This document outlines the official policy for all Application-to-Person (A2P) SMS communications sent from company-managed toll-free numbers to the internal staff of Health Wealth Safe and Medical Office Force. The purpose is to ensure compliance with telecommunication carrier regulations and platform terms of service. This policy applies to all employees and contractors.
Prior express consent is mandatory before an employee can receive any SMS messages.
Method of Consent: Consent must be obtained via a dedicated chapter within the employee handbook, which must be individually signed by the employee.
Record Keeping: The Human Resources (HR) department must collect and securely store a copy of this signed page as the official record of consent. These records must be producible for auditing purposes.
The use of internal SMS is strictly limited to the time-sensitive, critical operational messages defined below.
| Use Case Category | Description |
|---|---|
| Emergency Alerts | Urgent notifications related to employee safety, security threats, or severe weather events. |
| IT System Status | Critical updates on the status of essential IT systems, including unplanned outages and scheduled maintenance. |
| Urgent Shift Scheduling | Time-sensitive requests for shift coverage or announcements of last-minute schedule changes. |
| Critical Policy Updates | Directing employees to newly published, time-sensitive company policies or procedures requiring immediate attention. |
| Time-Sensitive Meeting Reminders | Reminders for mandatory, high-priority meetings or events occurring within the next 24 hours. |
| 2-Factor Authentication Codes | Sending one-time passcodes (OTPs) to employees for secure access to company systems and applications. |
Any use not explicitly listed in Section 3 is prohibited. This includes, but is not limited to:
Marketing or promotional content.
Personal or non-business conversations.
Harassing, abusive, fraudulent, or hateful content.
Any attempt to obscure message content to evade carrier filtering.
All messages must adhere to the following standards:
Sender Identification: Every message must begin with a clear identifier (e.g., “HWS HR:”, “MOF IT:”).
Opt-Out Language: All messages must include clear instructions on how to opt out (e.g., “Reply STOP to opt out”).
Professional Tone: Messages must be professional, clear, and concise.
Employees have the right to revoke consent at any time.
Method: The system must automatically process standard opt-out keywords, including STOP, END, CANCEL, UNSUBSCRIBE, and QUIT.
Confirmation: Upon receiving an opt-out request, the system will send one final confirmation message (e.g., “You have been unsubscribed from HWS alerts. No more messages will be sent.”). No further messages may be sent unless the employee re-subscribes.
Employee phone numbers and consent records are confidential. Access is restricted to authorized HR and IT personnel for the sole purpose of managing the internal SMS system. All data will be stored securely.
