Acceptable Use Policy: A Basic Guide
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What Is an Acceptable Use Policy?
An acceptable use policy, also called an AUP, is an agreement between two or more parties that outlines the appropriate use of access to a corporate network or the internet. The typical agreement is between the organization providing network access (such as a company or education institution) and the users of that network (like employees or students). This document describes what users may and may not do when accessing this network.
An AUP is useful for businesses and educational facilities that provide internet access to employees, students, guests, or customers. Before they are granted access to the network, they must agree to these terms and conditions. Likewise, when you sign up with an internet service provider, they usually have you sign an AUP that requires you to follow a certain set of stipulations.
What Is Covered in an Acceptable Use Policy?
Companies and other facilities use an AUP to protect their networks from bad players. The purpose of an AUD is to ensure everyone is only using internet access for appropriate tasks. Limiting what users can do can help these internet providers uphold the law and protect other users from cybersecurity threats. Here are a few stipulations you may find in an AUP:
- Avoid violating the law while using the service
- Do not attempt to hack the security of the network or users on the network
- Do not attempt to send spam or junk mail
- Do not attempt to crash a website's server with spam or mass emails
- Report any suspicious behavior you may see on the network
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Why Is an Acceptable Use Policy Important?
If your business provides internet access, then you need an AUP for these reasons:
Preventing Cybersecurity Threats
Businesses and institutions want to have some sort of control over what activity takes place on their networks. Limiting what users can browse, download, and search on the internet is all a part of keeping a safe network. If a student or employee were to open a suspicious attachment or visit unsecured websites, they could make your network vulnerable to hackers and viruses.
Ensure Users are Avoiding Illegal Activity
An AUP can help ensure users are following the law. For instance, an AUP may strictly prohibit users from pirating music, movies, or other files. It may outline that if a user is violating these rules they will face consequences. Consequences may range from suspension to information being turned over to law enforcement depending on the violation and the organization’s policies. Having users break the law on your network can become a liability for your business, which is why outlining these prohibited activities in your AUP is so essential.
Focus on Productivity
Schools may also use an AUP to ensure their students are focusing on classwork rather than looking up things for fun on the web. Also, when young people are using the internet, schools need to make parameters to protect children from any inappropriate websites. Businesses can use it to ensure their employees are working on their tasks rather than browsing social media or tending to personal communications.
What to Consider When Creating an Acceptable Use Policy
When creating an AUP for your business, you need to consider these key factors:
Acceptable Internet Use
Employers should have an internet use policy to ensure their employees are staying on task during working hours. The level of freedom your team gets should depend on the type of work they do. For instance, creative teams may need a larger scope of access to be able to check out social media trends and pop culture. Other teams may need access to the news or local reports to do their job right.
When deciding what's allowed, remember that your employees want to be treated like adults. An overly restrictive AUP may hinder their work and make them feel that you can't trust them. Depending on the organization’s needs and policies, many businesses choose to restrict the following type of websites:
- Social media
- Streaming
- Shopping
- News
- Personal email/communications
- Pornography
- Gambling
- Illegal activity
Cybersecurity
Protecting sensitive information is at the heart of most AUPs. It's crucial that you outline which at-risk behaviors employees should avoid when using your network. A data breach could cost your business and employees a lot of time and money, so use your AUP to outline these common security policies:
- Keep all passwords private, and change them regularly
- Do not use public Wi-Fi on company devices
- Never open email attachments or links that you are not expecting. When something appears suspicious, contact the IT department
- Sign up for two-factor authentication
- Social media is only allowed for business purposes
Private Information
Employees need to be able to send confidential information to one another securely. In your AUP, outline how employees can safely send, view, and store company data. If there happens to be a data breach, an AUP can also tell employees how to handle such a situation. Outline how to report an incident, who to report it to, and any other important protocols for when an employee is experiencing a network issue.
Guest Users
Many businesses have a separate network for their guests. When a guest logs on, they usually have to sign an AUP. In this document, it's wise to make your policies even stricter for those who are not employees. Make sure guests cannot access internal files or information.
Image via Unsplash by Daria Nepriakhina
How Employers Can Better Enforce Their Acceptable Use Policies
It's one thing to get users to agree to your terms and conditions, and it's another to make sure they are actually following them. Use these tips to get your employees to respect and adhere to your AUP:
Make Your Policies Known
More often than not, users skim over an AUP without actually absorbing what is included in the agreement. That's why you should also include the terms of your AUP in your employee handbook. Along with this, you should also make the policies common knowledge for all employees. You could do this during the onboarding process or have an annual review of your AUP.
Create a Plan for Correcting Issues
When employees know there are actual consequences for violating your AUP, they are more likely to follow your parameters. Have a clear policy on what management will do if an employee is caught misusing the network. If you do learn that a user is breaking the terms of your AUP, you need to enact these consequences consistently. If you give people a free pass all of the time, employees are unlikely to take your AUP seriously.
Use Straightforward Language and Formatting
Rather than using confusing legal jargon, write your AUP in terms that employees can understand. A contract lawyer has the skills to help you create an easy-to-comprehend document that still covers all of your bases. Along with the actual wording, also make sure it's in a legible format. Make different sections per topic. Bullet points and short phrases are much easier to read through than long paragraphs.
Test Your Employees' Knowledge
After employees read through the policy, test their knowledge of the document. Letting them know they will have to take a short quiz ahead of time will motivate them to understand the entire AUP. Be willing to explain any part of the AUP so your employees can feel confident about the information in there.
Having an AUP is an integral part of protecting your network, avoiding illegal activity, and ensuring your employees are staying on task. When it's time to create or update your AUP, we have the expertise to help you get started.
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Michael M.
www.linkedin/in/michaelbmiller I am an experienced contracts professional having practiced nearly 3 decades in the areas of corporate, mergers and acquisitions, technology, start-up, intellectual property, real estate, employment law as well as informal dispute resolution. I enjoy providing a cost effective, high quality, timely solution with patience and empathy regarding client needs. I graduated from NYU Law School and attended Rutgers College and the London School of Economics as an undergraduate. I have worked at top Wall Street firms, top regional firms and have long term experience in my own practice. I would welcome the opportunity to be of service to you as a trusted fiduciary. In 2022 and 2023, I was the top ranked attorney on the Contract Counsel site based upon number of clients, quality of work and number of 5 Star reviews.
"Michael's expertise and judgment impressed me. I brought him in for contract advisory work, and he quickly asked the questions I hadn't considered, identified the risks that mattered, and set aside the ones I had wrongly prioritized. He changed how I understood the contract. He is an excellent advisor - highly recommended."
Faryal A.
Ms. Ayub is an attorney licensed to practice in Texas. Before moving to the US, she has a number of years of experience in contract review, analysis and drafting. Ms. Ayub is available to help you with your legal problems, as well as filling LLC and other business entity formation documents. To know more about her practice, please visit https://ayublawfirmpllc.com/.
"Everything was clearly explained and I feel much more confident about the documents now."
Karen S.
I'm an attorney available to help individuals and small businesses in Georgia with initial business set-up, required filings, tax strategies, etc. I'm also available to draft, review, and negotiate contracts of many types, both personal and professional. I can draft and file real estate quit claims as well. My legal and business experience and expertise includes small business startups, information technology, technology innovation, real estate transactions, taxes, intellectual property, electrical engineering, the business of video game development, business requirements definition, technology consulting, technology companies, liability waivers and reduction strategies, and the electric utility industry. I work part-time for a local law firm and part-time in my solo practice. I'm also an adjunct professor teaching business law. In addition, I'm part owner, legal counsel to, and a board member of a virtual reality video game development company. I am a member of the Georgia Bar Association. Please reach out if you need attorney, documentation or consulting help in any of those areas!
"Karen was great and very expedient. After a quick questionnaire she got right to work and delivered."
Jason H.
Jason has been providing legal insight and business expertise since 2001. He is admitted to both the Virginia Bar and the Texas State Bar, and also proud of his membership to the Fellowship of Ministers and Churches. Having served many people, companies and organizations with legal and business needs, his peers and clients know him to be a high-performing and skilled attorney who genuinely cares about his clients. In addition to being a trusted legal advisor, he is a keen business advisor for executive leadership and senior leadership teams on corporate legal and regulatory matters. His personal mission is to take a genuine interest in his clients, and serve as a primary resource to them.
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Nicholas M.
Nicholas Matlach is a cybersecurity expert (CISSP) and an attorney who is dedicated to helping small businesses succeed. He is a client-focused professional who has a deep understanding of the challenges that small businesses face in the digital age. He also provides legal counsel to small businesses on a variety of issues, including formation, intellectual property, contracts, and employment law.
"Enjoyed his demeanor. Professional yet down to earth. The document created for me was very explicit and easy to read. I would recommend :)"
June 6, 2023
William W.
My name is Will, and I'm the Principal Attorney at Accelerate Law STL, a startup attorney who helps entrepreneurs and small businesses with everything from formation to IPO. Whether your small to mid-sized business needs help drafting or reviewing contracts, securing intellectual property, complying with government regulations, or even streamlining your business' internal policies, I'm prepared to help.
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Browse Lawyers NowLawyer Reviews for Acceptable Use Policy Projects
Trade Secret Licence Hydros
"Ive sent it to be reviewed by licensor."
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"Karen was great and very expedient. After a quick questionnaire she got right to work and delivered."
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Review Terms of Use for B2B website
"Easy to work with, and excellent final product."
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Review Acceptable Use Policy for Saas App product
"Ralph was great to work with. He took the time to understand my project, answered all of my questions thoroughly, and provided thoughtful legal guidance that went beyond simply reviewing documents. His feedback helped me identify important regulatory considerations and gave me a much clearer direction for moving forward. I highly recommend him to anyone looking for practical and knowledgeable legal advice."
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Business Contracts
Acceptable Use Policy
Massachusetts
Can an Acceptable Use Policy be used to restrict employees' personal use of company-owned devices?
I work for a company that recently implemented a new Acceptable Use Policy (AUP) for our company-owned devices, including laptops and smartphones. The policy states that these devices are to be used solely for work-related purposes. However, many employees have been using their company devices for personal activities during breaks or after work hours. I'm wondering if the company can enforce this AUP to restrict employees' personal use of these devices, and what potential legal implications or challenges may arise from doing so.
Richard G.
Generally, the answer to your question is "yes, a company can restrict employee's personal use of a company-owed device" as the company's have the right to restrict access, use of their own property and further, they have a right to protect proprietary property that may be affected by the personal use of a device which the company owns. Another question that your question raises, is, does a company actually achieve the restriction of its company-owned device in its Acceptable Use Policy. The policy itself needs to be examined by an attorney highly familiar with contract drafting, revision, etc.
Employee Rights
Acceptable Use Policy
Texas
Can an Acceptable Use Policy restrict my personal use of company devices during non-working hours?
I work for a company that recently implemented an Acceptable Use Policy (AUP) which governs the use of company devices, such as laptops and smartphones. The AUP states that these devices are to be used strictly for work-related purposes and prohibits any personal use. However, I have been using my company laptop for personal activities during non-working hours, such as checking personal email and browsing the internet. I am wondering if the AUP can legally restrict my personal use of company devices even outside of working hours, and if so, what consequences could I face for violating this policy?
Lorraine C.
Depending on the actual language included in your employer’s Acceptable Use Policy, using company equipment for personal use outside of working hours may be a violation of terms. As well, the consequences should be outlined in the AUP. Here, the wording of the clause itself matters and should be reviewed by an attorney. I’m happy to take a look if you like. Hope this helps!
Internet
Acceptable Use Policy
Florida
Why do I need an acceptable use policy?
I am being told I need an Acceptable Use Policy for our company. I want to understand why I need one.
Forest H.
A well written AUP will provide your employees, staff, and users with clear guidelines regarding what they can use company resources for and what is inappropriate. There may be conduct that blatantly crosses the line, such as using the company logistics software to break the law, but an AUP will also address those circumstances that are less clear, such as using internal messaging to ask a co-worker out on a date or to pass along inappropriate comments. It should also address potential security and data privacy breaches that may result from using poor oversight of company databases, introducing insecure devices to the network, or visiting potentially compromised websites and responding to phishing emails.
Employment
Acceptable Use Policy
Georgia
Can I be held legally responsible for violating an Acceptable Use Policy?
I work for a large technology company and recently discovered that I unintentionally violated our company's Acceptable Use Policy by using company resources for personal purposes. Although I did not realize this was against the policy, I'm concerned about potential legal consequences and whether I can be held personally liable for any damages or disciplinary actions as a result of this violation.
Sara S.
Hi, Your employee handbook may have the answer to this and is worth a review with a qualified attorney. Attorneys skilled in intellectual property may be able to give you more insight as well.
Employee Rights
Acceptable Use Policy
Georgia
Can a company legally monitor and restrict employee internet usage based on an Acceptable Use Policy?
I work for a medium-sized company that recently implemented an Acceptable Use Policy (AUP) for internet usage. The AUP states that employees' internet activities will be monitored and certain websites or content will be restricted. I'm concerned about the legality of this policy and whether it infringes upon employees' privacy rights or violates any labor laws. I would like to understand the legal implications of implementing such a policy and what rights employees have in this situation.
Jerome L.
This is a very common concern, especially as more employers implement digital oversight tools. Generally speaking, a company can legally monitor and restrict employee internet usage through an Acceptable Use Policy (AUP), provided certain conditions are met. 1. Private Employers Have Broad Discretion In most states, private-sector employers are allowed to monitor internet usage on company-owned systems and networks, including: Websites visited Emails sent and received via company email Time spent online during working hours Downloads or uploads of content As long as the company owns the devices or network being used, courts typically uphold their right to control and monitor usage—especially when the employee has received advance notice through a written policy like an AUP. 2. Employees Have Limited Expectation of Privacy at Work Courts have generally held that employees do not have a strong expectation of privacy when using employer-provided devices or networks. However, an employer should: Clearly inform employees of monitoring in writing Apply the policy consistently across the workforce Avoid overreaching into private communications (e.g., personal email on personal devices) 3. Content Filtering and Restrictions Are Permitted Employers can legally block or restrict access to websites that: Are unrelated to work (e.g., social media, video streaming, shopping) Pose security risks (e.g., downloading pirated software) Violate workplace policies (e.g., inappropriate or offensive material) 4. Federal and State Considerations While there are few federal laws restricting workplace internet monitoring, employers must still comply with laws such as: The Electronic Communications Privacy Act (ECPA) – allows monitoring of communications when done in the ordinary course of business or with employee consent State privacy laws – some states may have broader protections; however, most defer to employer rights on company property What You Can Do: Review the AUP carefully to understand what is being monitored and why Confirm whether you acknowledged the policy in writing If you are concerned about overreach, you may want to speak with HR or request clarification about what personal activity (if any) may be affected If you would like assistance reviewing the policy for reasonableness or compliance with state and federal law, I’d be happy to help.
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