Acceptable Use Policy

Overview

This Acceptable Use Policy (“AUP”) establishes clear rules and guidelines for the responsible, secure, and ethical use of company-owned or managed systems, devices, accounts, and data resources. Adherence to this policy helps safeguard organizational assets and maintain compliance with all applicable laws and regulations.

Scope

This policy applies to all employees, contractors, interns, consultants, temporary staff, and third-party users who access or interact with any company technology resources, whether on-premises or remotely.

Definitions

  • Company Resources: Any systems, networks, applications, data, or devices owned, managed, or provided by the company.
  • Sensitive Data: Information classified as Confidential or Restricted according to the Data Protection and Classification Policy, including PII, PHI, financial data, and intellectual property.
  • User: Any individual granted access to company resources.
  • IT/Security Team: The organizational unit responsible for managing, monitoring, and securing IT assets.

Policy Requirements

  1. Authorized Use Only:

    • Users must access company resources solely for legitimate business purposes and within the scope of their job responsibilities.
    • Any use of company resources for personal, illegal, or non-business activities is strictly prohibited.

  2. Account and Credential Management:

    • Users must never share their login credentials (usernames, passwords, tokens, etc.) with others.
    • All activity conducted under a user’s credentials is the sole responsibility of that user.

  3. Protection of Sensitive Data:

    • Users must handle sensitive data according to the Data Protection and Classification Policy.
    • Disclosure of sensitive data to unauthorized individuals is strictly forbidden.

  4. System and Network Usage:

    • Users must not attempt to circumvent security controls, gain unauthorized access, or interfere with normal system operations.
    • Unauthorized installation of software or hardware is prohibited.

  5. Internet and Email Use:

    • Internet, email, and collaboration tools must be used in a professional and responsible manner.
    • Prohibited actions include accessing illegal content, engaging in harassment or discrimination, and downloading unapproved software.

  6. Reporting Requirements:

    • Users must promptly report suspected or confirmed security incidents, policy violations, or loss/theft of company devices to the IT/Security Team.

Roles and Responsibilities

  • Users: Understand and comply with this policy; immediately report any suspected policy violations or security incidents.
  • Managers: Ensure their teams are trained on and follow this policy; support enforcement of acceptable use guidelines.
  • IT/Security Team: Monitor use of company resources; investigate incidents; implement controls to enforce policy.

Enforcement / Compliance

  • Violations of this policy may result in disciplinary action up to and including termination of employment or contract, civil or criminal prosecution, and removal of system access.
  • This policy supports compliance with regulatory standards (e.g., SOX, HIPAA, GDPR, PCI DSS).

Exceptions

Requests for exceptions to this policy must be formally submitted to and approved by the IT/Security Team in advance. All approved exceptions will be documented and reviewed periodically.

Review and Revision

This policy will be reviewed at least annually by the IT/Security Team and updated as necessary to reflect changes in legal, regulatory, or business requirements.

Policy Management

Version Control

  • Current version: 1.0
  • Effective date: [Date]
  • Review frequency: Annual or upon significant technology/threat changes

Responsibilities

  • Policy Owner: Chief Information Security Officer
  • Implementation: IT Security Team
  • Compliance Monitoring: Security Operations Center
  • User Support: IT Help Desk

References

  • NIST Special Publication 800-63B: Digital Identity Guidelines
  • ISO/IEC 27001:2013 Annex A.9: Access Control
  • OWASP Authentication Best Practices
  • Data Protection and Classification Policy
  • Comprehensive Password and 2FA Identity Policy

Everyday Identity – Breaking down Identity, one post at a time.
This document is intended as a general best-practices template and should be customized to meet your organization’s specific legal, compliance, and operational needs.