We place a high priority on security both of the people who work here and our property (including information that we hold). This policy explains the various security arrangements we currently have in place at 25TNC and related monitoring. At the end of the policy there is a brief reminder about the monitoring associated with the Flexitime scheme swipe system.

 

Building security


1. Security ID pass:

you will be issued with a security ID pass containing your photograph. You must wear and display your pass at all times when inside the building and present it to security staff on request.

Your security pass must not be loaned or given to others (whether FSA staff or not).

If you lose your pass you must report the matter immediately to the Security Control Room on extension 63838 (manned 24hours 365 days a year). Security passes are the property of the FSA and must be returned at the end of your employment or engagement. Replacement passes take 7 - 10 days for processing.

 

2. Security control:

25 TNC is protected 24 hours a day by specialist security guards and a range of electronic measures. The building is equipped with an Automatic Access Control System to control access to the building and to specific facilities throughout.

Your security ID pass enables you to enter and leave 25TNC by swiping the pass. If you need to enter a secure area in connection with your work or if you are a member of the fitness centre, you gain access by swiping your pass. When you swipe your security pass at any entry point, your name and the time of your swipe is automatically logged and your ID photograph appears on the security monitors. We conduct routine audits of the log both for security reasons and to determine occupancy rates of 25TNC from time to time. We may also run a check of the log in other circumstances, including, but not limited to:

  • an emergency situation where there is a need to check who may be in the building;
  • where we have reasonable belief that there has been or is about to be a breach of security (whether due to misuse of a security ID pass or otherwise);
  • where we reasonably believe a criminal offence has been or may be committed;
  • where we reasonably believe a member of staff is in breach of their contract (for example in relation to working hours obligations) or another of our rules or is otherwise abusing our trust.

As a result of a routine audit or a spot check, we may decide to further investigate an individual's record of card swipes. Such investigation may include cross-references to other logs of information, such as the Flexitime swipe log.

 

3. Visitors:

Reception must be notified of all visitors in advance. On arrival, all visitors should report to the Ground Floor Reception Desk at 25TNC. Procedures for notification and booking Conference facilities are set out in the services A - Z guide on the Intranet.

Visitors will be provided with a visitor's badge for identification purposes and will be required to wear and display their badges at all times. They will not be permitted on office floors unless accompanied at all times by a member of staff. The host is immediately responsible for ensuring that security and safety are maintained.

 

4. CCTV:

25TNC is protected by CCTV cameras. These are stationed at various points around 25TNC including access and egress points, secure areas of the building and certain storage and/or emergency areas. The cameras are visible. Their positions have been determined by the need to maintain security, of the building, its staff and visitors and property (including sensitive documents) held within 25TNC.

Footage from the cameras is monitored regularly around the clock to ensure that we are alerted to any suspicious or dangerous activity, including possible breaches of security or the commission of an offence.

5. Right to search

We reserve the right to search you and any of your property held on FSA premises at any time if there are reasonable grounds to believe that:

  • you are guilty of any breach of the FSA's rules and regulations;
  • the search will result in the finding of evidence of regulatory breaches; or
  • the search will result in the finding of evidence of criminal activity.

Any search will be conducted by a member of security with your consent in the presence of an agreed witness. Where a personal search is necessary, this will be carried out by a person of the same sex as the person being searched. Searches will be carried out courteously, sensitively and discreetly. An individual has the right to be searched in a private room.

You may refuse to permit the search and there is no disciplinary sanction for this. However, as the grounds which give rise to the request to search you may amount to misconduct, we may invoke the disciplinary procedure in relation to those grounds.

We may at anytime invite the police to search with or without a warrant FSA premises and/or people present on FSA premises who are suspected of criminal or other illegal activity. If you refuse to permit the search to take place your refusal will normally be treated as gross misconduct and action taken in accordance with the disciplinary procedure.

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Flexitime - swipe system

Our Flexitime Scheme requires participants to swipe in and out on the floor on which they work using the Flexitime swipe machines. Swiping results in an automatic log of your identity and the time of swiping. These logs are routinely reviewed both to administer and audit the Flexitime Scheme. The logs may also be subject to random checking, including cross-checking with the security system time logs, in circumstances such as (but not limited to):

  • auditing overtime claims by cross-checking Flexitime and overtime records to ensure there are no instances of claims under both the Flexitime and overtime rules in respect of the same period of time;
  • where we reasonably believe a member of staff is in breach of their contract (for example, in relation to working hours obligations) or another of our rules or is otherwise abusing our trust;
  • where we reasonably believe a criminal offence has been or may be committed;
  • where we have a reasonable belief that there has been or is about to be a breach of security.


Failure to comply with the rules in this policy may lead to disciplinary action being taken against you, including dismissal.

Please note that this policy does not form part of your Contract of Employment. It will be reviewed, updated and amended from time to time and it is important that you familiarise yourself with any changes.

 

- Contractual information -

Document security

At the end of close of business each day all papers and laptops should be locked away. During the working day papers should not be left unattended in a way that makes it easy for unauthorised persons to read or take copies.

Only sufficient copies of papers should be made for the needs of filing and appropriate distribution. Lost confidential papers should be reported to your line manager immediately. All confidential papers must be disposed of in the confidential waste system.

Security of computers

You must not attempt to access computer systems or the data held on them unless you have been given the necessary authority. As a general rule, you must not give your password to anyone else and, in any case, only when you believe someone has a legitimate reason to need it. If you do give your password to anyone, you must change your password as soon as practical afterwards, by using the Change Password option, or by contacting the IS Helpdesk.

Misuse of the FSA's computer system(s) and the data held on them, which causes or could cause embarrassment, loss or inconvenience to the FSA or its regulated firms or other organisations about which the FSA holds or is able to access information, will be regarded as a disciplinary offence which could result in dismissal.

Please refer to the Disciplinary Procedure for further information.

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Security over the telephone/fax machine

You are reminded that there is no guarantee of security over the telephone network. All telephone conversations should be conducted with this in mind.

Caution must be exercised when transmitting highly confidential and sensitive data by fax to ensure that confidentiality is maintained by all parties.

 

Security vetting

The FSA is designated as a Government Department for the purposes of receiving Government classified information. The Security Service requires individuals who use Government security classified information to be security cleared in line with Government vetting standards.


The FSA’s policy is to undertake appropriate security vetting on a job need basis. If you are recruited into a job that requires you to be security cleared, your appointment will be conditional upon the appropriate level of clearance being met. This applies to you if you are recruited through an internal or an external recruitment campaign.

If the nature of the job in which you are currently working changes, or if the security requirements placed on the job by the Security Services changes, your manager will discuss the implications of these changes with you after consultation with HR.

Personal and FSA property

You are responsible for ensuring that any of the FSA’s property in your possession is properly safeguarded and kept secure at all times. Any loss should be immediately reported to the Services Helpdesk.

We do not accept responsibility for loss of, or damage to, private property (including cash). You should ensure that personal property, especially handbags, are not left unattended and are locked away. Any missing article should be reported immediately to the Services Helpdesk on 69696.

On leaving the FSA’s employment, you must ensure that you return all equipment and other items belonging to the FSA.

Photography on FSA Premises

There are many departments in the FSA who work with sensitive commercial information. Photography within FSA premises is a potential risk to the security of this information.

Where there is commercial photography or filming inside our premises, the photographer will need authority from the Press Office. Photographers must always be hosted and escorted into the building and must have a specific brief as to what they can and cannot photograph. Security must be notified in advance of any commercial photography with in FSA premises.

If you or one of your visitors wish to take photographs inside FSA premises for personal reasons, this is generally restricted to public areas such as reception. If you wish to take photographs inside office areas, you must seek permission from the Security and Emergency Planning Officer, who will not generally object but will make certain that you are aware that you are restricted from photographing documents, security devices, computer and data rooms.

Please report any photography inside our premises which you are suspicious of or which you believe has not been approved.