1. Policy Purpose

The purpose of this IT and Acceptable Use Policy (“Policy”) is to outline the responsibilities and expected behavior of individuals who use [Company Name]’s IT resources. This includes hardware, software, networks, and data systems. The Policy aims to protect the integrity, confidentiality, and availability of Company assets, reduce the risk of security breaches, and ensure compliance with applicable laws and regulations.

2. Scope

This Policy applies to:

• All employees, whether full-time, part-time, or temporary
• Contractors, interns, consultants, and vendors with access to Company systems
• Any individual using Company IT assets, regardless of location

It applies to the use of:

• Company-owned devices (laptops, phones, tablets, servers)
• Software and licensed applications
• Email and communication platforms
• Internet and intranet access
• Cloud services and remote access tools

3. Definitions

• Company IT Resources: Any hardware, software, system, or network owned, leased, or licensed by [Company Name].
• User: Any person who accesses or uses Company IT resources.
• Malware: Malicious software, including viruses, ransomware, spyware, and worms.
• Phishing: Fraudulent attempts to acquire sensitive information through deceptive communications.

4. Acceptable Use

All users must use IT resources:

• For legitimate business purposes
• In a manner that does not disrupt or degrade performance of Company systems
• In accordance with all relevant Company policies and applicable laws

Acceptable use includes:

• Accessing work-related systems and tools
• Sending and receiving business communications
• Research and collaboration related to one’s role
• Incidental personal use (e.g., personal email or web browsing) so long as it is limited, appropriate, and does not interfere with work or consume significant bandwidth

5. Prohibited Activities

Users may not:

• Use Company systems for illegal or unethical activities
• Access or distribute obscene, harassing, or offensive material
• Download or install unauthorized software or tools
• Circumvent security controls, firewalls, or monitoring tools
• Use another person’s credentials or allow others to access systems under their login
• Store company data on unapproved devices or personal storage
• Connect unauthorized devices (USBs, external drives, etc.) to Company equipment
• Use Company email or systems for political, religious, or commercial solicitations
• Engage in peer-to-peer file sharing or torrenting using Company networks
• Transmit sensitive information over unsecured or non-encrypted platforms

6. Passwords and Authentication

Users must:

• Use strong, unique passwords and update them regularly
• Never share passwords with others
• Enable multi-factor authentication (MFA) where required
• Report suspected account compromise immediately to [IT Department / Security Contact]

Passwords must meet complexity standards defined in the Company’s IT Security Policy.

7. Email and Communication Systems

All electronic communications sent through Company systems are the property of [Company Name]. Users must:

• Use professional and respectful language
• Avoid opening suspicious attachments or links
• Never use Company accounts to sign up for non-business services
• Refrain from transmitting confidential or sensitive data unless using approved encryption tools

8. Internet and Network Usage

Users must not:

• Visit websites that are inappropriate, illegal, or not work-related during business hours
• Stream media, download large files, or use bandwidth-intensive services for personal use
• Use Company networks to host unauthorized websites or services

Monitoring tools may be in place to audit network activity for compliance and security.

9. Remote Access and Mobile Devices

Remote users must:

• Connect via secure VPN or other approved channels
• Keep devices updated with security patches and antivirus software
• Lock devices when unattended
• Only use approved tools to store or transmit Company data

Lost or stolen devices must be reported immediately to [IT Contact].

10. Data Security and Confidentiality

Users are responsible for:

• Classifying and handling data in accordance with internal policies
• Backing up critical data using approved systems
• Avoiding the use of personal cloud storage for company documents
• Logging out of shared systems and locking screens when leaving workstations

Confidential information must not be shared outside the Company unless properly authorized and protected.

11. Monitoring and Privacy

[Company Name] reserves the right to:

• Monitor, log, and review system usage, emails, files, and network traffic
• Conduct audits of compliance with this Policy
• Retain or archive electronic communications for legal, operational, or compliance purposes

Users should have no expectation of privacy when using Company IT resources.

12. Violations and Disciplinary Action

Violation of this Policy may result in:

• Temporary or permanent revocation of IT access
• Disciplinary action up to and including termination
• Legal action in cases of criminal behavior or regulatory non-compliance

Each incident will be reviewed on a case-by-case basis. Users are expected to cooperate fully in investigations.

13. Policy Review and Updates

This Policy is reviewed annually by [IT Security / Legal / Compliance Team] or as needed based on:

• Changes in applicable law or regulation
• Updates to IT infrastructure
• Emerging threats or operational needs

Revisions will be communicated via official channels. Users are required to read and acknowledge any updated versions.

14. Acknowledgment

I acknowledge that I have received, read, and understood the IT and Acceptable Use Policy of [Company Name]. I agree to adhere to the rules and responsibilities outlined and understand that violation may result in disciplinary action, including termination or legal consequences.

Employee Name: __________________________

Signature: ________________________________

Date: ______________________

Department: ____________________________