Document Code: NeftalyP371
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 21 November 2025
Next Review Date: 21 May 2026
Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCR)
NeftalyP371-1: CEO Statement on the Launch of the Policy
To the Neftaly Chairperson, Neftaly Board, Neftaly Royal Chiefs, and the entire Neftaly Human Capital Community,
I am honoured to launch the Neftaly Human Capital Private Chats Suspension Management Policy (NeftalyP371).
Effective communication is essential for a collaborative and respectful Human Capital environment. However, private chat platforms may sometimes be misused, causing disruptions, breaches of confidentiality, or violations of organisational policies. This policy establishes the procedures for suspending private chat privileges in a fair, consistent, and compliant manner, ensuring workplace safety, integrity, and operational efficiency.
My message shall end here.
Signed:
Neftaly Malatjie
Chief Executive Officer
Neftaly
NeftalyP371-2: Scope
NeftalyP371-2-1: This policy applies to:
- NeftalyP371-2-1-1 All Neftaly Human Capital staff, officers, representatives, and affiliates using private chat channels for official or personal communication on Neftaly systems.
- NeftalyP371-2-1-2 Digital platforms including email chat, instant messaging apps, collaboration tools, and any other private chat services provided or sanctioned by Neftaly.
- NeftalyP371-2-1-3 Situations where chat usage may violate policies, codes of conduct, or legal requirements.
NeftalyP371-3: Definitions
| Term | Definition |
|---|---|
| Private Chat | Any direct or group message communication using Neftaly-provided or sanctioned platforms. |
| Suspension | Temporary removal or restriction of access to private chat capabilities. |
| Chat Misuse | Behaviour including harassment, threats, sharing confidential information, or violation of organisational policies. |
| Chat Administrator | A Neftaly-appointed officer responsible for monitoring and managing chat platforms. |
| Data Retention | Preserving chat records in accordance with organisational and legal requirements. |
NeftalyP371-4: Objectives
- NeftalyP371-4-1 Ensure respectful, safe, and secure private chat communication across all Human Capital units.
- NeftalyP371-4-2 Prevent misuse of private chat channels that may affect staff, operations, or organisational reputation.
- NeftalyP371-4-3 Provide a clear, standardised process for suspending private chat access when necessary.
- NeftalyP371-4-4 Protect sensitive, confidential, and organisational information from unauthorized sharing.
- NeftalyP371-4-5 Promote accountability and adherence to Neftaly policies, governance, and legal requirements.
NeftalyP371-5: Roles and Responsibilities
NeftalyP371-5-1 Neftaly Chief Executive Officer (NeftalyCER)
- NeftalyP371-5-1-1 Approves overall private chat suspension policy and high-level disciplinary actions.
NeftalyP371-5-2 Neftaly Chief Human Capital Officer (NeftalyCHCR)
- NeftalyP371-5-2-1 Oversees policy enforcement, compliance, and approval of chat suspension cases.
NeftalyP371-5-3 Neftaly Human Capital Chat Administration Unit
- NeftalyP371-5-3-1 Monitors private chat platforms for misuse.
- NeftalyP371-5-3-2 Initiates investigations and documents incidents.
- NeftalyP371-5-3-3 Implements temporary or permanent chat suspensions following approved procedures.
NeftalyP371-5-4 Neftaly Officers / Supervisors
- NeftalyP371-5-4-1 Report suspected misuse of private chats.
- NeftalyP371-5-4-2 Support investigations and ensure affected staff are informed appropriately.
NeftalyP371-5-5 Human Capital Staff
- NeftalyP371-5-5-1 Comply with chat usage policies.
- NeftalyP371-5-5-2 Respect confidentiality and avoid prohibited communication behaviours.
- NeftalyP371-5-5-3 Cooperate with any investigations or suspension procedures.
NeftalyP371-6: Procedures
NeftalyP371-6-1 Detection and Reporting
- NeftalyP371-6-1-1 Misuse can be reported via the Neftaly Chat Incident Report Form (NeftalyT371-01).
- NeftalyP371-6-1-2 Chat administrators monitor usage for policy compliance.
NeftalyP371-6-2 Investigation
- NeftalyP371-6-2-1 Assess the nature, frequency, and impact of the misuse.
- NeftalyP371-6-2-2 Collect chat logs and evidence using NeftalyT371-02: Chat Monitoring Log.
NeftalyP371-6-3 Suspension Decision
- NeftalyP371-6-3-1 Chat suspension may be temporary or permanent, depending on severity.
- NeftalyP371-6-3-2 Suspension approval requires:
- Minor issues: NeftalyCHCR
- Major violations: CEO approval
NeftalyP371-6-4 Notification
- NeftalyP371-6-4-1 Notify affected staff in writing of the suspension, reasons, duration, and appeal procedures.
- NeftalyP371-6-4-2 Maintain confidentiality during the process.
NeftalyP371-6-5 Appeals and Review
- NeftalyP371-6-5-1 Staff may appeal a suspension within 7 working days using NeftalyT371-03: Suspension Appeal Form.
- NeftalyP371-6-5-2 Appeals are reviewed by a panel consisting of NeftalyCHCR and an independent officer.
NeftalyP371-6-6 Restoration
- NeftalyP371-6-6-1 Reinstatement of private chat access occurs after the suspension period or upon resolution of the incident.
- NeftalyP371-6-6-2 Ensure all corrective actions and training are completed prior to restoration.
NeftalyP371-7: Templates, Documents and Forms
- NeftalyP371-7-1 NeftalyT371-01: Chat Incident Report Form
- NeftalyP371-7-2 NeftalyT371-02: Chat Monitoring Log
- NeftalyP371-7-3 NeftalyT371-03: Suspension Appeal Form
- NeftalyP371-7-4 NeftalyT371-04: Chat Suspension Notification Letter
- Extended list includes investigation checklists, staff communication guides, and compliance trackers.
NeftalyP371-8: Compliance
NeftalyP371-8-1 All staff must comply with:
- NeftalyP371-8-1-1 Neftaly Human Capital Code of Conduct
- NeftalyP371-8-1-2 Neftaly Digital Communication Guidelines
- NeftalyP371-8-1-3 Legal and regulatory obligations (e.g., data protection, harassment laws)
NeftalyP371-8-2 Non-compliance may result in corrective measures, disciplinary action, or permanent suspension of private chat privileges.
NeftalyP371-9: Frequently Asked Questions (Preview)
- What constitutes misuse of private chats?
- Who can approve a chat suspension?
- Can staff appeal a suspension?
- How long does a suspension last?
- Are chat logs retained during suspension?
- Can personal chats be affected?
- What corrective actions accompany suspension?
- How is confidentiality maintained during investigations?
- Are temporary suspensions recorded in personnel files?
- How is compliance monitored post-suspension?