Email Usage Registration for CCiL | Chinese Church In London

Please complete this form if you are managing or have access to any CCiL email or any other non-CCiL email registered on behalf of CCiL. This is part of our effort to ensure responsible use and compliance with our Email Policy and Guidelines. By submitting this form, you acknowledge your responsibilities in managing the email and/or Google account in line with CCiL’s policy.

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Section A - Email Address for CCiL

Please fill in the email address which you are using for CCiL. Each email required a sperate submission

Email Address For CCiL - One email per submission(Required)

Email Domain(Required)

CCiL Domain (e.g. xxx@ccil.org.uk)

Non-CCiL Domain (e.g. yyy@gmail.com)

The email purpose(Required)

Specify the reason or purpose for creating this email account.

Associated Apps / Online Serivces(Required)

Choose the Apps or Online services connected with this email.

Google

YouTube Channel

Facebook

Instagram

Others

Associated other Apps / Online Services(Required)

List any other apps or online services not shown above.

Section B - User information

Please provide your personal and contact information.

Your Name (First and Last Name)(Required)

Your Congregation / Department(Required)

Name of Your Serving Team(Required)

Please enter the name of your serving team (e.g. Board, Congregation Council, Ministry, or Fellowship).

Your Position / Role(Required)

Please enter your role in the serving team

Your Individual Contact Email(Required)

Please provide your personal or alternative email address for communication purposes. This address will be used to contact you about your registration if needed and must be different from the email account you are managing.

Other Users with Access (Optional)

List the names of other individuals who have access to this email account, if you know.

Please share this form with other users who have access to this email so they can register it.

Section C - Policy and Guidelines

Policy Statement

Authorized Use

Church email addresses (Chinese Church in London (CCiL) assigned or registered on behalf of CCiL) must only be used for the specific purposes, activities, and functions assigned to the respective users.

Prohibited Activities

The following actions are strictly prohibited:

Sharing login credentials or granting unauthorized access to others.
Using CCiL email addresses for personal, political, or non-work-related purposes.
Registering CCiL email addresses on any platforms or services without prior authorization
Registering CCiL email addresses on platforms or services unrelated to CCiL activities.

Professional Conduct

All email communications should reflect the values of the church, demonstrating respect, kindness, and integrity.
Emails must not contain content that is divisive, offensive, or contrary to the teachings and mission of the church.

Security

Users must ensure the security of their email accounts by:
1. Avoiding password sharing.
2. Using strong passwords and enabling multi-factor authentication when applicable.
Any suspected security breach or unauthorized access must be reported immediately to the IT department.

Compliance

All users are required to comply with this policy and other applicable company policies and legal regulations.
The following disclaimer must be included in the email footer:

This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited.

Guidelines

Clear Communication

State in the subject line the purpose / content of the email clearly and respectfully
Maintain a tone that is uplifting, respectful, and consistent with the church’s values. Avoid overly casual or informal language.

Email Security

Do not open suspicious emails and/or attachments.
Use strong passwords and update them regularly, ideally every quarter.

Attachments and Links

Ensure attachments are free of malware and relevant to the email’s purpose.
Verify the authenticity of any links before including them in emails.

Enforcement

Violations of this policy will be reviewed by management. Disciplinary actions will be taken in accordance with the CCiL's code of conduct.

Section D - Acknowledgment

Please tick to confirm:(Required)

I confirm that I have read, understood, and agreed to comply with the CCiL Email Policy and Guidelines.

Please tick to confirm:(Required)

CCiL is committed to ensuring that your privacy is protected. Please read our Privacy Notice for more details.

I have read and accept the Privacy Policy.

This field is for validation purposes and should be left unchanged.