Re-Thinking and Rejecting Social Media "Password Protection" Legislation

Reproduced with permission from the HR Library. Copyright © 2012 The Bureau of National Affairs, Inc. (800-372-1033) http://www.bna.com

By Philip Gordon and Lauren Woon

The story went viral, and legislators around the country caught the virus. On March 21, 2012, the Associated Press reported a few incidents where employers had requested or required log-in credentials from applicants or employees to access their personal social media account. Over the next three weeks, more stories were published; some regurgitating the incidents originally reported by the A.P., and others reporting on additional, alleged inquiries. The media frenzy stoked public outrage. Legislators around the country and in Congress sought to ride the wave of public sentiment by introducing legislation to slam the door on the perceived abuse. The result has been one state law as well as bills pending in eleven states and in Congress that are unnecessary, radically rewrite the law of privacy, and unfairly expose private employers to potential liability.

Social Media “Password Protection” Laws Are Unnecessary

Neither the A.P. article nor any other article from a major U.S. news outlet comprising the media frenzy of spring 2012 cites a single study proving that private employers routinely ask applicants or employees for log-in credentials to their personal social media accounts. In fact, a careful review of the anecdotal “evidence” contained in these news stories demonstrates that the exact opposite is true. All of the media coverage combined reported one instance in which a private employer requested log-in credentials. All but this one reported incident involved public employers, such as corrections departments and police forces. The overwhelming buzz drowned out this distinction.

The only empirical data of which we are aware is fully consistent with this anecdotal evidence demonstrating that private employers do not ask for log-in credentials. Littler Mendelson’s Executive Employer Survey Report, published in June 2012, asked nearly 1,000 C-suite executives, corporate counsel, and human resources professionals from corporations throughout the United States and ranging in market capitalization from less than $1 billion to more than $4 billion the following question: “Has your organization requested social media logins as part of the hiring or onboarding process?”1 The response: 99% of respondents answered the question in the negative.

In sum, at least as far as private employers are concerned, there is no proven need for password protection laws. Both the available anecdotal and empirical evidence, albeit limited, compel the conclusion that private employers are not asking applicants or employees for personal social media log-in credentials.

Social Media “Password Protection” Legislation Radically Rewrites the Common Law of Privacy

The one password protection bill that has been enacted, in Maryland, as well as the password protection legislation pending in eleven states — California, Delaware, Illinois, Michigan, Minnesota, New Jersey, New York, Ohio, Pennsylvania, South Carolina, and Washington — and in Congress, generally prohibit employers from requesting or requiring that employees or applicants provide the log-in credentials for a personal social media account. The underlying premise of these bills is that an employer invades an applicant’s or employee’s privacy by viewing content on a restricted access social media account without the voluntary consent of the account holder. Digging one step deeper, these bills, at their core, are saying that the content of a restricted access social media account is private no matter how many people the user invites to view that content and regardless of the relationship between the user and the viewer. Put more plainly, these bills declare, for example, that a Facebook user who has more than 500 “friends,” including current and former supervisors and other executives at his current employer, can establish the “privacy” of his content by using Facebook’s privacy settings to restrict access to “Friends Only.”

No court has ever construed the tort of invasion of privacy by intrusion upon seclusion so broadly. That tort requires, in the first instance, a “private fact” which can be the subject of an intrusion. The vast majority of courts have held that, if the fact that is the subject of the claim has been disclosed to even a small number of people not under a legal or contractual obligation of confidentiality, the fact is not private and the intrusion upon seclusion claim fails.2 To be sure, a small number of cases have permitted an intrusion upon seclusion claim to proceed even though the plaintiff had shared the private fact with others. However, in virtually all of these cases, the private fact was shared within a group that had a very specific relationship with the plaintiff, such as co-workers or participants in an in vitro fertilization program.3 We are not aware of any case holding that facts disclosed to dozens or hundreds of people who do not form a cohesive group are private from a private employer, especially when that group includes management-level employees of the employer who is the defendant on the privacy claim. In sum, the password protection laws create a “ring of privacy” with a circumference that is far larger than any court has recognized to date.

Notably, the one reported case where a jury considered whether an employer committed an intrusion upon seclusion by accessing two employees’ restricted-access social media site resulted in a verdict on that claim for the employer. In that case, Pietrylo v. Hillstone Restaurant Group, a group of employees at a Houston’s restaurant (the chain owned by the Hillstone Restaurant Group) established an invitation-only, password-protected MySpace page.4 In the words of the site’s founder, the page would permit group members to “vent about any BS we deal with [at] work without any outside eyes spying in on us.” The founder emphasized in his first post that “[t]his group is entirely private.” Houston’s accessed the site after a group member shared her log-in credentials with management. After viewing the venting about the company, management, and customers, the restaurant fired the site’s founder and another group member. Both responded by suing Hillstone for, among other claims, violating the federal Stored Communications Act (the “SCA”) and common law invasion of privacy.

While the jury’s verdict for the fired employees on their SCA claim has received substantial press and academic attention, the jury’s verdict for Hillstone on the invasion of privacy claim seems to have been lost in the shuffle. The jury’s verdict form reveals the jury rejected that claim based on its finding that the fired employees did not have a reasonable expectation of privacy in the content they posted on their site. The jury reached this conclusion despite the password protection, despite the invitation-only rule, and despite the founder’s pronouncement that the site was “entirely private.” A fair inference is that the jurors believed the fired employees could not reasonably expect privacy in content that was available to numerous group members and that could be further disclosed by any group member to anyone, including journalists, without restriction.

Legislators, of course, are free to create a public policy that overturns decades of common law jurisprudence, particularly when necessary to address new technology not yet considered by common law courts. However, the validity of a new public policy should be closely scrutinized when there is no apparent need for it, it is so broad that it leads to absurd results, and, as explained below, it potentially exposes all private employers to substantial liability.

Social Media Password Protection Legislation Exposes Private Employers to Liability

Legislators appear to have been so swept up by the media frenzy over the perceived, but unproven, injustice of private employers asking for personal social media log-in credentials that they drafted legislation with little consideration of employers’ legitimate interests. To illustrate the point, virtually all of the pending password protection bills applicable to private employers prohibit requests for personal, social media log-in credentials without exception. In other words, these bills effectively find that private employers never have a legitimate business reason to require, or even request, such log-in credentials.

Notably, the one state which has actually enacted a password protection law recognized that a blanket prohibition is unjustified. Under Maryland’s password protection law, an employer can ask for personal social media log-in credentials when needed to investigate securities law violations or a misappropriation of trade secrets. Delaware’s pending bill, alone among the pending bills, carves out an exception for securities-related investigations.

These exceptions, however, are unjustifiably narrow. There is no reasoned basis for distinguishing between investigations into securities fraud or misappropriation of trade secrets and those into other forms of unlawful or even criminal conduct. To illustrate the point, in all states, including Maryland, an employer could not fully investigate potential workplace violence. The password protection legislation would prevent an employer from going to the source if an employee were to report that a co-worker had posted on his restricted-access social media account the following: “I’m so angry I want to kill my boss” or “I hate work. I’m gonna blow the place up.” Thus, the employer would lose the benefit of critical information, such as the context of the post and other indicia of the seriousness of the threat revealed by the actual content.

It is unclear whether the survivors of murdered employees could hold the employer legally responsible in this scenario for failing to investigate the incident adequately, but no one wants to see a test case. Critically, these examples are not hypothetical hyperbole. According to one of the foremost experts in the field of workplace violence, James Turner, Ph.D., president of the International Assessment Services and one of the foremost experts in the field of workplace violence, it is not uncommon for those planning to commit murder to provide clues to their homicidal intent in Internet postings before they pull the trigger. For example, a gunman wrote a series of posts to an online bulletin board, the last of which stated “It’s time,” before murdering seven people in a Tokyo shopping mall.5 Another gunman posted “I wonder if I’d make the six o’clock news if I just starting popping people off” before killing three guards and wounding a fourth on the University of Alberta campus.6

The password protection bills, as currently drafted, as well as the Maryland law, also thwart investigations into workplace harassment. It would be naïve to believe that the bullying which used to happen on the shop floor or in the break room has not moved to social media. Indeed, the California Court of Appeals recently affirmed a jury’s verdict holding an employer responsible for its employees’ bullying of a co-worker with a disfigured hand. The court relied heavily on co-workers’ scathing blog posts that referred to the employee as “The Claw” and ruthlessly ridiculed him because of his disability.7 In the California case, the employee was able to discover and report the bullying to his employer because the blog posts were public. Password protection laws, however, would throw a cloak of secrecy around this type of illegal conduct when conducted through a restricted-access social media account.

As with the workplace violence scenario, it is unclear whether an employer could be held responsible for work-related harassment that is inaccessible to the employer. The plaintiffs’ bar can be expected to try. Putting aside legal liability, workplace harassment and threats of workplace violence that are visible to co-workers, but invisible to the employer, will have intangible costs for the workplace, such as undercutting employee morale, causing tension among co-workers, and distracting employees from their work. Given the absence of any proof that private employers are asking for social media log-in credentials, there is no justification for legislatures to impose on employers those costs or the potential liability arising from an inadequate investigation of employees’ unlawful work-related social media conduct.

While the risks arguably are not as serious, the application process still can present situations where an employer justifiably seeks access to content posted on a restricted-access social media account. For example, if a current employee were to inform her human resources manager that she has seen content on an applicant’s “friends-only” Facebook page that raises serious questions about the applicant’s suitability for employment with the employer, the employer should be able to gain access to that information whether by asking the applicant or the employee for log-in credentials, for permission to “shoulder surf,” or for a hard copy or screen shot of the content in question. While the phrasing of the Maryland law and the pending password protection bills is somewhat ambiguous, they all appear to put the applicant’s social media content completely off-limits, regardless of which of these methods the employer wishes to use. Given the substantial disruption and cost to private employers of a “bad hire,” they should not be completely foreclosed from this source of information, particularly given that a host of laws — such as Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the Genetic Information Non-Discrimination Act of 2008 — already substantially restrict an employer’s ability to use social media content for employment decisions.

Conclusion

State and federal legislators should recognize that they may have “jumped the gun” by relying on hype rather than facts in their hurried attempt to get ahead of a public outcry. At this point, there is no empirical data suggesting that private employers are routinely or even occasionally requesting or requiring personal social media log-in credentials. Consequently, it is not necessary to enact legislation that would radically expand the definition of “privacy” and substantially impede employers’ ability to investigate potentially unlawful and even criminal conduct.


1 Littler Mendelson Executive Employer Survey Report (June 2012), available at http://www.littler.com/content/littler-mendelson-executive-employer-survey-report-2012.

2 See, e.g., Duran v. Detroit News, Inc., 200 Mich. App. 622 (1993) (intrusion claims failed because the information defendants obtained was either available via public record or had been disclosed by plaintiffs such that it was “open to the public eye”); Fletcher v. Price Chopper Foods of Trumann, Inc., 220 F.3d 871, 877-78 (8th Cir. 2000) (intrusion claim failed where plaintiff asserted a privacy interest in the medical fact that she had a staph virus at the time of her employment termination because plaintiff revealed this information to her co-workers); cf. Nader v. Gen. Motors Corp., 25 N.Y.2d 560, 568-69 (1970) (intrusion claim was unsupported by allegations that defendants interviewed people who knew plaintiff and thereby obtained information of a private nature because plaintiff assumed the risk that those he confided in may breach that confidence; plaintiff’s claim was supported on other grounds such as unauthorized wiretapping).

3 See, e.g., Sanders v. Amer. Broadcasting Cos., 20 Cal. 4th 907 (1999) (even though the plaintiff’s conversation could be seen and overheard by co-workers, plaintiff’s intrusion claim could proceed where media reporter covertly taped plaintiff’s conversation). Cf. Y.G. v. Jewish Hosp. of St. Louis, 795 S.W.2d 488, 502 (Mo. Ct. App. 1990) (plaintiffs use of in vitro fertilization was a private matter even though they attended a social function for participants in the hospital’s in vitro fertilization program).

4 Pietrylo v. Hillstone Rest. Group, No. 2:06-cv-05754-FSH-PS (D.N.J. 2008).

5 Norimitsu Onishi, Man who killed 7 in Tokyo left online warnings, N.Y. TIMES (June 9, 2008), http://www.nytimes.com/2008/06/09/world/asia/09iht-09tokyo.13575210.html.

6 Michelle McQuigge, Chilling Facebook comment preceding armed guard murders stokes employee online privacy debate, THE CANADIAN PRESS (June 23, 2012), http://news.nationalpost.com/2012/06/23/chilling-facebook-comment-preceding-armed-guard-murders-stokes-employee-online-privacy-debate/.

7 Espinoza v. County of Orange, No. G043067 (consol. with G043345) (Cal. Ct. App. 2012).

Is it Really Illegal to Require an Applicant or Employee to Disclose her Password to a "Friends-Only" Facebook Page?

By Philip Gordon.

Social Media in Bright Yellow LetteringRecently, the American Civil Liberties Union of Maryland tried to publicly embarrass the Maryland Department of Public Safety and Correctional Services (the “Maryland Corrections Department”) into suspending its practice of asking job applicants to disclose their Facebook password so that the Department could check whether the applicant’s wall or stored e-mail revealed any connection to criminal activity. According to a letter dated January 25, 2011 (pdf), sent by the ACLU to the Maryland Corrections Department, this practice “is illegal under the federal Stored Communications Act (SCA), 18 U.S.C. §§2701-11 and its state analog, Md. Courts & Jud. Proc. Art., §10-4A-01, et seq.” The ACLU’s contention is inaccurate.

Both of the cited statutes prohibit unauthorized access to electronic communications stored at an electronic communications service provider. Even assuming that these statutes apply to content stored on Facebook’s servers (and that point is far from settled), the Maryland Corrections Department did not gain “unauthorized” access to applicants’ Facebook page. Rather, the Department would access information on Facebook only after the applicant authorized such access by providing the Department with the applicant’s password.

The true core of the ACLU's position is the following assertion contained in its January 25, 2011 letter: “[T]here can be little question but that forced ‘authorization,’ such as that demanded of [the applicant by the Maryland Corrections Department], is not proper authorization under the SCA, given the disparate bargaining power of the employer and employee or applicant.” While rhetorically appealing at first blush, this argument assumes too much, especially with respect to applicants.

Applicants are not “forced” to provide authorization. The Maryland Corrections Department emphasized that applicants could refuse to provide their password and may still be eligible for a position. But, even if the Department’s practice were to require disclosure of the password, an applicant who does not want a prospective employer to view his “friends-only” Facebook page would have the choice to refuse the request and hope to get the position or seek employment elsewhere. Indeed, if the ACLU’s contention were correct, then the millions of authorizations for pre-employment background checks and drug screens that have been executed by applicants since those forms of pre-employment investigations became routine also would be invalid.

Notably, the only case cited by the ACLU in support of its position — Pietrylo v. Hillstone Restaurant Group, 29 IER Cases 1438, 2009 WL 312420 (D.N.J. 2009) — involved an employee, not a job applicant. Thus, a court likely would not hold that an employer who gave an applicant a choice between being disqualified from consideration for a position or disclosing her Facebook password violated the federal Stored Communications Act by using the self-disclosed password to access the applicant’s restricted Facebook page.

Of course, there are other reasons why employers should carefully evaluate the practice, not least of which is avoiding the media spotlight that the ACLU often can attract to an issue, as it did in the case of the Maryland Corrections Department. Accessing an applicant’s restricted Facebook page increases the likelihood that an employer will obtain information, such as family medical history (i.e. “genetic information”) or an undisclosed disability, upon which an employer could not lawfully rely in making an employment decision. Employers also need to consider whether and to what extent information obtained from a medium the very purpose of which is to socialize (rather than to build one’s resume) bears any relevance to the hiring decision. Finally, the employer could gain a bad reputation among potential applicants who — however wrongly — believe the employer is acting unlawfully.

The ACLU’s reference to the Pietrylo case and the purportedly “disparate bargaining power between employers and employees” does raise the important question whether an employer who receives a Facebook password from an employee in response to a request gains “forced authorization” to a restricted Facebook page. In Pietrylo, which we have covered in an earlier blog post, an employee admitted at trial that she gave her password to a restricted MySpace page to the management-level employees who accessed the page and were accused by two other employees of violating the federal Stored Communications Act. The employee also testified that she subjectively feared “something bad might happen to her” if she did not disclose her password. The court found this testimony was sufficient to support the jury’s finding that the employee’s authorization was invalid, even though there was no evidence that the managers had threatened the employee in any way whatsoever. Notably, the court did not cite a single case, any language in the SCA itself, any legislative history, nor any other authority in support of its holding. Needless to say, the question remains wide open whether the purportedly “disparate bargaining power of the employer and employee” does, in fact, convert any employee’s apparently voluntary disclosure of a Facebook password into “forced authorization.”

Until the question has been definitively answered, employers have a simple—if “low tech”—work around: ask the employee who otherwise would be asked for a password to print screen shots of material posted on the restricted Facebook page. It is remarkable how many “friends” who are offended by a co-worker’s posts on a restricted Facebook page will voluntarily print that information and turn it over to HR or a manager. Because the federal Stored Communications Act makes it unlawful only to gain unauthorized access to an electronic communication stored at an electronic communications service provider, reading a printed version of a restricted wall post does not implicate the Act.

Employers also should note that the jury in the Pietrylo case rejected the plaintiffs’ invasion of privacy claim, a fact that the ACLU does not mention in its January 25, 2011 letter. The jury apparently found that the plaintiffs could not reasonably expect their posts on the friends only MySpace page to remain private when anyone on the friends list could disclose the contents of the page without restriction. This finding is consistent with the common sense proposition that an employee or applicant cannot reasonably expect privacy when sharing information with dozens, or even hundreds, of friends, none of whom are under an obligation of confidentiality.

Photo credit: Warchi

Commonplace IT Functions Raise the Risk of Federal Wiretap Act Liability Under Recent Seventh Circuit Decision

Even if your organization already has revised its electronic resources policy — as prior blog posts Email button on laptopsuggest — to address personal e-mail accounts in light of the New Jersey Supreme Court’s decision in Stengart v. Loving Care Agency and to address text messages in light of the U.S. Supreme Court’s decision in Quon v. City of Ontario, you still should consider revisiting that policy yet again in light of the U.S. Court of Appeals for the Seventh Circuit’s decision on September 9, 2010, in United States v. Szymuszkiewicz (pdf). The court’s decision affirmed the criminal conviction for Federal Wiretap Act violations of an IRS agent who, unbeknownst to his supervisor, activated the supervisor’s Microsoft Outlook autoforwarding feature. As a result, duplicates of the supervisor’s e-mail were automatically forwarded to the IRS agent without the supervisor’s knowledge or consent. The IRS agent received a sentence of eighteen months probation.

The Seventh Circuit’s decision turned principally on whether “auto forwarding” e-mail constitutes an “interception” as defined by the Federal Wiretap Act. The court answered that question in the affirmative because the auto forwarding permitted the IRS agent to obtain the content of e-mail stored in his supervisor’s e-mail inbox.

For employers, the court’s decision highlights the risk of Federal Wiretap Act liability arising from commonplace IT functions. Corporate IT departments routinely activate “auto forwarding” after an employee has left an organization so that a supervisor or co-worker can promptly respond to e-mail intended for the former employee. It also is not uncommon for corporate IT departments to rely on “e-mail journaling” to create a duplicate set of out-going and incoming e-mail for archival purposes. Journaling essentially functions the same as auto forwarding except that the duplicate e-mail content is stored on a server for possible future retrieval rather than being transmitted directly to a third party’s e-mail inbox.

Even if the IT department activates these features (which are standard-issue for Microsoft Outlook) for legitimate business purposes, the employer remains at risk of civil liability under the Federal Wiretap Act. The Act’s damages provision is plaintiff-friendly, permitting recovery of $10,000 in statutory damages without proof of actual harm, $100 per day of violation, or actual damages, whichever is greatest, plus attorneys fees and costs. If auto forwarding or e-mail journaling is activated on an enterprisewide basis, the potential exposure could be substantial.

Because consent to an interception by one party to a communication is a defense to liability under the Federal Wiretap Act, employers can reduce the risk of harm by providing employees with notice of the IT processes that constitute an interception and obtaining their express or implied consent. The notice could take the form of language in the employer’s electronic resources policy. In that case, the policy should unambiguously explain the nature and scope of the interception, and the policy should be distributed in a way that permits the employer to prove receipt. In addition, it is critical that representatives of the IT Department, human resources professionals, and in-house counsel communicate when autoforwarding or e-mail journaling is implemented so that employees’ consent can be obtained.

Significantly, in the course of reaching its decision, the Seventh Circuit rejected decisions of the Third, Fifth, Ninth and Eleventh Circuits holding that an actionable “interception” occurs only when the content of an electronic communication is acquired contemporaneously with transmission. This seemingly academic distinction has potentially significant implications for employers. To illustrate its interpretation of the Act in this regard, the appellate court explained that listening to voicemail without the consent of the sender or recipient would constitute an unlawful interception even if the third-party listener (e.g., a member of the HR department) did not hear the recorded message simultaneously with its being left for the intended recipient. While this aspect of the opinion appears to be non-binding dicta, organizations with employees in states within the Seventh Circuit — Indiana, Illinois, and Wisconsin — should, nonetheless, consider obtaining consent to review employees’ voicemail through their electronic resources policy as described above.

This entry was written by Philip L. Gordon.

Photo credit: Pgiam

As Germany Considers Restrictions on Use of Social Media for Recruiting, Multi-National Employers Need to Start Thinking About Social Media Policy 2.0

German Parliament and FlagA bill approved on August 25, 2010, by Germany’s cabinet for introduction to the German Parliament would restrict employers’ use of social media in the recruitment process. Many multi-national employers are still struggling to implement a policy governing the use of social media in their U.S. workplace. Before multi-national employers even complete that task, or catch their breath from doing so, they need to confront the question, as the German proposal suggests, whether the version 1.0 social media policy addressing only U.S. employees can be lawfully applied to non-U.S. employees.

The issue is far from academic. Facebook, which surpassed 500 million users earlier this summer, has hundreds of millions of non-U.S. users. In fact, according to a survey by NielsenWire, monthly time per user spent on Facebook exceeds the U.S. average of 6 hours and 43 minute in Australia (7 hours 45 minutes), and Italy (7 hours) with the United Kingdom not far behind at 6 hours 19 minutes. Latin America was Twitter’s fastest-growing market between June 2009 and 2010 with users increasing by 300%, followed by Asia Pacific with a 240% growth rate, and the Middle East and Africa where users more than doubled.

At the same time, the social media juggernaut has been so rapid that no one body of law in any country yet governs an employer’s ability to access and use social media content for hiring and disciplinary purposes. In the U.S., for example, private employers need to consider the federal Stored Communications Act and state computer trespass laws, the Fair Credit Reporting Act, the National Labor Relations Act, federal anti-discrimination laws, state laws protecting employees against adverse action based on lawful, off-duty conduct, and potential common law claims for invasion of privacy and unreasonable disclosure of private facts.

The German bill appears to be one of the first pieces of national legislation aimed specifically at regulating employers’ use of social media content for employment purposes. Under the current version of the bill, employers would be permitted to access only social media content that the applicant makes publicly available; social media content limited to “friends only” would be off limits. Ironically, a case last summer that resulted in a verdict against Houston’s Restaurants for unauthorized access to an employee’s friends-only site effectively drew the same distinction, albeit based on the federal Stored Communications Act, which was enacted in 1986, long before the Internet as we know it had evolved.

While the German law still needs to work its way through the legislative process, U.S. employers should expect that data protection authorities and privacy advocates in other countries and in the United States are watching. It likely is just a matter of time before many countries have enacted a body of “social media law” that will make drafting a global social media policy as challenging as drafting a global privacy policy. In the meantime, multi-national employers should consider surveying foreign laws in the areas of access to electronic communications, privacy and data protection, and labor rights before applying a U.S.-based social media policy to applicants or employees located in other parts of the world.

This entry was written by Philip L. Gordon.

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Supreme Court Review of Quon May Provide Important Guidance for Private Employers

The U.S. Supreme Court agreed, today, to review the Ninth Circuit Court of Appeal’s decision in Quon v. Arch Wireless, a case with potentially important implications for private employers. As explained in prior posts, the appellate court held that the City of Ontario Police Department violated a SWAT officer’s reasonable expectation of privacy by reviewing the content of his sexually explicit text messages, even though: (1) the messages had been sent with a Department-issued pager through a service provider under contract with the Department, and (2) the Department’s formal policy informed all SWAT officers that the Department might review their text messages. In reaching that conclusion, the Ninth Circuit relied principally on a statement by the officer in charge of the text messaging program to the SWAT officer that the Department would not review his text messages if he voluntarily paid any overage charges resulting from excessive personal use.

Although there are some differences in the privacy standards applicable to public sector and private employers, the standards are sufficiently similar that the Supreme Court’s decision likely will provide important guidance for employers on at least three issues. First, the law is relatively well settled that private employers can review any communications stored on a corporate e-mail server when the employer notifies employees of the monitoring, typically through an electronic resources policy. Quon is one of the first cases to address whether the same rule applies when the employee’s communication is transmitted through a third-party service provider under contract with the employer. The issue has gained increasing importance as an increasingly large number of employees use text messaging during the work day. (A case currently under consideration by the New Jersey Supreme Court, Stengart v. Loving Care, addresses an employee’s privacy expectations in copies of e-mail stored on a company-issued laptop that were sent through the employee’s personal e-mail account to her attorney.)

Second, the Supreme Court’s decision likely will address how a formal employment policy that otherwise would defeat an employee’s privacy expectation could be countermanded by an informal representation to a specific employee. Here, private employers likely will receive guidance on the types of informal statements that could be sufficient to countermand a formal policy as well as the degree of authority of the person making the informal statement necessary to override the formal policy.

Third, the Supreme Court also granted review on the question whether the senders of text messages to the SWAT officer had a reasonable expectation that his government employer would not read them. This question raises an issue that often is overlooked in cases revolving around an employer’s review of employee e-mail, i.e., the privacy interests of the sender. Without further development, it is difficult to anticipate the extent to which the Supreme Court’s ruling on this issue might affect private employers and what that affect might be.

Notably, the Supreme Court denied the service provider’s request for review of the Ninth Circuit’s ruling that the provider violated the federal Stored Communications Act by disclosing the SWAT officer’s text messages to the Department without his consent. Under the Act, a communications service provider, such as an ISP or cell phone provider, generally cannot disclose stored communications without the sender’s or recipient’s consent. An exception permits disclosure to the subscriber — the Department in the Quon case — when the provider is a “remote computing service.” The Ninth Circuit ruled that a “remote computing service” is akin to an electronic filing cabinet. Because the provider in the Quon case was a facilitator of communications, it was not a “remote computing service” and, therefore, could not take advantage of the exception. With the growing prevalence of “cloud computing” services, the proper definition of a “remote computing service” has become increasingly important. The Supreme Court’s decision to forego review of this issue leaves the Ninth Circuit’s ruling on this issue intact.

At bottom, Quon reflects the dynamic nature of the law governing technology in the workplace as communications technology rapidly moves beyond e-mail, and societal expectations change.

This entry was written by Philip L. Gordon

Photo credit: Niklas Bildhauer

Recent Fourth Circuit Ruling Demonstrates Risks to Employers of Accessing Employees' Personal E-Mail Accounts

In a cautionary tale for all employers, the United States Court of Appeals for the Fourth Circuit recently held that an employer who accessed a former employee's personal e-mail account could be held liable for punitive damages and attorneys' fees under the federal Stored Communications Act, even without the employee proving any actual damages. Continue reading Littler ASAP, Recent Fourth Circuit Ruling Demonstrates Risks to Employers of Accessing Employees' Personal E-Mail Accounts, by Philip L. Gordon and Justin A. Morello.

A Case to Watch re Workplace Monitoring: Sidell v. Structured Settlement Investments

While the case is still in the early stages, Sidell v. Structured Settlement Investments, LP et al, Case No. 3:08-cv-00710-VLB (D.Conn 2008), is shaping up to be a case to watch. Recently covered by The New York Times, the lawsuit involves an interesting twist on workplace monitoring; namely, what are the limits on an employer’s access, using its own computer equipment, to an employee’s e-mail stored in an employee’s personal e-mail account. Ultimately, the case may add to the growing list of decisions regulating electronic communications in the workplace. See, e.g., Quon v. Arch Wireless; Scott v. Beth Israel. The Ninth Circuit decision in Quon was discussed in our prior blog entry, Ninth Circuit Ruling Not a Significant Obstacle to Employers' Accessing Text Messages.

According to the complaint, this is what happened: A company closed a branch and fired the office manager. The company claimed that the termination was for cause and explained the facts supporting its decision to the manager. Before the company had changed the locks, the office manager entered his old office, logged on to his computer, and sent an e-mail to his personal attorney regarding his potential claims against the company. The office manager did not log-off from his Yahoo! account, nor did he turn off his computer. As a result, this e-mail remained accessible through the computer in the office manager’s former office. Over the next few weeks while using the same e-mail account, the office manager sent his personal attorney numerous additional e-mails regarding his termination.

Soon after his termination, the office manager demanded arbitration under his employment contract. During discovery, it became apparent that following the office manager’s termination, the company had been monitoring the manager’s personal Yahoo! email account. The office manager then filed a separate lawsuit against the company, claiming violations of the Federal Wiretap Act, the Stored Communications Act, state statutes and for invasion of privacy. The case is currently pending.

The Federal Wiretap Act claim most likely will fail because claims under that statute can proceed only if the content of e-mail is acquired in the transmission process. The office manager’s other claims have a chance of surviving. As one commentator noted to The New York Times, these facts “would make a great exam question.”

This case raises a host of issues, including:

  • whether the former employee consented to the employer’s access to his personal e-mail because he did not log-off of his account or turn off his computer and he knew his former employer would have access to it;
  • whether employees have an expectation of privacy when they log-on to web based e-mail through company owned and controlled computers;
  • whether a terminated employee enjoys any expectation of privacy when using a former employer’s computer system;
  • the extent to which an employer may access information left by a terminated employee;
  • at what point attorneys have a duty to disclose attorney-client communications; and
  • how an employer’s electronic resources policies affect the expectation of privacy of employees and former employees. 

This case is also a reminder that electronic resources policies need careful consideration, including:

  • whether the policies should prohibit employees from using corporate resources to access personal e-mail accounts;
  • whether the policies should require employees to consent to their employer accessing their personal e-mail account if accessed using corporate resources; and
  • whether the policies should warn employees that their employer will access employees’ e-mail sent to a personal attorney over the corporate computer network.

There is no one right answer. Rather, employers need to consider their corporate culture, educate employees and be prepared to routinely enforce such policies in a uniform, non-discriminatory manner.

Quon Ruling Not Significant Obstacle to Employers' Accessing Text Messages

The Los Angeles Times reported on June 19, 2008, that the Ninth Circuit’s decision in Quon v. Arch Wireless Operating Co., “sharply limited the ability of employers to obtain e-mails and text messages sent by employees on company-financed accounts.” And many major news outlets echoed this sentiment: "Court Rules Employee Text Messages Are Private," "SF Court Protects Privacy of Work Communications," "Stop Snooping on Email, Court Tells Some Nosy Bosses." However, the assertion of the LA Times reporter, while literally true, is pure hyperbole when viewed in the context of a real-world workplace.

The Ninth Circuit ruled in Quon that a text-message provider, Arch Wireless, violated the federal Stored Communications Act (the “Act”) by disclosing to the City of Ontario Police Department sexually explicit text messages sent by Sgt. Quon using a City-issued text-message pager, even though the City was the subscriber on the service contract. The court explained that the Act prohibits providers of an “electronic communication service” — Internet Service Providers (ISPs) and text messages services, for example — from disclosing stored e-mail or text messages without the consent of the sender or recipient. At first blush, this ruling appears to present a dramatic shift in the balance of power between employers and employees in the spy vs. spy world of workplace monitoring.

Not so fastEmployers can easily and lawfully circumvent the court’s ruling. Employers, for example, can prohibit employees from conducting any company business other than over the corporate network, and they can limit company-issued electronic devices to those, such as a Blackberry, that can be configured to route all communications through the corporate network. Notably, the Ninth Circuit’s decision expressly reaffirmed the well established rule that employers can defeat an employee’s expectation of privacy by distributing a policy unambiguously stating that employees communications using corporate resources will be monitored and are not private.

Of course, many employers in today’s world do provide cell phones with text-message capability. That does not mean that employees now can text with impunity. The Ninth Circuit’s decision addresses only access to the content of text messages stored at the provider. The decision imposes no limit on an employer’s obtaining transactional data, such as number of characters used, number of messages sent, or cost of service.

In any event, employers who think they may want to review their employees’ text messages need only condition payment for the cell phone, or for the service, on the employee’s giving written consent to the provider to disclose text messages to the employer; employees who don’t give consent and wish to keep their text messages private would have to pay for the service out of their own pocket. How many employees will be willing to pay $100 or more monthly to be able to send dirty text messages (especially with gas at $4 per gallon)?

There is yet another solution for employers. The Ninth Circuit’s ruling imposes no restriction on an employer’s review of text messages stored on company-issued cell phones. As long as the employer’s electronic resources policy notifies employees that text messages will be searched, the Ninth Circuit’s ruling actually can be used to defeat any privacy-based claim by an employee based upon such a review. In addition, as computer forensic capabilities improve and cell phone memory chips expand, these types of cell phone examinations could easily become routine.

The case is a cautionary tale on another point. The Ninth Circuit also addressed the question whether the City violated Sgt. Quon’s privacy expectations by reviewing his text messages after receiving them from Arch Wireless. On this point, the court noted (as I mentioned above) that in the normal course, the City’s “Computer Use, Internet and E-Mail Policy” would have defeated Sgt. Quon’s privacy-based claim. However, the police lieutenant responsible for overseeing the City’s text-message program had established an informal policy, communicated orally to Sgt. Quon, that the City would not read an officer’s text messages to determine whether they were personal or business-related so long as the officer paid for any over charges. The Ninth Circuit ruled that Sgt. Quon reasonably relied on this informal policy when he sent personal text messages using his City-issued pager, believing that the messages would remain private. Even though the City is a public employer, this holding is most likely is transferable to the private workplace.

Bottom line #1: Employers first need to evaluate whether reviewing messages stored with a service provider is in the employer’s interest. Corporate culture or potential employee rebellion potentially are significant countervailing factors. If the interest is strong enough, then the employer can execute any of the strategies described above to meet those objectives.

Bottom line #2: Instruct your IT personnel and others responsible for workplace monitoring not to make representations to employees that your business’ electronic resources policy will not be followed. Consider modifying your electronic resources policy to state that it can not be modified except by a written communication by a senior executive.

For further analysis of the Quon case, please see Littler ASAP: Employee Text Messages Are Not Inviolate: Understanding and Navigating the Ninth Circuit's Decision in Quon v. Arch Wireless Operating Company by Philip L. Gordon and Justin A. Morello.

Employers' Efforts to Combat Cybersmear Hit the First Amendment Shield

The balance of power has shifted. In the “old days” -- before the Internet explosion -- a disgruntled current or former employee did not have many outlets. She might complain to a spouse, a cadre of sympathetic co-workers or a union representative. But her employer had little fear that her scalding criticism of her direct report, the company’s business strategy or senior management would be front-page news or fodder for radio talk shows.

In today’s world of blogs, personal Web pages, chat rooms, and message boards, that dynamic has been flipped. Employees — and particularly terminated, former employees — are venomously trashing their employers in cyberspace, where anyone who wants to “tell all” can speak freely. Employers have been left desperately searching for the answer to one simple question: “How can I shut that guy up?”

A decision published by the California Court of Appeal earlier this month, Krinsky v. Doe 6, highlights one of the major obstacles to squelching these silicon diatribes, often referred to as “cybersmear.” Who do you shut down? Most current and former employees venting on the Web are cagey enough to hide behind anonymity or veiled identity. In Krinsky, for example, the offending poster dubbed the plaintiff, a departing senior executive, “boobs” and said that he would “reciprocate felatoin [sic] with [her] even though she has fat thighs, a fake medical degree, 'queefs' and ... poor feminine hygiene” but, for obvious reasons, did not take personal responsibility for this juvenile comment.

The Krinsky plaintiff, like other business people on the receiving end of an anonymous or pseudonymous diatribe, are left knocking on the typically sealed door of the Internet Service Provider (ISP) that hosts the server where the post resides. The ISPs, fulfilling assurances of confidentiality in their subscriber agreement or complying with obligations imposed by the Stored Communications Act, typically will disclose the identity of an anonymous or pseudonymous user posting content only in response to a subpoena or court order. The ISP also typically will put its subscriber on notice that a subpoena has been served to give the subscriber an opportunity to ask the issuing court to quash the subpoena.

No matter how obnoxious their posting, current and former employees who speak anonymously or pseudonymously on the Web arrive in court with the upper hand; they are cloaked in the protective garb of the First Amendment. The First Amendment does not protect cybersmearing employees from being terminated (albeit anti-retaliation statutes and other statutes might, depending upon the content of the post). Rather, the First Amendment restricts the power of the judiciary to issue a speech-squelching injunction.

In Krinsky, the court announced a new test applicable in California (where many Silicon Valley-spawned ISPs happen to be located) for deciding whether a subpoena seeking to uncover the identity of an allegedly libelous poster should be quashed. The defamation plaintiff must (a) show that she tried to notify the anonymous or pseudonymous poster of the subpoena — for example, by posting a notice on the blog where the cybersmear appeared, and (b) establish a prima facie case of defamation.

In most circumstances, Point (b) means the target of the cybersmear must establish that the libelous statement is factual (as opposed to non-actionable opinion) and that the libel damaged the plaintiff, e.g., caused plaintiff to lose her job or damaged a customer relationship. These standards can be difficult to satisfy. In Krinsky, for example, the court held that the cybersmear fell “into the category of crude, satirical hyperbole which, while reflecting the immaturity of the speaker, constitute[s] protected opinion under the First Amendment.” Even if a plaintiff, like Krinsky, is the target of an outright factual lie, she often will find it difficult, if not impossible, to link any economic loss to what most likely is a relatively obscure Internet post.

Krinsky teaches that in most cases the target of cybersmear is better off turning the proverbial other cheek (or finding a padded room in which to vent) than resorting to the court system for relief. Eventually, the scurrilous diatribe will be washed away in the muck of self-expression that fills the Web.