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Sample Acceptable Usage Policy

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This Acceptable Usage Policy covers the security and use of all (Acme Corporation’s)

information and IT equipment. It also includes the use of email, internet, voice and mobile IT

equipment. This policy applies to all (Acme Corporation’s) employees, contractors and

agents (hereafter referred to as ‘individuals’).

This policy applies to all information, in whatever form, relating to (Acme Corporation’s)

business activities worldwide, and to all information handled by (Acme Corporation) relating

to other organisations with whom it deals. It also covers all IT and information

communications facilities operated by (Acme Corporation) or on its behalf.

Computer Access Control – Individual’s Responsibility

Access to the (Acme Corporation) IT systems is controlled by the use of User IDs,

passwords and/or tokens. All User IDs and passwords are to be uniquely assigned to named

individuals and consequently, individuals are accountable for all actions on the (Acme

Corporation’s) IT systems.

Individuals must not:

• Allow anyone else to use their user ID/token and password on any (Acme Corporation)

IT system.

• Leave their user accounts logged in at an unattended and unlocked computer.

• Use someone else’s user ID and password to access (Acme Corporation’s) IT systems.

• Leave their password unprotected (for example writing it down).

• Perform any unauthorised changes to (Acme Corporation’s) IT systems or information.

• Attempt to access data that they are not authorised to use or access.

• Exceed the limits of their authorisation or specific business need to interrogate the

system or data.

• Connect any non-(Acme Corporation) authorised device to the (Acme Corporation)

network or IT systems.

• Store (Acme Corporation) data on any non-authorised (Acme Corporation) equipment.

• Give or transfer (Acme Corporation) data or software to any person or organisation.

outside (Acme Corporation) without the authority of (Acme Corporation).

Line managers must ensure that individuals are given clear direction on the extent and limits

of their authority with regard to IT systems and data.

Internet and email Conditions of Use

Use of (Acme Corporation) internet and email is intended for business use. Personal use is

permitted where such use does not affect the individual’s business performance, is not

detrimental to (Acme Corporation) in any way, not in breach of any term and condition of

employment and does not place the individual or (Acme Corporation) in breach of statutory

or other legal obligations.

All individuals are accountable for their actions on the internet and email systems.

Individuals must not:

• Use the internet or email for the purposes of harassment or abuse.

• Use profanity, obscenities, or derogatory remarks in communications.

• Access, download, send or receive any data (including images), which (Acme

Corporation) considers offensive in any way, including sexually explicit, discriminatory,

defamatory or libellous material.

• Use the internet or email to make personal gains or conduct a personal business.

• Use the internet or email to gamble.

• Use the email systems in a way that could affect its reliability or effectiveness, for

example distributing chain letters or spam.

• Place any information on the Internet that relates to (Acme Corporation), alter any

information about it, or express any opinion about (Acme Corporation), unless they are

specifically authorised to do this.

• Send unprotected sensitive or confidential information externally.

• Forward (Acme Corporation) mail to personal (non-Acme Corporation) email accounts

(for example a personal Hotmail account).

• Make official commitments through the internet or email on behalf of (Acme Corporation)

unless authorised to do so.

• Download copyrighted material such as music media (MP3) files, film and video files (not

an exhaustive list) without appropriate approval.

• In any way infringe any copyright, database rights, trademarks or other intellectual

property.

• Download any software from the internet without prior approval of the IT Department.

• Connect (Acme Corporation) devices to the internet using non-standard connections.

Clear Desk and Clear Screen Policy

In order to reduce the risk of unauthorised access or loss of information, (Acme Corporation)

enforces a clear desk and screen policy as follows:

• Personal or confidential business information must be protected using security features

provided for example secure print on printers.

• Computers must be logged off/locked or protected with a screen locking mechanism

controlled by a password when unattended.

• Care must be taken to not leave confidential material on printers or photocopiers.

• All business-related printed matter must be disposed of using confidential waste bins or

shredders.

Working Off-site

It is accepted that laptops and mobile devices will be taken off-site. The following controls

must be applied:

• Working away from the office must be in line with (Acme Corporation) remote working

policy.

• Equipment and media taken off-site must not be left unattended in public places and not

left in sight in a car.

• Laptops must be carried as hand luggage when travelling.

• Information should be protected against loss or compromise when working remotely (for

example at home or in public places). Laptop encryption must be used.

• Particular care should be taken with the use of mobile devices such as laptops, mobile

phones, smartphones and tablets. They must be protected at least by a password or a

PIN and, where available, encryption.

Mobile Storage Devices

Mobile devices such as memory sticks, CDs, DVDs and removable hard drives must be

used only in situations when network connectivity is unavailable or there is no other secure

method of transferring data. Only (Acme Corporation) authorised mobile storage devices

with encryption enabled must be used, when transferring sensitive or confidential data.

Software

Employees must use only software that is authorised by (Acme Corporation) on (Acme

Corporation’s) computers. Authorised software must be used in accordance with the

software supplier's licensing agreements. All software on (Acme Corporation) computers

must be approved and installed by the (Acme Corporation) IT department.

Individuals must not:

• Store personal files such as music, video, photographs or games on (Acme Corporation)

IT equipment.

Viruses

The IT department has implemented centralised, automated virus detection and virus

software updates within the (Acme Corporation). All PCs have antivirus software installed to

detect and remove any virus automatically.

Individuals must not:

• Remove or disable anti-virus software.

• Attempt to remove virus-infected files or clean up an infection, other than by the use of

approved (Acme Corporation) anti-virus software and procedures.

Telephony (Voice) Equipment Conditions of Use

Use of (Acme Corporation) voice equipment is intended for business use. Individuals must

not use (Acme Corporation’s) voice facilities for sending or receiving private communications

on personal matters, except in exceptional circumstances. All non-urgent personal

communications should be made at an individual’s own expense using alternative means of

communications

Individuals must not:

• Use (Acme Corporation’s) voice for conducting private business.

• Make hoax or threatening calls to internal or external destinations.

• Accept reverse charge calls from domestic or International operators, unless it is for

business use.

Actions upon Termination of Contract

All (Acme Corporation) equipment and data, for example laptops and mobile devices

including telephones, smartphones, USB memory devices and CDs/DVDs, must be returned

to (Acme Corporation) at termination of contract.

All (Acme Corporation) data or intellectual property developed or gained during the period of

employment remains the property of (Acme Corporation) and must not be retained beyond

termination or reused for any other purpose.

Monitoring and Filtering

All data that is created and stored on (Acme Corporation) computers is the property of

(Acme Corporation) and there is no official provision for individual data privacy, however

wherever possible (Acme Corporation) will avoid opening personal emails.

IT system logging will take place where appropriate, and investigations will be commenced

where reasonable suspicion exists of a breach of this or any other policy. (Acme

Corporation) has the right (under certain conditions) to monitor activity on its systems,

including internet and email use, in order to ensure systems security and effective operation,

and to protect against misuse.

Any monitoring will be carried out in accordance with audited, controlled internal processes,

the UK Data Protection Act 1998, the Regulation of Investigatory Powers Act 2000 and the

Telecommunications (Lawful Business Practice Interception of Communications)

Regulations 2000.

This policy must be read in conjunction with:

• Computer Misuse Act 1990

• Data Protection Act 1998

It is your responsibility to report suspected breaches of security policy without delay

to your line management, the IT department, the information security department or

the IT helpdesk.

All breaches of information security policies will be investigated. Where

investigations reveal misconduct, disciplinary action may follow in line with (Acme

Corporation) disciplinary procedures.