Compliance And Safety Training

A Sample Workplace Scam Prevention Policy




Use this policy to protect employees and company resources from scams and fraud.

Workplace Scam Prevention Policy

1. Purpose

The purpose of this policy is to protect employees and the organization from scams, fraud, phishing attacks, and other forms of cybercrime. This policy establishes guidelines for recognizing, preventing, and responding to potential scams in the workplace.

2. Scope

This policy applies to all employees, contractors, vendors, and third-party partners who have access to the organization’s systems, resources, or sensitive information.

3. Types of Scams Addressed

This policy covers, but is not limited to, the following types of scams:
- Phishing Emails: Fraudulent emails designed to steal sensitive information like passwords or financial data.
- Phone Scams (Vishing): Calls impersonating legitimate companies, government agencies, or colleagues.
- Text Message Scams (Smishing): Fraudulent messages sent via SMS or messaging apps with malicious links or requests.
- Business Email Compromise (BEC): Impersonation of executives or vendors to request fraudulent payments.
- Fake Job Offers: Scams targeting employees with fraudulent job postings or fake promotions.
- Fake Invoices: Fraudulent bills requesting payment for goods or services never provided.

4. Employee Responsibilities

Employees are required to take the following precautions to prevent workplace scams:

A. Recognizing Scams

  • Be cautious of unsolicited emails, texts, or calls requesting sensitive information or urgent actions.
  • Look for red flags, including:
  • Spelling and grammatical errors in emails.
  • Suspicious links or attachments.
  • Urgent or threatening language (e.g., “Act now, or your account will be suspended!”).
  • Requests for payments via gift cards, cryptocurrency, or wire transfers.

B. Verifying Requests

  • Verify requests for payments, account changes, or sensitive information by:
  • Contacting the sender through an official company phone number or email address.
  • Confirming details with a supervisor, IT department, or accounts team before proceeding.

C. Handling Suspicious Communications

  • Do not click on links or download attachments in suspicious emails or messages.
  • Report phishing emails and scam attempts immediately (see reporting procedure below).

5. IT Department Responsibilities

The IT department is responsible for implementing and maintaining technical measures to protect the organization from scams, including:
- Monitoring for suspicious activity on the company network.
- Maintaining up-to-date antivirus software, spam filters, and firewalls.
- Educating employees on scam prevention and cybersecurity best practices.
- Enforcing secure login methods, including multi-factor authentication (MFA).

6. Reporting Scams

Employees must report suspected scams or fraudulent activities immediately to the following:
- Primary Contact: [Name/Title] (e.g., IT Security Officer)
- Email: [[email protected]]
- Phone: [XXX-XXX-XXXX]
- Backup Contact: [Name/Title] (e.g., HR Manager)

Include the following information in your report:
- Description of the suspicious communication (e.g., email, phone call, or text).
- Screenshots, if applicable.
- Any actions taken (e.g., clicking a link or sharing information).

7. Preventative Measures

A. Employee Training

  • All employees must participate in annual cybersecurity training, including scam prevention techniques and phishing simulations.
  • Specialized training will be provided for employees in high-risk roles, such as finance or IT.

B. Email Security

  • Employees must:
  • Use company-approved email accounts for all work-related communications.
  • Avoid opening emails from unknown senders or downloading attachments without verifying their legitimacy.
  • Flag phishing emails using the organization’s built-in reporting tools (e.g., “Report Phishing” button).

C. Payment Verification

  • Any request for payments, fund transfers, or vendor account changes must go through a multi-level approval process, including written confirmation from a supervisor.
  • Verify vendor details using trusted contact information before processing payments.

D. Technology Use

  • Employees must adhere to the organization’s acceptable use policy when using company devices or accessing the network.
  • Avoid using personal email accounts for work-related tasks.

8. Incident Response

A. Immediate Actions

If an employee identifies a scam attempt or falls victim to one, they must:
- Immediately report the incident to the IT department or Security Officer.
- Provide any evidence (e.g., emails, texts, or call logs) to assist in investigating the scam.
- Refrain from communicating further with the suspected scammer.

B. IT Response

  • IT will:
  • Investigate the incident and assess the extent of damage or compromise.
  • Contain the threat (e.g., by blocking email addresses, resetting credentials, or isolating affected devices).
  • Notify relevant parties, such as law enforcement, if necessary.

9. Consequences for Violations

Failure to follow this policy, whether intentional or due to negligence, may result in:
- Disciplinary actions, up to and including termination of employment.
- Mandatory retraining on scam prevention and cybersecurity policies.

10. Policy Review

This policy will be reviewed annually to ensure it remains effective against emerging scam tactics and aligned with industry best practices.

Acknowledgment

By signing below, I acknowledge that I have read, understood, and agree to comply with the Workplace Scam Prevention Policy.

Employee Name: _____
Signature: _____
Date: __________

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