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SayPro Human Capital Private Chats Suspension Management Policies, Procedures, Processes, Templates, Documents and Forms
Document Code: SayProP371
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]
1. Purpose
To the Chairperson of SayPro, all SayPro Royal Committees and all SayPro Royal Chiefs
Kgotso a e be le lena.
Please note that all Private Chats and Private Chat Groups are suspended permanently with immediate effect as from 08 April 2025. Please delete all the Groups and use official SayPro Ideas for enquiries and discussions.
Anyone who fails to comply with this policy shall face official SayPro disciplinary procedures against them.
The purpose of this policy is to provide a structured and transparent approach to managing the suspension of private chats on SayPro platforms. This ensures responsible use of communication tools, compliance with SayPro’s values, and the protection of SayPro Human Capital and stakeholders.
My message shall end here.
Neftaly Malatjie | Chief Executive Officer | SayPro
2. Scope
This policy applies to:
- All SayPro Human Capital, including Officers, Royal Directors, and Deputies.
- All communication platforms where SayPro private chats are used (e.g. SayPro websites, mobile apps, internal systems, learning portals, and discussion forums).
- All internal and external communications conducted under the SayPro brand.
3. Definitions
- Private Chats: One-on-one or small group conversations conducted using SayPro-supported communication tools. These are private groups created on apps outside SayPro. Such as SMSs, Private Chats and Platforms outside the SayPro domains.
- Suspension: Permanently disabling or restriction of private chat groups for work.
- Misuse: Inappropriate use of chat platforms including harassment, sharing confidential data, off-topic use, or conduct against SayPro values.
4. Policy Statement
SayPro promotes professional, respectful, and compliant use of all its communication tools. Any misuse of private chats that violates policies, disrupts operations, or poses reputational risks will result in appropriate action, including temporary or permanent suspension of access.
5. Procedures
5.1. Identification of Violations
- No SayPro Human Capital can use platforms outside SayPro App for communications, enquiries and follow ups
- No private groups should be created for enquiries only SayPro Groups, Ideas and Pages should be used for enquiries and responses.
- Violations may be identified via reports, complaints, monitoring tools, or observed behavior.
- Affected parties can report concerns through SayPro’s confidential reporting channel which is SayPro Royal Committee Group.
5.2. Review and Investigation
- The SayPro Human Capital Royal Officer or appointed compliance team shall conduct a prompt review.
- Documentation, logs, and witness reports will be collected for fair assessment.
5.3. Suspension Implementation
- If a violation is confirmed, anyone using chat platforms for SayPro work shall be suspended immediately.
- Repeat offenses may lead to permanent suspension or disciplinary measures or termination.
5.4. Communication of Suspension
- The affected individual will be informed in writing (email or system notification), including the reason, duration, and appeal process.
5.5. Appeals and Reinstatement
- Individuals may appeal in writing within 5 working days.
- The appeal will be reviewed by the SayPro Chief Human Capital Officer.
- Reinstatement may occur if the appeal is successful or upon completion of the suspension period.
6. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| SayPro Human Capital Officers | Monitor platform usage and respond to complaints. |
| SayPro Royal Directors | Review and approve high-level suspensions. |
| SayPro Deputy Chiefs | Handle appeals and final decisions. |
| Human Capital Users | Follow communication guidelines and use tools responsibly. |
7. Compliance and Disciplinary Action
Non-compliance with this policy may result in further action under SayPro disciplinary policies. Severe breaches may include revocation of system access, formal warnings, or contract termination.
8. Templates and Forms
- Private Chat Suspension Notice Template
- Private Chat Suspension Appeal Form
- Violation Reporting Form
- Suspension Log and Incident Register
9. Frequently Asked Questions (FAQs)
Q1: What actions can result in a chat suspension?
A1: Sharing offensive content, leaking confidential information, bullying, or excessive off-topic chat.
Q2: How long can a suspension last?
A2: Depending on the offense, from a few hours to permanent removal.
Q3: Can I appeal a suspension?
A3: Yes. Submit the suspension appeal form within 5 working days to your Officer or Deputy Chief.
Q4: Will I be notified before a suspension?
A4: You will be informed as soon as a decision is made, with the opportunity to respond.
Document Code: SayProP371
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]
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