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Acceptable Use Policy (AUP)

Acceptable Use Policy (AUP)

Document ID: AUP-001
Version: 1.0
Effective Date: ____________________
Approved By: ____________________
Last Review Date: ____________________
Next Review Date: ____________________

1. Purpose

The purpose of this Acceptable Use Policy (AUP) is to establish the rules and expectations for the appropriate, ethical, secure, and responsible use of the organization’s information systems, technology resources, data, and network services.

This policy is intended to protect the confidentiality, integrity, and availability of organizational assets while promoting a secure and productive work environment.

2. Scope

This policy applies to:

  • Employees
  • Contractors
  • Consultants
  • Temporary workers
  • Interns
  • Volunteers
  • Board members
  • Vendors
  • Third-party service providers
  • Managed Service Providers (MSPs)
  • Any individual granted access to organizational resources

This policy applies to all organizational technology resources, including:

  • Computers and workstations
  • Laptops
  • Mobile devices
  • Servers
  • Cloud services
  • Email systems
  • Collaboration platforms
  • Business applications
  • Networks
  • Internet access
  • Wireless networks
  • Storage systems
  • Databases
  • Software
  • Virtual environments
  • Voice and video communication systems

This policy applies regardless of whether organizational resources are accessed from company facilities, remote locations, or while traveling.

3. Policy Statement

Organizational technology resources shall be used primarily for authorized business purposes in a manner that protects organizational information, complies with applicable laws and policies, and does not interfere with business operations or the security of organizational systems.

Users are responsible for exercising sound judgment and acting professionally whenever using organizational technology resources.

4. Guiding Principles

The organization expects users to:

  • Use technology responsibly
  • Protect organizational information
  • Respect the privacy of others
  • Follow applicable laws and regulations
  • Maintain professional conduct
  • Support cybersecurity best practices
  • Report security concerns promptly
  • Safeguard organizational assets

5. Authorized Use

Authorized uses include:

  • Performing assigned job responsibilities
  • Conducting approved business activities
  • Communicating with customers, vendors, and business partners
  • Accessing approved business applications
  • Participating in approved training
  • Collaborating with coworkers
  • Supporting organizational operations

Limited personal use may be permitted if it:

  • Does not interfere with work responsibilities
  • Does not consume excessive organizational resources
  • Does not violate any organizational policy
  • Does not create security risks
  • Does not violate applicable laws

6. User Responsibilities

Users shall:

  • Protect organizational information
  • Use only authorized accounts
  • Protect authentication credentials
  • Lock devices when unattended
  • Install only approved software
  • Follow security procedures
  • Report lost or stolen devices immediately
  • Report suspected security incidents promptly
  • Maintain professional communications
  • Comply with all organizational policies

7. Prohibited Activities

Users shall not:

  • Access systems without authorization
  • Share individual user credentials
  • Circumvent security controls
  • Attempt to gain unauthorized privileges
  • Disable security software without approval
  • Install unauthorized software
  • Introduce malicious software
  • Engage in hacking or penetration testing without written authorization
  • Misuse administrative privileges
  • Alter security configurations without approval
  • Use organizational resources for illegal activities
  • Use technology to harass, threaten, discriminate against, or intimidate others
  • Transmit fraudulent, deceptive, or misleading communications
  • Use organizational systems for personal commercial activities without approval
  • Engage in activities that interfere with business operations or network performance

8. Internet and Web Usage

Users shall use Internet access responsibly.

Users shall not intentionally:

  • Visit websites that pose unreasonable security risks
  • Download unauthorized software
  • Bypass web filtering controls
  • Participate in illegal online activities
  • Access content prohibited by law or organizational policy
  • Use anonymous services to evade organizational security controls unless authorized

Reasonable business-related Internet use is permitted.

9. Email and Electronic Communications

Organizational communication systems shall be used professionally.

Users shall:

  • Verify recipients before sending sensitive information
  • Be cautious of phishing and social engineering attempts
  • Avoid forwarding chain letters or spam
  • Use approved encryption methods when required
  • Report suspicious emails immediately

Electronic communications shall comply with applicable legal and regulatory requirements.

10. Software Usage

Only authorized and properly licensed software may be installed or used on organizational systems.

Users shall not:

  • Install unauthorized software
  • Use unlicensed software
  • Circumvent software licensing restrictions
  • Modify software without authorization

Software installations shall follow the organization’s Software Management Policy.

11. Data Protection

Users shall:

  • Access only information required for their job responsibilities
  • Protect sensitive and confidential information
  • Store information only in approved locations
  • Follow data classification requirements
  • Dispose of information securely
  • Prevent unauthorized disclosure of organizational data

Sensitive information shall not be stored on unauthorized devices or services.

12. Mobile Devices and Remote Work

When using organizational resources remotely, users shall:

  • Use secure authentication methods
  • Use Multi-Factor Authentication (MFA) where required
  • Connect through approved remote access solutions
  • Protect devices from theft or unauthorized access
  • Avoid using unsecured public networks unless protected by approved security controls
  • Follow organizational remote work requirements

13. Artificial Intelligence (AI) and Emerging Technologies

Users shall use approved Artificial Intelligence (AI) tools and emerging technologies responsibly.

Users shall not:

  • Submit confidential, regulated, or proprietary information to unapproved AI services
  • Use AI tools in violation of contractual, legal, or regulatory obligations
  • Represent AI-generated content as verified fact without appropriate review
  • Use AI to generate malicious code, phishing content, or other prohibited material

AI-generated content used for business purposes should be reviewed for accuracy, bias, confidentiality, and appropriateness before use.

14. Social Media and Public Communications

When using social media or participating in public forums:

  • Users shall not disclose confidential information.
  • Users shall not imply they are speaking on behalf of the organization unless authorized.
  • Organizational branding shall be used only with approval.
  • Public communications shall remain professional and respectful.

15. Monitoring and Privacy

Users should have no expectation of absolute privacy when using organizational technology resources to the extent permitted by applicable law.

The organization may monitor, log, inspect, retain, or review the use of organizational technology resources for purposes including:

  • Security monitoring
  • Incident response
  • Compliance
  • System maintenance
  • Business continuity
  • Legal obligations
  • Operational management

Monitoring shall be conducted in accordance with applicable laws and organizational policies.

16. Reporting Security Concerns

Users shall immediately report:

  • Lost or stolen devices
  • Suspected phishing emails
  • Malware infections
  • Unauthorized access
  • Credential compromise
  • Data loss
  • Security incidents
  • Policy violations

Reports shall be handled according to the organization’s Incident Response Policy.

17. Exceptions

Exceptions to this policy require:

  • Documented business justification
  • Risk assessment
  • Management approval
  • Information Security approval where applicable
  • Compensating security controls
  • Periodic review

18. Responsibilities

Executive Management

  • Promote responsible technology use
  • Support policy enforcement
  • Allocate appropriate resources

Managers

  • Ensure employees understand this policy
  • Address policy violations
  • Support responsible technology use

Human Resources

  • Communicate policy requirements during onboarding
  • Support disciplinary processes where appropriate

IT Department

  • Maintain secure technology resources
  • Implement technical security controls
  • Monitor organizational systems
  • Support users in complying with this policy

Information Security

  • Develop acceptable use standards
  • Monitor compliance
  • Investigate policy violations
  • Provide user awareness and training

Users

  • Use organizational technology responsibly
  • Protect organizational information
  • Follow all security requirements
  • Report security concerns promptly

19. Compliance

Compliance with this policy is mandatory.

Violations may result in:

  • Removal of system access
  • Disciplinary action
  • Contract termination
  • Civil or criminal penalties where applicable
  • Legal action

20. Policy Review

This policy shall be reviewed at least annually or following:

  • Significant technology changes
  • Regulatory updates
  • Security incidents
  • Organizational restructuring
  • Audit findings

21. Related Policies

  • Information Security Policy
  • Access Control Policy
  • Authentication Policy
  • Password Policy
  • Multi-Factor Authentication (MFA) Policy
  • Remote Access Policy
  • Mobile Device Policy
  • Bring Your Own Device (BYOD) Policy
  • Data Classification Policy
  • Data Protection Policy
  • Email Security Policy
  • Internet Usage Policy
  • Software Management Policy
  • Incident Response Policy
  • Logging and Monitoring Policy
  • Artificial Intelligence (AI) Acceptable Use Policy
  • Code of Conduct

Document Objective

This Acceptable Use Policy establishes the organization’s expectations for the secure, ethical, and responsible use of information technology resources. It provides a vendor-neutral framework that promotes cybersecurity, protects organizational assets, and supports compliance across on-premises, cloud, remote, and hybrid work environments. The policy aligns with widely recognized frameworks and standards, including NIST CSF, ISO/IEC 27001, CIS Controls, SOC 2, HIPAA, PCI DSS, CMMC, and the FTC Safeguards Rule, while remaining adaptable to organizations of varying sizes and industries.