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Personnel Security Policy

1. Introduction

1.1 Purpose

The purpose of this Personnel Security Policy is to establish guidelines and procedures to ensure the integrity, reliability, and trustworthiness of Verv Energy's employees, contractors, and third-party service providers. This policy aims to protect Verv’s assets, information, and operations from potential threats posed by personnel.

1.2 Scope

This policy applies to all employees, contractors, and third-party service providers who have access to Verv’s facilities, information systems, or sensitive information.

1.3 Objectives

  • Ensure that personnel are suitable for their roles and responsibilities.
  • Minimise the risk of insider threats.
  • Promote a culture of security awareness and responsibility.
  • Comply with relevant legal, regulatory, and contractual obligations.

2. Roles and Responsibilities

2.1 Human Resources (HR) Department

  • Implement and maintain the personnel security policy.
  • Conduct pre-employment screening and background checks.
  • Manage the induction and ongoing security training programmes.
  • Handle termination procedures in a secure manner.

2.2 Managers and Supervisors

  • Ensure that their team members comply with the personnel security policy.
  • Report any security incidents or concerns to HR or the Information Security Manager.
  • Participate in security awareness programmes and promote a culture of security within their teams.

2.3 Employees

  • Adhere to all personnel security policies and procedures.
  • Report any suspicious activities or security breaches to their supervisor or HR.
  • Participate in security training and awareness programmes.

3. Personnel Security Measures

3.1 Pre-Employment Screening

  • Identity Verification: Verify the identity of all new hires through appropriate documentation such as passports, driving licences, or other forms of identification.

3.2 Employment Agreements

  • Confidentiality Agreements: Require all employees, contractors, and third-party service providers to sign confidentiality agreements as part of their employment contracts.
  • Code of Conduct: Ensure that all personnel are aware of and agree to abide by Verv’s Code of Conduct, which includes guidelines on acceptable behaviour, ethics, and security practices.

3.3 Training and Awareness

  • Induction Training: Provide security induction training for all new hires, covering the company’s security policies, procedures, and expectations.
  • Ongoing Training: Conduct regular security awareness training sessions to keep all personnel informed about current threats, security practices, and company policies.
  • Role-Based Training: Provide specialised security training tailored to specific roles and responsibilities within the company.

4. Access Control

4.1 Physical Access

  • Identification Badges: Issue identification badges to all employees, contractors, and visitors, which must be worn at all times while on Verv premises.
  • Access Levels: Assign access levels based on job roles and responsibilities, ensuring that personnel have access only to the areas and information necessary for their roles.
  • Visitor Management: Implement a visitor management system to log and monitor all visitors to Verv facilities. Visitors must be escorted by an authorised employee at all times.

4.2 Information Access

  • User Accounts: Provide unique user accounts for all personnel, ensuring that access to information systems is based on the principle of least privilege.
  • Regular Reviews: Conduct regular reviews of access rights to ensure that they remain appropriate based on personnel roles and changes.

5. Monitoring and Reporting

5.1 Monitoring

  • Activity Monitoring: Monitor employee activity on information systems to detect and respond to suspicious behaviour or security breaches.
  • Audits: Conduct regular audits of access logs and other security-related records to ensure compliance with the personnel security policy.

5.2 Reporting

  • Incident Reporting: Establish clear procedures for reporting security incidents or suspicious activities. All personnel must report any potential security breaches to their supervisor or HR immediately.
  • Whistleblowing: Provide a confidential whistleblowing mechanism for employees to report unethical or suspicious behaviour without fear of retaliation.

6. Termination Procedures

6.1 Exit Process

  • Notification: Ensure that HR is notified of all terminations, whether voluntary or involuntary, in a timely manner.
  • Access Revocation: Immediately revoke all physical and electronic access for terminated employees, including access to buildings, information systems, and email accounts.
  • Return of Assets: Ensure that all company assets, including identification badges, keys, laptops, and mobile devices, are returned before the employee’s departure.

6.2 Exit Interviews

  • Interviews: Conduct exit interviews with departing employees to understand the reasons for their departure and to identify any potential security concerns.
  • Feedback: Use feedback from exit interviews to improve personnel security measures and address any identified issues.

7. Policy Compliance

7.1 Audits and Inspections

  • Regular Audits: HR, in collaboration with the Information Security Manager, will conduct regular audits and inspections to ensure compliance with the personnel security policy.
  • Corrective Actions: Any identified deficiencies will be addressed promptly, and corrective actions will be implemented to prevent recurrence.

7.2 Disciplinary Actions

  • Non-Compliance: Employees found to be in violation of the personnel security policy may face disciplinary actions, up to and including termination of employment.
  • Reporting: Any deliberate breach of security protocols must be reported to HR for investigation.

8. Review and Update

8.1 Policy Review

  • Annual Review: The personnel security policy will be reviewed annually to ensure its continued relevance and effectiveness.
  • Updates: The policy will be updated as needed to reflect changes in the threat landscape, technological advancements, and best practices.

9. Conclusion

Verv is committed to ensuring the integrity, reliability, and trustworthiness of its personnel. This Personnel Security Policy provides the framework for protecting the company against threats posed by personnel. By adhering to the standards and procedures outlined in this policy, Verv can maintain a secure environment conducive to its mission and objectives.