Email, data and social media policy for Mtandao staff, members and subscribers

Scope

  • This policy applies to all Mtandao staff, members and subscribers who use Mtandao email accounts, the africasocialwork.net website, and Mtandao social media accounts (Facebook, X/Twitter, LinkedIn, YouTube, Instagram).
  • It is guided by Ubuntu and Ukama (relationality) principles, which recognise that the security of one member of the network is a shared responsibility. Our privacy and cookie policy, available at africasocialwork.net, sets out how Mtandao handles personal data with dignity, transparency, and relational care.

Email security

  • Log off from your email account at the end of every session. Do not leave an email session open on a shared or unattended device.
  • Do not share your login details with anyone. Each person is responsible for their own account.
  • Only respond to emails that are about manuscripts and journal matters. If you receive an email on a different subject, do not respond to it. Inform your supervisor or the Director about it before deciding whether to forward it.
  • Be alert to spam and scam emails. Common signs include: unsolicited requests for payment or personal information; urgent or threatening language; email addresses that do not match the sender’s stated organisation; links asking you to verify login details. Do not click on suspicious links or attachments. If you are unsure whether an email is legitimate, do not respond. Inform your supervisor or the Director before taking any action, including forwarding.

Professional email conduct

  • Every email sent from a Mtandao account must follow these standards.
  • Salutation: Begin every email with an Ubuntu salutation. Use a greeting in an African language followed by the recipient’s name. Examples include: Greetings, Sawubona, Habari, Mhoro, or Dumela. This reflects Mtandao’s relational values and affirms connection before business.
  • Signature: Every email must end with a full signature. The signature should include your full name, your role or title within Mtandao, the organisation name (Mtandao / ASWDNet), the website (africasocialwork.net), and any relevant contact details. Do not send emails without a signature, including short replies.
  • Tone and content: Write clearly and respectfully. Emails represent Mtandao and should reflect Ubuntu values of dignity and mutual respect. Do not use informal language, abbreviations, or language that could be misread as dismissive or disrespectful.

CC and BCC rules

  • CC (copy): Use CC when you are including someone who needs to be aware of the email but is not the primary recipient. CC only people who have a direct and legitimate interest in the communication. Do not CC people routinely or to create a record of activity. Always inform the primary recipient in the body of the email if others have been copied, for example: “I am copying in [name] as they are coordinating this matter.”
  • BCC (blind copy): Use BCC carefully and only in the following situations: when sending a group email to multiple recipients who do not know each other, to protect their privacy by keeping addresses hidden from one another; when communicating with a large list of members or subscribers; or when you have been advised by your supervisor or the Director to do so for a specific purpose. Do not use BCC to hide correspondence from the primary recipient in a way that could be considered misleading or a breach of trust. When in doubt, ask before using BCC.
  • Reply all: Use Reply All only when your response is relevant to everyone on the thread. Avoid Reply All for brief acknowledgements or messages intended for one person only.

Storage and data

  • Mtandao storage space and data are for organisational purposes only. Do not use them for unreasonable personal use. This includes watching or downloading large video files, streaming content, sharing Mtandao data with people outside the organisation, or conducting long personal video meetings using Mtandao’s connection or platforms. Excessive personal use places strain on shared resources and may compromise the security and availability of organisational systems. If you are unsure whether a particular use is appropriate, check with your supervisor or the Director before proceeding.

Website

  • Only log in to the africasocialwork.net website when you have a specific task to carry out. Log off immediately when you have finished.
  • Do not share website login credentials. If you believe your credentials have been compromised, notify your supervisor or the Director without delay.
  • Mtandao does not sell personal information to third parties and works with service providers only as necessary for website hosting and operations. Staff and members should not share member data or submission data outside these purposes.

Social media

  • Only authorised staff may post on Mtandao social media accounts. Do not share social media account passwords.
  • Do not respond to messages or comments that are abusive, that solicit personal information, or that appear to be phishing attempts. Report these to your supervisor or the Director.
  • Do not post content that has not been approved, or that discloses personal information about members, authors, or reviewers.

Reporting

  • Any suspected security incident, including phishing, unauthorised access, or a suspicious email, should be reported to your supervisor or the Director as soon as possible.

Review

  • This policy will be reviewed annually or following any significant security incident.

Last updated: June 2026