Ask the experts

Do you have a burning question that you would like the answer to? Or maybe you’re looking for some advice to help your business. In each edition some questions will be shared and answered by some of The Business Bulletin experts.

Q. How do I stop myself being hacked? Are there any top tips on keeping my computers safe?

A. Short answer on how to be 100% sure you don’t get hacked - don’t ever turn the computer on!

The long answer on this one; there is no 100% way to stop being hacked if you plan of turning your computer on at any point between now and the end of time. If you want to lower your chances, as it really is a case of when not if you will be hacked, then you need to make sure you are doing the basics.

But as a few quick tips

1. Make sure you have great Internet Security software installed on your device. Regardless of it being Apple, Windows, a tablet or phone

2. Make sure that it is always running the current version of any software you use on a daily basis. Things like Windows updates drive us all crazy, but they are there for a very good reason.

3. Be careful what you post on social media. Those quizzes might look fun, but they give away a lot of key information about you

4. Use a strong password and don’t have it written down anywhere.

5. For further inspiration, read the article on “The basics of IT security” on page 8.

Chris Lambert Blue Sky Computer Solutions

Q. Is it important to have terms & conditions? I could just copy & paste them from elsewhere couldn’t I?

A. Absolutely yes. For any business, terms and conditions of sale are a must-have. They are a contract between two parties, you (typically as seller) and the customer. The t&cs should set out all the important terms of the contract – from how an order is placed, to payment, to liability if stuff goes wrong.

But they really come into their own if you are dealing Business-to-Business

(B2B) as then you can pretty much include whatever terms you want in.

Most of the time, the really important terms and conditions to include would be:

Limitation of Liability

Confidentiality

How Orders are placed/ accepted

Supply of Goods or Supply of Services

Payment terms including late payment compensation and interest

Who takes risk of products and when

When title to the goods passes

Data Protection

Intellectual Property

As an example, you could limit your liability to the price actually paid – without a contract in place, your liability could include much more, such as loss of profit, damage to reputation, etc.

The vast majority of contract disputes I’ve seen stem from two parties not having a written contract because it cost a bit of money to put in place or because they seem alright. But with a set of terms and conditions, each party generally knows where they stand and more importantly can enforce their contract accordingly.

If you’re dealing with consumers, particularly online, then the law sets down most of the terms already in the consumer regulations, but you should still ensure that your terms and conditions work for you in the way you want them to (subject to those regulations). You should also ensure compliance with the Data Protection Act as well. Q. I have staff – do I really need an HR policy?

A. The simple answer is no you don’t. However, good employment documentation can be invaluable as a management tool to small business owners. If they are well drafted, policies and contracts can guide business owners in managing their employees effectively, guide them in performing well, avoid as far as possible problems arising in the employment relationship and deal with them quickly and effectively when they do.

An employee, or company, handbook is not explicitly required by UK law but can be a useful tool for a number of reasons:

Introduces employees to your culture, mission and values

Educates employees about what they can expect from management and leadership

Helps ensure key company policies are clearly and consistently communicated

Showcase the benefits you offer

Helps defend against employee claims

Clarifies where employees can turn for help

If you do have a handbook, or separate policies, remember:

to review them regularly in line with any changes in employment law and continue to remain fit for purpose

they should be readily understood by both employer

and employee i.e. in plain English, in a user-friendly, easy-to-understand tone, but also ensuring that you as the employer are legally wellprotected

that your employment documentation is tailored to your particular business, in the style and tone that reflects your culture

to decide whether they are contractual or noncontractual. If contractual, it will be treated as though all of its policies were included within the employee’s contract, so the employee will be strictly bound by them. Be careful, though, as this works both ways – if the employer fails to adhere to its own policy, it may be liable for breach of contract, opening the door for constructive dismissal claims. Noncontractual documentation allows much more flexibility – policies can be altered and changed without requiring employee consent, and to quickly accommodate any change in the law. Your handbook should explicitly state whether it is or is not contractual

Sue Pardy – face2face HR

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