Company Resources

Company Resources

Using Company Assets and Resources

Any kind of property, asset, equipment, vehicle, computer, computer software, etc. that belongs to the Company and is provided to the employee to perform daily tasks cannot be used by the employee for personal benefits or for another person’s interests.  

Company phones, personal computers, copiers and fax machines, supplies, postal services, emails, notice boards and meeting rooms are principally for company use. Using these or other company resources for personal purposes may harm the information flow, which is critical.  

Company phone and the company address, email, internal communication and messaging system must not be used for personal correspondence or communications. Attention must be paid to keep personal phone conversations short.  

When using resources on behalf of Aydem Enerji companies, we consider the Company’s interests and pay attention to protect the company assets. We avoid losing, damaging, misusing and wasting the Group’s assets. If there is no benefit to the Company, we do not use the Company’s assets or facilities under any name whatsoever for purposes other than company business, regardless of whoever benefits from such use. If there is a public interest or obligation, approval must be obtained from the General Manager of the relevant business unit.  

Use of Technology

Aydem Enerji’s internet and intranet system is for business-related activities, communications and research. It cannot be used for other purposes (to watch movies/shows, etc.) and/or for obscene, pornographic or terrorism-related purposes. In addition, employees must not install or use unlicensed software on company computers. It is strictly forbidden to use company mobile devices to send messages that are harassing, threatening or that could damage the reputation of the Company.

External Assignments

Employees cannot engage in works that require them to be considered merchants or tradespeople (“Mercantile business” or “Tradesperson business”) directly or indirectly, cannot serve as a board member or auditor at companies other than Aydem Enerji companies without written approval from the relevant top executive, and cannot work for a fee or free of charge in any commercial business of natural persons or legal entities without prior written approval.

An employee may receive offers to participate in external activities as a paid or unpaid speaker or consultant due to the experience they have gained over the course of their business life. Such opportunities must be reviewed by the top executive of the relevant business unit and Corporate Communications Director in order to determine if there is a conflict between personal and corporate interests.

Business-Related Communications and Records

All kinds of communication, either written or verbal, must be professional and in compliance with our code of ethics. What we say, what we write and what we do must clearly reflect the ethics and expectations of Aydem Enerji, and must indicate the existence of a healthy, personal judgement. We must always avoid exaggeration, misguidance, lexiphanicism, extremely short statements, legal speculations, and words and behaviors that belittle persons, companies, or their products and services.

Everything that the employees say, write and do must be aimed at protecting and reflecting the honesty and reputation of Aydem Enerji. This policy applies to all types of communication including voice messages, emails, official notes and reports.

Email

An email is an important way of communicating internally and externally. Emails are records that can be disclosed only if it is legally obligatory to do so; otherwise, they must be kept confidential. An email that does not comply with our code of ethics can under no circumstances be written or sent.

All emails must be created considering the fact that they might be used as legal records, and must be written in a formal language. All kinds of messages must be sent according to all applicable policies and protected against unauthorized access.

Basic rules to be followed when handling emails are as follows:

• Emails are used when required by the job.
• When writing an email, it must be remembered that it can be considered a written record; therefore, it must be written using respectful, open, honest and precise statements. Hyperbolic statements, frivolous language, slang or derogatory remarks must be avoided when writing emails.  
• Replies must contain adequate information to avoid any misunderstanding. Email communications must comply with our code of ethics and policies, as well as the nature and purpose of such communications, and each message must be carefully reviewed before being sent.  
• Our standards for information protection and security also apply to email communications. Because email messages are sent to recipients outside the Company via public networks such as the internet, and they may stop or be misdirected in this process. For this reason, extreme care must be taken to ensure that the emails written do not contain any information that could be used to harm the Company, its customers, employees or shareholders.  
• If confidential information must be sent over the internet, secure (encrypted) emails must be used. ‘Highly Confidential Information’ related to the business must not be sent outside the Company via email.  
• In order to reduce the risk of customer information being exposed, if a customer sends an email that contains personal information, such information must be deleted from the reply message.  

Emails must not be used for:

• Sending or storing messages that might be considered offensive, derogatory or hostile;  
• Sending or storing messages that contain virus warnings or jokes (such warnings must be reported to the Information Security Management);  
• Engaging in communications or activities that might harm Aydem Enerji or any of its customers or shareholders;
• Forwarding chain messages that contain protests, donations or statements that exploit people’s emotions (those who send such messages must be warned, and the Code of Ethics Consultant must be informed of the presence of such chain messages in the system);  
• Sending messages that are not business-related and are aimed at entertainment; containing game, sound or image attachments that may affect the system capacity negatively;  
• Chatting on messenger programs during working hours; sending emails and messages to the extent that the work is neglected.  

Monitoring the Employee’s Use of Emails and Other Systems

Aydem Enerji reserves the right to monitor if the email, computer files or systems entrusted to employees are being used for the intended purpose.

The Company has the right to check and, when necessary, intervene and read all email communications. All kinds of document theft, contract theft, and unauthorized photo shootings, as well as any questions to employees with the aim of leaking information are considered security breaches. The personnel acknowledges this practice in advance. If the data/information security breach was made by an employee of the Company, disciplinary provisions shall apply for the relevant employee and the authorized person who committed negligence in that case. If it was made by an external person or organization, legal actions shall be taken if deemed necessary.

Within the scope of the ethical review and disciplinary proceedings, the Directorate of Internal Audit and Control is the only business unit that is authorized to review the device and software (notebook, external data storage device, mobile phone, tablet, email, Skype, SMS, etc.) entrusted to the employee by the Company. The Directorate of Internal Audit and Control may request the relevant records from the Directorate of Information Technologies in writing to review them. This authorization can never be transferred to another unit and the data cannot be shared with internal/external third parties. The Directorate of Internal Audit and Control is the sole holder of such authority as per the precedents by the Constitutional Court and the Supreme Court, as well as the Personal Data Protection Law (KVKK) and the related legislation, and the relevant articles of the Information Security Policy of Aydem Enerji.