What is an Acceptable Use Policy?

What is the purpose of an acceptable use policy?

An acceptable use policy outlines and informs the acceptable use of technical equipment at the company.

These rules are in place to protect both the authorized user and the organization, as inappropriate use exposes the company to risks including ransomware-related attacks, compromise of network systems and services, and legal issues.

What Are The Benefits of An Acceptable Use Policy?

From an IT perspective, an AUP provides a set of rules describing what a user can and cannot do when using company-provided technology resources. AUPs can apply to devices the organization supplies and to personal devices that the user provides.

An AUP spells out acceptable and unacceptable employee behavior and actions. It also provides a company with a legal mechanism to compel compliance (and stipulates the penalties for noncompliance.)

How Are AUPs Used?

The following are examples of areas where an acceptable use policy could be helpful:

• Code of conduct: In conjunction with an existing company code of conduct, an AUP addresses IT issues.

• Social media: An AUP sets parameters on how employees should use social media sites, including what shouldn't be discussed about the company and its business.

• Internet and other system use: Policies generally cover whether an organization's computer systems and network bandwidth can be used only for business purposes. They often stipulate whether these resources can be used for personal email or other electronic communications, shopping, playing computer games and gambling.

• Cybersecurity: An AUP sets rules related to an organization's IT security policies. These include rules around accessing restricted information; changing access data, such as passwords; opening questionable email attachments; accessing public Wi-Fi services; and using company-approved authentication procedures. It can also specify security measures for responding to security breaches such as phishing.

• Nonemployee users: Use policies set restrictions on how nonemployees can use company information systems and network resources.

• Accessing private or confidential information: AUPs prevent users from unauthorized access to proprietary or confidential data and unauthorized use of that data.

• Bring-your-own-device (BYOD): Many organizations allow or require employees to use personal devices such as laptops for business purposes. However, with BYOD, an AUP is necessary to prevent security issues and misunderstandings about how these devices should be used.

What Are Best Practices For Enforcing an Acceptable Use Policy?

Once you’ve decided what to include in your acceptable use policy, you must implement it and enforce it in your company. Here are some tips to smooth the process:

• Write up your AUP in plain language: All employees must understand your AUP. Remember that most won’t have extensive legal and technical knowledge. Write your AUP in straightforward language with minimal IT tech jargon, legal terms, or acronyms.

• Train employees on the AUP: Hold a meeting where you explain your AUP. Share how it benefits the company (i.e., protecting the business from data breaches) and shielding it from lawsuits) and how it will be enforced.

• Have employees agree to the AUP: Distribute written copies of the AUP, and have each employee sign it to indicate that they understand and agree to the policy. Include this in the onboarding process for all new hires. Keep these signed agreements with your human resources files in case of a future breach or legal issue.

• Schedule periodic policy reviews: Schedule a review of your AUP annually to see if it must be changed in any way. Reviews may be done sooner if an event impacts the policy, such as a new business process, product, law, or ownership change.

Your Ready-to-Use Acceptable Use Policy (AUP)

Please see a standard AUP below for both reference and template purposes:

1. Purpose

The purpose of this Acceptable Use Policy (AUP) is to outline the acceptable use of information systems, networks, devices, and data within [Organization Name].

This policy is designed to protect the organization, its employees, and its data by clarifying permitted and prohibited activities.

2. Scope

This policy applies to:

• All employees, contractors, consultants, partners, vendors, and temporary staff

• All organization-owned or managed systems, networks, devices, applications, and data

• Personal devices used to access organization resources (BYOD), where applicable

3. Acceptable Use Requirements

Users must:

• Use organizational systems and data only for authorized business purposes

• Access only the systems, applications, and data they are explicitly approved to access

• Protect all organizational information in accordance with security policies

• Report suspicious activity, suspected security incidents, or policy violations immediately to [Security Team / Helpdesk]

• Follow all password, MFA, and access control requirements

• Ensure physical security of devices, including laptops and mobile devices

• Maintain updated antivirus/EDR software and allow security updates/patching

4. Prohibited Activities

Users must not engage in the following:

Security and Access Violations

• Unauthorized access to data, systems, or privileged accounts

• Sharing passwords, MFA tokens, or authentication devices

• Bypassing or disabling security controls such as EDR, firewalls, logging, or encryption

• Using another individual’s credentials or allowing others to use theirs

Technology Misuse

• Installing unapproved software, applications, or browser extensions

• Using organizational systems for illegal, malicious, or harmful activities

• Performing unauthorized penetration testing, scanning, or data scraping

• Using peer-to-peer file sharing or torrent services

Data Protection Violations

• Sending sensitive data to unauthorized external parties

• Storing confidential data on unapproved personal devices or cloud services

• Copying or removing data without proper approval

• Sharing internal documents or intellectual property publicly or on social media

Harassment or Misconduct

• Accessing or distributing discriminatory, offensive, or inappropriate content

• Using company resources to harass, bully, threaten, or intimidate others

5. Email and Communication Usage

Users must:

• Use organization-provided email for business communication

• Avoid opening suspicious links or attachments

• Refrain from using corporate email for personal accounts (such as for shopping or subscriptions)

• Not impersonate another person or entity

6. Internet and Social Media Usage

• Internet use must be work-related and not interfere with productivity.

• Public comments on social platforms must not disclose confidential information.

• Employees must not represent themselves as speaking on behalf of the organization unless authorized

7. Remote Work and BYOD

If remote access is approved, users must:

• Connect through organization-approved VPN or secure access gateways

• Ensure home networks follow security best practices, including WPA2/WPA3 encryption

• Keep personal devices used for work updated and protected with endpoint security tools

8. Monitoring and Privacy

[Organization Name] may monitor network traffic, systems, email, and device activity to ensure compliance with this policy.

• Users should not expect privacy when using organizational systems

• Monitoring is conducted in accordance with applicable laws and internal policies

9. Violations and Consequences

Failure to comply with this policy may result in:

• Revocation of access

• Disciplinary action up to and including termination

• Legal action or reporting to law enforcement

• Financial liability for damages caused

10. Policy Review & Maintenance

This policy will be reviewed annually, or when significant organizational, legal, or technological changes occur.

11. Acknowledgment

I acknowledge that I have read, understand, and agree to comply with the Acceptable Use Policy.

Name: Signature: Date:

Conclusion

An AUP is more than a set of rules for employees using the company’s technological resources: it’s an educational document that teaches employees proper information security and data management practices. It’s also a semi-legal document that can have repercussions for those who don’t follow the guidelines.

However, an Acceptable Use Policy is just one component of a broader cybersecurity roadmap. Reach out today to take the next steps towards a stronger security posture.