NOVARIC^® Corporate Email Policy

This policy establishes the standards, rules, and governance requirements for all email communications sent by or on behalf of NOVARIC^® entities. It applies to all employees, contractors, and AI systems including NOVARIC^® Nexus.

Our corporate email usage policy helps NOVARIC^® employees to use their company email addresses appropriately. Email is essential to our everyday jobs. We want to ensure that our employees understand the limitations of using their corporate email accounts.

Our goal is to protect our confidential data from breaches and safeguard our reputation and technological property.

This policy applies to all employees who are assigned (or given access to) a corporate email. This email may be assigned to an individual (e.g. name.surname@novaric.co) or department (e.g. accounts@novaric.co).

All official NOVARIC^® communications must originate from authorised NOVARIC^® domains only. Any communication from a non-NOVARIC^® domain claiming to represent NOVARIC^® should be treated as fraudulent and reported immediately to urgent@novaric.co.

All emails must include the approved NOVARIC^® email signature. Communications must be professional, accurate, and compliant with the NOVARIC^® Brand Guidelines. All emails are subject to GDPR data protection requirements.

Corporate emails are powerful tools that help employees in their jobs. Employees should use their company email primarily for work-related purposes. However, we want to provide employees with some freedom to use their emails for personal reasons.

Inappropriate use of company email

Our employees represent our company whenever they use their corporate email address. They must not:

• Sign up for illegal, unreliable, disreputable or suspect websites and services.
• Send unauthorised marketing content or solicitation emails.
• Register for a competitor’s services unless authorised.
• Send insulting or discriminatory messages and content.
• Intentionally spam other people’s emails, including their coworkers.

Our company has the right to monitor and archive corporate emails.

Appropriate use of corporate email

Employees are allowed to use their corporate email for work-related purposes without limitations. For example, employees can use their email to:

• Communicate with current or prospective customers and partners.
• Log in to purchased software they have legitimate access to.
• Give their email address to people they meet at conferences, career fairs or other corporate events for business purposes.
• Sign up for newsletters, platforms and other online services that will help them with their jobs or professional growth.

Employees are allowed to use their corporate email for some personal reasons. For example, employees can use their corporate email to:

• Register for classes or meetups.
• Send emails to friends and family as long as they do not spam or disclose confidential information.
• Download ebooks, guides and other content for their personal use as long as it is safe and appropriate.

Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines.

Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. These issues can compromise our reputation, legality and security of our equipment. Employees must:

• Select strong passwords with at least eight characters (capital and lower-case letters, symbols and numbers) without using personal information.
• Remember passwords instead of writing them down and keep them secret.
• Change their email password every two months.

Employees should always be vigilant to catch emails that carry malware or phishing attempts. We instruct employees to:

• Avoid opening attachments and clicking on links when content is not adequately explained.
• Be suspicious of clickbait titles.
• Check email and names of unknown senders to ensure they are legitimate.
• Look for inconsistencies or style red flags (e.g. grammar mistakes, capital letters, excessive exclamation marks).

If an employee is unsure that an email they received is safe, they can ask our Security Specialists. We remind employees to keep their anti-malware programs updated.

All emails must include the approved NOVARIC^® email signature. The NOVARIC^® Administration Team has been set up by IT with a company email signature that exudes professionalism and represents our company well.

Employees should not include their own email signatures. If you are unsure how this works, ask for help from our IT department at contact@novaric.co.

Emails sent by NOVARIC^® Nexus (nexus@novaric.co) are governed by the NOVARIC^® Nexus AI Operations Governance Framework. All automated emails are processed through the NOVARIC® Nexus D-167 compliance pipeline, which enforces tone, GDPR checks, security disclosure checks and compliance audit logging. All automated communications include a system notice identifying the message as AI-managed.

Employees who do not adhere to the present policy will face disciplinary action up to and including termination. Example reasons for termination are:

• Using a corporate email address to send confidential data without authorisation.
• Sending offensive or inappropriate emails to customers, colleagues or partners.
• Using a corporate email for an illegal activity.

NOVARIC^® Admin Team — Sign in with Microsoft

• WhatsApp Business Messaging Policy — NOVARIC^® corporate Resources platform.
• Data Protection & Privacy — on this site.
• NOVARIC^® Brand Guidelines — corporate Resources platform.
• Fraud Awareness — on this site.
• NOVARIC^® Code of Ethics — on this site.

Browse Communications Governance documents →

Content consolidated from the NOVARIC^® corporate platform sources listed above and published on novaric.eu as the authoritative European reference copy.