SUMMARY

Security breaches are increasingly common, and our company is not immune. However, by following a few simple steps, employees can significantly help protect our company's valuable information.

When sharing our proprietary and confidential information with external parties (e.g., formulas with CMs), employees must adhere to the company's security best practices. This ensures the information remains secure and accessible only to authorised vendors, suppliers, or contract manufacturers.

Colgate's information security guidelines must be followed when sharing information via Google collaboration tools like Gmail and Google Drive.

DETAILS

Colgate’s proprietary information is a valuable asset.

This competitively confidential information, not generally known or easily discovered, is integral to Colgate's business. Protecting it is crucial for our continued growth and competitive edge.

1) Don't share with Personal Emails

Never email confidential files or share confidential files with any @gmail.com, @hotmail.com, @outlook.com, @QQ.com, @163.com, @126.com or similar email addresses, even at the request of a third party. These are considered to be personal emails and are a violation of Colgate’s Code of Conduct. 

Sharing with personal emails has the following risks:

if the individual leaves their company, shares will still be accessible to them these have no deletion policy, so any files sent are there permanently if their account ever gets compromised, the Colgate files are exposed to an attackercompanyname.com  (e.g. Voyant.com)gov, .org,  .edu If 3rd party does not have one of these  domains, create a Business Partner (BP) account.

2) Setup a Business Partner accountCreate a Business Partner (BP) account for ongoing relationships with 3rd parties who do not have company.com  .gov  .org  .edu  address and for contracts with retired CP employees. 

BP accounts are highly secure and must be renewed annually.

BP needs to log in every 90 days or account is suspended.

3) Never use your Personal Email for Work.

Never use your personal email for work purposes, even to work on home computer or print from home. Colgate work must be done on Colgate supported devices. If you have issues accessing the Colgate network from home, contact IT to resolve the issueTo connect your home printer to your Colgate laptop, go to Settings>>Devices>>Printers & Scanners, if you have any issues submit an IT Ticket Printing from your CP supported Smartphone is acceptableWhen bcc yourself on emails,  you must use your @colpal.com email and not your personal email accountIt is acceptable to share  non-confidential information with a personal contact  (e.g. CP  health & wellness tips to a friend or CP stock information to your financial advisor)

4) Set an Expiration date when sharing confidential files externally.

5) Use "Confidential Mode" when sending confidential emails.

This is a new feature where recipients will not be able to forward, copy,  print or download your emailRecipient can view the message and attachments until the expiration date or until the sender removes access (from your sent email)

At the bottom of the email screen, click on the lock icon and then select the Expiration Period and click Save.

6) Review Shared Drives Access Annually

You should periodically review access to your Shared Drives and remove any external users who you are no longer doing business with.