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Terms & Conditions

UBM Hub Usage Policy

 

Scope

 

The UBM internal corporate social media software system known as the UBM Hub is intended to be used by employees of all the UBM group companies for the purposes of encouraging communication and collaboration across UBM. Whilst the UBM Hub offers huge potential benefits, it can also open the door to some significant risks if the appropriate procedures are not followed. This policy on the use of the UBM Hub is designed to help you understand the rules and guidelines which UBM expects to be observed by all users of the UBM Hub and to help you use these resources wisely.

 

Rules

 

 

All existing UBM group company policies apply to the use of the UBM Hub. In particular, employees should familiarize themselves with their company’s anti-harassment and anti-bullying policies, diversity and equal opportunities policies, disciplinary rules and policies, confidentiality and information technology policies, data protection and data privacy policies and share dealing policies which may be found in company employee handbooks and/or posted on intranets or in the UBM Hub. It is each individual's responsibility to ensure that they comply with those policies and with their individual contracts of employment, if applicable.

 

 

 

The UBM Hub is designed to be used as an open medium for internal exchange and collaboration and therefore use of the UBM Hub by unauthorized persons is prohibited. Do not attempt to share the contents of the UBM Hub beyond its intended internal audience.

 

 

This Policy is applicable to all those granted access to the UBM Hub. By accessing, browsing or using the UBM Hub, you acknowledge that you have read, understand and agree to be bound by this UBM Hub Usage Policy at all times.

 

 

You can also refer to our plain English wiki usage guidelines as outlined once you complete your login. If there is any discrepancy between the usage guidelines and this UBM Hub Usage Policy, this UBM Hub Usage Policy will prevail.

 

 

UBM may at any time without notice revise and update this Policy and the revised terms will take effect when they are posted on the UBM Hub. By continuing to use the UBM Hub after changes are posted, you accept and agree to be bound by any such revisions, and you are responsible for reviewing this Policy regularly to determine the current terms to which you are bound. To be notified automatically when this policy is updated, click on the "Receive email notificatons" link in the right column of this policy's page in the UBM Hub.

 

Security

 

The UBM Hub is provided strictly for UBM employees and contains company-confidential information. In exceptional cases, access for certain non-employees may be allowed, but must be approved in advance by the Wiki Community Manager in accordance with UBM's policy on wiki access for non-employees. Non-UBM employees are required to sign a non-disclosure agreement (NDA) specifically for the UBM Hub and must agree to be bound by the terms of this Policy. For additional assistance with the non-employee process, please email ubmhub@ubm.com.

 

 

  • - When a user account is created, the user will be assigned a unique random password. Immediately upon first log in to the UBM Hub, the user must change their password.
  • - The password system is one of the key methods for protecting confidential information on the UBM Hub. In order for the password system to be effective, it is essential that you keep your personal password confidential. In particular, you should not share your password with any other employees or anyone. You should also make sure you change your password periodically. Passwords should be at least eight characters in length and contain both letters and numbers that do not represent obvious combinations that could be easily guessed, including but not limited to words that could be found in the dictionary, names, letter patterns or words spelt backwards.
  • - You should protect your password. Do not write it down or leave it in an obvious, insecure location such as on your PC or work area.
  • - You must not use the username or password of another UBM Hub user.
  • - Be cautious if using non-UBM equipment to access the UBM Hub, as it may not provide the same level of security, therefore putting your user account and data at risk. If you are using a shared computer, be sure to log off after you have finished using the UBM Hub.
  • - Please follow UBM group company policies to secure your PC, laptop and mobile devices and make a report immediately if equipment is lost or stolen.

 

 

 

The UBM Hub should not be considered equally as secure as UBM network drives, which are protected by additional layers of security. Accordingly, each individual user must take this into account and exercise caution when deciding what information to post on the UBM Hub, and each individual user is responsible for protecting UBM group company confidential information and information which is commercially sensitive.

 

 

Confidentiality of Information

 

Great care should be used when posting content on the UBM Hub. Generally, anyone who has a UBM Hub user account can see all content on the UBM Hub, except in places that have been set up for restricted access. You should not automatically assume that others are aware of the confidential nature of the information that you have access to, so make sure you understand who has permission to view the content in the place where you intend to post content.

 

 

 

If you are posting information which could damage the competitive position of UBM or its group companies if it were made public, it is your responsibility to consider whether the UBM Hub is the safest way to share the information and make sure you understand who will have access to that particular information.

 

 

 

The UBM Hub should never be used to publish or store certain kinds of information:

 

  1. - Anything which might be considered price sensitive information (information which relates to UBM, is not public knowledge and which may lead to a substantial movement in the price of UBM’s shares);
  2. - Non-public information regarding the financial performance of the business or division (for example, divisional monthly results, budgets or forecasts);
  3. - Information regarding potential acquisitions, mergers or disposals or other material financial matters;
  4. - Anything that would violate the contract rights or any other rights of any person or entity if published ( - in particular, if you post third party content into the wiki you must confirm that you have secured the rights to share that content);
  5. - “Sensitive” information about individuals including information relating to physical or mental health, race or ethnic origin, gender, sexual orientation, trade union membership or criminal offences;
  6. - Information covered by attorney-client privilege or other legal privilege;
  7. - Information covered by a Non-disclosure Agreement, unless cleared in advance by your legal department and published only to a restricted place;
  8. - Confidential documentation or information received as a result of a business relationship or a potential acquisition (which could include pricing or other competitive information) and confidential information belonging to third parties, such as clients or suppliers.

 

 

If you have any concerns about whether particular information is confidential or is subject to any of the restrictions listed above, please contact your legal department BEFORE posting such information on the UBM Hub.

 

Conduct and Content

 

  1. - General standards of business conduct and appropriateness should be employed AT ALL TIMES when using the UBM Hub.
  2. - Individuals and organizational units are responsible for the content they create or manage, and individuals are personally responsible for their own activity on the UBM Hub.
  3. - Never make any personal attacks, or disparage UBM or any of its group companies or disparage competitors or any third party.
  4. - You must not use the UBM Hub to communicate in any manner any unlawful or inappropriate information or materials, including without limitation anything that is threatening, libellous, defamatory, inflammatory, harmful (including but not limited to viruses, corrupted files, or any other similar software or programs) or otherwise objectionable.
  5. - As with all company IT facilities, the UBM Hub must never be used in a way which harasses or is capable of constituting harassment, or which is offensive to others. Harassment is regarded as gross misconduct, and will lead to disciplinary action, which may result in immediate dismissal. For these reasons, you must not publish or store any of the following on the UBM Hub:


    1. - any offensive or inappropriate statements or material pertaining to race, nationality, ethnic origin, gender, sexual orientation, disability, age or any other personal characteristic;
    2. anything which could be regarded as offensive, obscene, indecent, pornographic or profane, in bad taste or immoral;
    3. - any other abusive, offensive, indecent messages or material.

 

 

Ultimately, it is for UBM and its group companies to determine what is appropriate, offensive or immoral. If you are in any doubt, then do not publish or upload the material. As a general rule, if any user of the UBM Hub (whether intended to view the page or not) might be offended by the contents of the page, or if the fact that the UBM Hub contains the material might harm the reputation of UBM or its group companies if that fact were made public, then it may not be published, uploaded or stored on the UBM Hub.

 

 

  1. - If you notice any material on the UBM Hub which might be considered offensive, you should report it to the Wiki Community Manager immediately. There is a “Report abuse” link on all user-created content pages on the UBM Hub for this purpose.
  2. - You must not undertake deliberate activity on the UBM Hub that results in any of the following:

    1. - wasting staff effort and interfering with the timely performance of work commitments
    2. - wasting IT resources
    3. - corrupting or destroying other users’ data
    4. - disrupting the work of other users.
  3. - You must not upload files to the UBM Hub without ensuring that the files are safe and free from Malicious Software (“MalWare”) (i.e. virus-free).

 

Privacy and Personal Data

 

  1. - You are responsible for complying with data privacy and data protection laws.
  2. - Ensure you do not violate the privacy of others - check first with a colleague before posting personal information that he or she might consider “private”.
  3. - By your continued use of the UBM Hub, you are consenting to the use and sharing of your personal data as set out in this Policy.
  4. - The day to day workings of the UBM Hub necessarily involves the processing of personal data (i.e. information that relates to or identifies an individual, including photographs). This will relate to employees within UBM and its divisions, as well as individuals outside the UBM Group (e.g. details about individual persons as part of suppliers and business partners). Accordingly, users of the UBM Wiki and the internal and external administrators or service providers of the UBM Hub will have access to such personal data (Jive Software hosts the UBM Hub application for UBM on servers maintained in the United States of America, which means that Jive’s support team has access to personal data on the UBM Hub).
  5. - Please consider the UBM Hub provided by UBM as “corporate” space - there should be no expectation of personal privacy in relation to your use of the UBM Hub platform or information you publish on the UBM Hub. UBM and the UBM group company you work for maintains the right to, at any time, review, audit, access, monitor, delete and disclose information you store or publish on the UBM Hub, and may investigate your activities on the UBM Hub and use that information for any purpose to the extent allowed by the country in which you are assigned to work. The reasons for such monitoring activities may include the need to ensure general compliance with this Policy, to prevent or investigate the use of the UBM Hub for unauthorised purposes, to prevent or detect alleged misconduct and to ensure the UBM Hub is operating effectively. Such monitoring activities will only be conducted by authorised personnel and will be subject to appropriate safeguards. We reserve the right to disclose information about your use of the UBM Hub to third parties in response to valid legal process or to protect the health or safety of an individual or the integrity of our systems.
  6. - The UBM Hub is a global platform available to all UBM employees and other authorized individuals around the world. Information about you as a professional and as an individual is available globally, and your access to and use of the UBM Hub constitutes your consent to the use and transfer of your personal data outside the European Economic Area.
  7. - If there are any questions or concerns with regard to the content on the UBM Hub, please contact the Wiki Community Manager, UBM’s Privacy Officer or your company’s Legal Department (where applicable) for advice.

 

Intellectual Property

 

The intellectual property of others must be respected at all times.

 

  1. - You may not post or redistribute any content that you do not have the right to post or redistribute.
  2. - In some cases, intellectual property must only be published and used in a particular jurisdiction (e.g. otherwise it can be subpoenaed by other jurisdictions outside of the country where the business is based). As the UBM Hub is a global platform, such intellectual property must never be published on the UBM Hub.
  3. - Any use of UBM or UBM group company logos downloaded or copied from the UBM Hub shall be subject to the applicable UBM or UBM group company trademark usage policies and procedures.
  4. - You may not post or redistribute any content that infringes a third party's intellectual property rights, rights of publicity or privacy. Do not use logos, trademarks or copyrighted material belonging to third parties on the UBM Hub, unless specific permission or legal clearance has been obtained. Always give proper attribution when quoting others.

 

Copyright guidance:

 

  1. - All written material may be subject to copyright, even if there is no copyright statement.
  2. - The fact that something is on the internet “for free” does not imply that we can make copies of it, or store it on our systems.
  3. - We do not have permission to put any third party material on the UBM Hub – this must be applied for on a case-by-case basis.
  4. - If material subject to a third party’s copyright is published, please confirm in the posting that you have secured the rights to publish it.
  5. - Linking from a UBM Hub entry to a third party source on the Internet avoids the problem of us breaching copyright by copying and pasting onto the UBM Hub.
  6. - Linking also is more transparent and allows users to see clearly the context of what they are reading.
  7. - Most sites do allow “deep linking” (meaning linking directly to the article level rather than the site home page) but not all do, so check the site’s terms and conditions.

 

 

For example:

 

  1. - DO NOT copy and paste the text of articles from the internet onto the UBM Hub unless you have obtained specific permission to do so from the source.


    1. DO provide a link to the article, provided it is permitted by the source and is from a safe and appropriate source.
  2. - DO NOT upload “photocopies” of an article/story.


    1. DO link to the online version, provided it is allowed and is from a safe and appropriate source.

 

Public Records, Discovery and Retention

 

All information which you store or publish on the UBM Hub is subject to the *UBM Record Retention Policy *(please see the document of this title in the wiki when you complete your login), including litigation holds issued by legal counsel.

 

 

Please remember that everything posted on the UBM Hub would be considered disclosable documents in legal proceedings. Therefore you should not write anything on the UBM Hub that you would not feel comfortable writing in a formal communication that would be the subject of discovery in any litigation.

 

 

Please routinely and periodically delete information you have posted from the UBM Hub when it is no longer of use.

 

 

Backups of the entire UBM Hub database are captured on a daily basis at approximately 12am PST (GMT-8). Should a catastrophic failure occur that would require rebuilding the system from a backup, any changes to the system between the backup and the failure would be lost.

 

Wiki Administration

 

The overall administration of the UBM Hub is the responsibility of the Wiki Community Manager. This role is responsible for managing the development of the online community in the UBM Hub, as well as technical administration of the system. This role is not responsible for content created by others on the UBM Hub, but may access and modify content as deemed necessary for the general administration of the site.

 

General Provisions

 

You are responsible for material you publish on the UBM Hub and for compliance with applicable local laws. UBM will not be liable for any damages including, without limitation, indirect or consequential damages, or any damages whatsoever, whether in action of contract, statute or tort, arising out of or in connection with the use of the UBM Hub. If any part of this Hub Usage Policy is held to be unenforceable, the unenforceable part shall be given effect to the greatest extent possible and the remainder will remain in full force and effect. This Hub Usage Policy will be governed by and construed in accordance with the laws of England and Wales, and are subject to the exclusive jurisdiction of the Courts of England and Wales. We suggest that you print out a copy of this Hub Usage Policy for your records.

 

 

Behaviour that breaches this Policy should be reported to the Hub Community Manager immediately.

 

 

UBM and its group companies may investigate complaints or violations of this Policy and any breaches will be treated very seriously. Notwithstanding any other terms or policies, UBM and its group companies may take any action it deems appropriate including, without limitation, revoking access to the UBM Hub at any time and instigating disciplinary action, which may result in termination of employment or contract.

 

 

References in this policy to ‘UBM’ shall mean United Business Media Limited. References in this policy to ‘UBM group company’ and ‘UBM group companies’ shall mean UBM and each of its subsidiaries and associated undertakings, each of its parent undertakings and all the other subsidiaries and associated undertakings of each of its parent undertakings. References in this policy to the ‘UBM group’ shall mean UBM and the UBM group companies. All references in this policy to UBM and UBM group companies shall include any successor in title or assign of UBM and the UBM group companies.