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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Gregory B.
I love contracts - and especially technology-related contracts written in PLAIN ENGLISH! I've worked extensively with intellectual property contracts, and specifically with IT contracts (SaaS, Master Subscriptions Agreements, Terms of Service, Privacy Policies, License Agreements, etc.), and I have built my own technology solutions that help to quickly and thoroughly draft, review and customize complex contracts.
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Kim G.
Attorney and mediator with extensive experience in negotiating, drafting, and managing contracts in the private, public, and nonprofit sectors.
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Michael C.
40+ years handling litigation matters for employers and employees, defense and prosecution of personal injury matters, CalOsha defense, prepare employment contracts, non-compete clauses, established drug policies and franchise agreements. represented banks in commercial litigation , asset retrieval matters. conducted audits of insurance company claims on behalf of employers, defended contractors in toxic tort cases, handled appeals to the insurance commissioner on workers compensation rate classification matters
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Christian D.
Christian Davila received his Juris Doctorate from St. Mary’s University and becoming a member of the State Bar of Texas in 2013. Before law school, he studied at Texas A&M International University (TAMIU), and participated in multiple programs across various fields of study, including the University of Texas Medical Branch-School of Medicine’s “Early Medical School Acceptance Program,” and the Hispanic Association of Colleges & Universities’ “National Internship Program” at the Library of Congress in Washington, D.C. Christian’s legal experience includes criminal law (both prosecution and defense), family law, transactional law, business litigation, real estate litigation, and general civil litigation. Christian was previously in-house counsel for a multi-million dollar apartment construction and management company, handling all property acquisition, document drafting, negotiations, and litigation. Christian is a former member of the American Association for Justice (formerly the Association of Trial Lawyers of America), and he has been distinguished by the National Trial Lawyers as one of their TOP 40 Civil Plaintiff attorneys in Texas UNDER 40 years old. He likes weightlifting, reading comicbooks, and being silly with his kids in his spare time.
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Kahlee S.
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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!
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.
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.
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.
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