Acceptable Use Policy Template: What to Include and How to Write One
What Is an Acceptable Use Policy?
An Acceptable Use Policy (AUP) defines how employees, contractors, and visitors may use company IT systems, networks, data, and software. It's a legal document that protects the organisation and sets clear expectations for users.
Why Every Organisation Needs One
- Legal protection — without an AUP, it's difficult to discipline employees for misuse
- Cyber insurance — many insurers now require documented AUPs
- GDPR compliance — demonstrates data governance controls
- ISO 27001 — an AUP is a mandatory control
- Client contracts — many enterprise clients require supplier AUPs
Acceptable Use Policy Template Structure
1. Purpose and Scope
Who does this policy apply to? When does it apply? What systems does it cover?
2. Permitted Uses
List what is allowed — business use of company systems, incidental personal use within defined limits, approved software list.
3. Prohibited Activities
- Accessing or distributing illegal content
- Installing unauthorised software
- Sharing login credentials
- Using company systems for personal commercial activities
- Accessing social media during work hours (if applicable)
- Using AI tools to process confidential company data without authorisation
4. Data Handling
How must employees handle personal data, client data, and confidential information. Reference your GDPR policy and data classification scheme.
5. Monitoring
State clearly that company systems may be monitored. This is legally required to preserve your right to monitor.
6. AI and Generative AI Tools
A modern AUP must address AI: which tools are permitted, what data may/may not be inputted, disclosure requirements for AI-generated content.
7. Consequences of Violation
Link to your disciplinary procedure. State that breaches may result in disciplinary action up to and including dismissal.
8. Acknowledgement
Employees must sign to confirm they have read and understood the policy.
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