Email Policy for Auraveni Solutions

1. Purpose of the Email Policy

This policy defines the proper use of Auraveni Solutions’ email systems for all employees, contractors, and authorized representatives. It ensures that every email communication:

• Reflects our brand professionalism.
• Maintains data confidentiality and integrity.
• Prevents unauthorized disclosure of sensitive or proprietary information.

2. Scope

This policy applies to:

• All official emails sent from @auraveni.com and @auravenisolutions.com domains.
• Communications with clients, partners, vendors, and third parties.
• All employees, interns, contractors, and consultants of Auraveni Solutions.

3. Confidentiality Notice

All emails sent from Auraveni Solutions contain the following disclaimer:

“This email and any attachments are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error, please notify the sender immediately and delete it. Any unauthorized copying, disclosure, or distribution of this material is strictly prohibited.”

4. Email Communication with Clients and Users

When communicating with our clients, users, or partners, we ensure:

• Emails are professional, accurate, and relevant to the business relationship.
• Confidential information (such as project details, credentials, or financial data) is shared only through secure channels.
• Marketing or promotional emails are sent only with prior consent, in compliance with GDPR and CAN-SPAM regulations.
• Attachments are verified to be virus-free and relevant to the intended communication.

5. Employee Email Usage Guidelines

All employees must adhere to the following rules when using company email accounts:

• Use company emails strictly for official business communication only.
• Do not use company email to register for personal or unrelated external websites, newsletters, or platforms.
• Avoid sending non-business or offensive content.
• Refrain from forwarding confidential client or company information to unauthorized persons.
• Do not use company email for job applications, personal financial accounts, or unrelated commercial activities.
• Avoid mass mailing or spamming without prior management approval.

6. Prohibited Activities

Employees and authorized users must not:

• Send chain letters, hoaxes, or unsolicited messages.
• Share confidential information with competitors or external entities.
• Use company email for political, religious, or personal campaigning.
• Download or open suspicious attachments that could compromise system security.

7. Monitoring and Compliance

• All company email accounts are subject to monitoring for security, compliance, and business continuity.
• Auraveni Solutions reserves the right to audit, access, and review email content if misuse or data breach is suspected.
• Non-compliance may result in disciplinary actions, including suspension or termination.

8. Data Protection and Security

• All email data is stored securely and in compliance with GDPR and IT data protection laws.
• Encryption tools must be used for transmitting sensitive or client-related information.
• Passwords for email accounts must remain confidential and regularly updated.
• Backup and archival processes are maintained to preserve communication integrity.

9. Email Retention

Emails related to client projects, billing, and communication records are retained as per Auraveni’s data retention policy. Non-essential emails should be periodically deleted to maintain storage efficiency.

10. Reporting Misuse

If an employee or recipient believes an email was received in error or suspects misuse of an Auraveni email account, they should immediately report it to:

contact@auravenisolutions.com

11. Policy Updates

Auraveni Solutions reserves the right to amend this policy periodically to align with new technologies, legal requirements, or company objectives. All updates will be published on our website at www.auraveni.com.

12. Contact Information

For any questions about this Email Policy, please contact:

• 033 3544 8771
• 56A/69 Putiary Banerjee Para Road, Kolkata, West Bengal 700041
• contact@auravenisolutions.com