IT Acceptable Use Policy Template

IT Acceptable Use Policy

Purpose of IT Acceptable Use Policy

This IT Acceptable Use Policy defines acceptable and prohibited uses of [Company Name] information technology resources. The policy exists to protect the confidentiality, integrity, and availability of company systems and data, to support a secure and productive work environment, and to ensure consistent expectations for employees and contractors.

Scope

This policy applies to all employees, contractors, temporary staff, volunteers, and any other users who access or use [Company Name] IT resources, including but not limited to desktops, laptops, mobile devices, cloud services, networks, email, and collaboration tools.

Acceptable Use

Users must use IT resources primarily for business-related purposes. Reasonable personal use is permitted where it does not interfere with job duties, consume significant resources, violate other policies, or expose the company to risk. Acceptable use includes:

• Accessing systems and data necessary to perform assigned duties.
• Using approved communication and collaboration tools for business purposes.
• Reporting security incidents promptly to IT and following incident response instructions.

Unacceptable Use

The following activities are prohibited on [Company Name] IT resources:

• Unauthorized access, distribution, or sharing of confidential or sensitive data.
• Downloading, installing, or using unapproved software or tools.
• Attempting to bypass security controls, network restrictions, or monitoring.
• Engaging in illegal activities, piracy, or accessing inappropriate material.
• Using company IT resources for non-work commercial activities, gambling, or political campaigning.

Security and Passwords

Users must follow security best practices and company standards for authentication. This includes creating strong passwords, protecting credentials, using multi-factor authentication where provided, and not sharing accounts. Report lost or compromised credentials immediately.

Software, Updates and Asset Management

Only software approved and licensed by [Company Name] may be installed on company devices. Users must install updates and security patches as directed by IT. Devices must be inventoried and returned when requested by the company.

Network and Internet Use

Users must use the company network and internet connection responsibly. Bandwidth-intensive personal activities should be avoided. Connection of unauthorized network devices is not permitted. Remote connections must use approved secure methods.

Email and Communications

Company email and communication tools are official records and must be used professionally. Users must not send spam, phishing, or harassing communications. Sensitive information transmitted by email must be encrypted if required by company policy.

Personal Devices and Bring Your Own Device

Personal devices used to access company systems must meet security requirements set by IT. BYOD users may be required to enroll devices in management software, enable encryption, and allow remote wipe if the device is lost or the user leaves the company.

Remote Access and Mobile Working

Remote access to company resources must use approved VPNs or remote access solutions. Users working remotely must maintain reasonable security controls, protect physical access to devices, and follow the same use rules as onsite employees.

Data Protection and Confidentiality

Users must protect personal data and confidential company information in accordance with data handling procedures. Data should be stored only on approved systems, classified appropriately, and shared on a need-to-know basis.

Monitoring and Privacy

[Company Name] may monitor use of IT resources to protect its systems and to ensure compliance with this policy. Monitoring will be conducted in a manner consistent with company practices and applicable privacy expectations. Users should have no expectation of privacy on company-owned systems.

Incident Reporting

All security incidents, suspected breaches, or loss of devices must be reported immediately to the IT helpdesk and to the employee's manager. Prompt reporting helps reduce risk and supports timely response and recovery.

Approval Process

Requests for exceptions, for installation of nonstandard software, or for access beyond standard privileges must be submitted in writing to the employee's manager and to IT. Managers review requests for business need and risk, and HR reviews requests that affect employee terms or compliance. Final approval is granted by IT in coordination with the manager and HR. Emergency changes can be authorized by IT but must be documented and reviewed after the fact.

Role of Managers and HR

Managers are responsible for enforcing this policy within their teams, approving legitimate business needs for exceptions, and ensuring team members understand and follow required practices. HR supports policy communication, handles conduct or disciplinary matters related to misuse, and coordinates with IT on cases that affect employment status.

Non-Compliance

Failure to comply with this policy may result in disciplinary action up to and including termination of employment. Consequences depend on the severity and intent of the violation and may include revocation of access privileges, mandatory training, suspension, repayment of costs, and legal action when appropriate. Managers, HR, and IT will determine corrective actions in each case.

Note

This policy may be updated periodically to reflect changes in technology, business needs, or security requirements. Employees will be notified of significant changes. Employees should contact HR or IT for clarification, interpretation, or to request an exception under the approval process.