Internal, Mobile Phones, Version1, Page 1 of 5 Internal, October 2015
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Internal, Mobile Phones, Version1, Page 2 of 5 Internal, October 2015
At Tesco we are committed to providing colleagues with the necessary tools and equipment that enable them to do their job. This policy is subject to change from time to time so please ensure you are reading the most up-to-date version.
If you need a smart phone to carry out your role, your budget holder can approve a mobile phone for you. Simply click on the link and select one of the devices listed. If you already have a phone then you can just order a SIM.
This policy is applicable to you if you are a Tesco UK colleague and will provide you with information on:
Who is eligible for a mobile phone; The procedure you need to follow to obtain a business mobile; and Our policy for use of the mobile phones.
We will provide you with the necessary tools and equipment to enable you to do your job on a needs basis. A business mobile phone is not intended to be a colleague benefit. We will usually provide you with a mobile phone or SIM if you:
Need one to carry out your role; Due to your role, spend on average 2 days a week out of the office; or Who’s role requires them to be 'on call' for the business outside normal office hours.
All costs are charged back to your cost centre so requests for equipment must be supported by your cost centre owner.
Yes you can. Remember that if you’re using your business mobile abroad to use Wi-Fi wherever possible. If your data allowance runs out or you’re travelling anywhere outside of the EU for an extended period of time, contact the Technology Team to remove the data cap on your bill.
If you don’t have a company mobile phone/SIM or prefer to use your own phone (mobile or landline) for business calls, then you can claim the cost of business calls and the VAT on them, through expenses. You cannot make an expenses claim for a mobile phone, personal calls, line rental, the cost of ‘pay as you go’ topups or chargers/accessories for your own personal equipment. If you pay a fixed fee for an ‘all inclusive deal’ you can only claim for the cost of any business calls if they are not covered by your deal. Please provide a receipt when making your claims. If you choose to bring your own mobile phone to work we can’t take responsibility for any damage or loss.
One SIM per colleague is provided by Tesco. If you are a field-based colleague and often work in areas where there is limited Wi-Fi available, then you will also be able to order a 4G Dongle. If you have an occasional need for internet access on your laptop, then you can tether (or share) your phone’s internet connection with your laptops. You can do this by connecting your laptop to the phone using Wi-Fi, Bluetooth or USB cable and selecting the personal hotspot feature.
If you choose to use your own phone to receive company emails, then Tesco have the right to wipe the device (including any personal data and photos) under any circumstance that could have a negative impact on the business e.g. the device was stolen, and confidential information became at risk. Connecting to the Tesco WI-FI network also means that activity from your device will be logged against your TPX ID. Store colleagues can use their mobile phone in the store to assist customers e.g. by using the Inform app.
Internal, Mobile Phones, Version1, Page 3 of 5 Internal, October 2015
If you need to make or receive a call, consider parking safely to do this (e.g. not on the hard shoulder of a motorway). Please look after our equipment as if it were your own e.g.
Don’t leave it unattended e.g. in a vehicle; Keep your PIN numbers secure; and Ensure the security of confidential information by using password protection facilities.
Although there are no plans at present to ban the use of properly installed hands-free phones in vehicles, you can still risk prosecution for careless or dangerous driving if there’s an accident and a phone was in use at the time. A hands free kit or driving penalties that may be incurred are not claimable via the company expenses process. The Company will not accept responsibility for drivers who breach the terms of this policy.
If you believe your mobile is lost stolen or damaged, please:
Notify O2 on 0870 444 3323 to place a bar on the lost mobile phones; Tell your manager; and Order a replacement phone if approved (you may be asked to pay for replacement phones if they have been lost or damaged due to your own negligence).
If you have ordered your mobile phone and/or SIM after 1st September 2015, this remains the property of Tesco and should be returned to your manager on your last day. O2 will wipe and block the phone remotely if you don’t return it. It is not possible to purchase the mobile phone.
You will be able to access your own phone bill online, and your cost centre owner will be sent a summary. Your cost centre owner can request a full bill if they believe the phone is being used inappropriately or excessively.
It’s illegal to use a hand-held phone, or similar device, when driving. This includes using your mobile phone to follow a map, read a text or check social media, and applies even if you’re stopped at traffic lights or queuing in traffic. It’s a good idea to silence your mobile phone and place it in a secure place while you’re driving so it’s can’t distract you. If however, you want to be able to make/receive phone calls in your car, you must install a hands-free kit which means you won’t need to hold your phone at any time while driving i.e. it should be secured in a cradle. If you do this, please exercise caution and use your judgement while driving as any calls are likely to distract your attention from the road.
If you ordered your mobile phone before this date, please return the SIM to your manager on your last day.
You will be able to use your business phone abroad for both voice calls and data roaming. You must contact the Technology Team in advance of leaving the country to ensure they enable international roaming, and place you on the correct tariff. This reduces the likelihood of large bills being received. Unlike in the UK, Data is expensive in many of the markets Tesco operate in, (that you may be visiting). To reduce the cost to Tesco, you should use local WI-FI whenever and wherever possible. Should your data allowance run out while you are abroad or you are planning to travel in Asia for an extended period of time you should contact the Technology team
[email protected] to discuss options around your tariff.
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We expect you to use your business phone appropriately. If you need to use it for the occasional personal call or text or to access the internet then this is fine but please don’t call international or premium numbers or do anything else which could run up your bill e.g. use lots of data on personal apps. We may from time-to-time monitor mobile usage and if we find that you’re using your company mobile for more than a reasonable amount, we’ll talk to you to understand your usage and where appropriate will ask you to reduce it to a reasonable amount. In some circumstances where your bills are excessive we may ask you to pay some of the money back (e.g. calls or data usage) .
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19th October 2015
If after we’ve spoken to you, you continue to use your phone for more than a reasonable amount or you access inappropriate content (e.g. adult material), we may consider taking disciplinary action against you for breaching this policy.
New policy
This document shouldn’t be shared with anyone externally without permission from your Director. This policy and any associated documentation remains the property of Tesco and should be returned if requested.
Internal, Mobile Phones, Version1, Page 5 of 5 Internal, October 2015
