaimers that the company requires on all emails.

SAGH shall not be held liable if you store or use confidential information such as passwords and credit card information on the company email and computer systems which results in you suffering loss for any reason whatsoever.

Email use, and indeed the use of all company resources, is restricted to work-related issues and may not be used in the commission of any unlawful activity whatsoever, whether of a civil or criminal nature or in any way calculated to overburden the resources of the company.

Any resource owned or licensed by the company may not be copied, emailed, or removed without prior written agreement.

All emails have security encryptions and should not be changed to a format that is not compliant with the Company’s email setup process.

All emails are securely backed up on the server provided that the user’s email is setup as an IMAP and not as a POP. It is the user’s responsibility to make sure that they are setup correctly. Should a user need assistance in setting up their email they can contact support@goldenhomes.co.za However, please note that any items deleted from the Trash/Spam/Deleted folders as permanently deleted will also delete the email from the server. SAGH will not be responsible for any emails that have been permanently deleted by the email user.

Due to POPI and PAIA requirements it is advisable for you save and then delete any sales related emails and documentation once the sale has registered. If you have uploaded the documents to the HUB they will be securely stored and accessible to you, should you need them, for a period of five years. For additional security you can request a separate email account which you can include in all your correspondence. This email is not stored on your Outlook and can be used as a security measure for the protection of these emails for a period of five years.

Please note: SAGH does not carry insurance to cover any email hacking done to your or your agents’ personal emails. SAGH carries insurance should the server hosting (Xneelo) the emails be hacked, and personal information has been stolen.

Setup

All emails are to be used in conjunction with a signature together with our disclaimer, your privy seal, and FFC, which are embedded in the email signature.

There is a standard choice of email signature for use and no signatures outside of the design and approval of the Company may be used.

For any help and assistance in email setup and signature design, contact support@goldenhomes.co.za.

Signature maintenance

On a yearly basis, each agent is required to update their signature with their latest FFC. The procedure is as follows:

1. Open the email sign attached in Microsoft word.
2. Edit document (enable editing).

• Right-click where it says PPRA (EAAB) registered agent. then choose or click edit hyperlink/ Hyperlink if no hyperlink was added.

1. On your keyboard press, the button Ctrl then letter A (this will highlight all words for the previous link used) then press delete or space bar to remove all link info.
2. Then paste your link for FFC then click okay.