Acceptable use policy: Overview, definition, and example
What is an acceptable use policy?
An acceptable use policy (AUP) is a set of rules and guidelines that govern how users can access and use an organization’s network, internet services, or other digital resources. The policy outlines what constitutes acceptable and unacceptable behavior while using the organization's systems or services, such as email, websites, software, and hardware. It is typically used by businesses, educational institutions, and service providers to ensure that users comply with legal and ethical standards and to protect the organization from misuse, security threats, or legal liabilities.
For example, an AUP might prohibit users from accessing inappropriate content, engaging in illegal activities, or using company resources for personal gain.
Why is an acceptable use policy important?
An Acceptable Use Policy is important because it helps establish clear expectations for users regarding the appropriate use of the organization’s digital resources. It serves as a preventive measure against misconduct, such as cyberattacks, data breaches, or other forms of misuse that could jeopardize the organization’s reputation, security, and legal standing.
For organizations, an AUP ensures that users are aware of the rules and consequences for violating them, thus minimizing the risk of unauthorized activities or legal actions. For employees or users, an AUP provides clarity on what is allowed and helps protect them from being inadvertently involved in inappropriate or illegal activities.
Understanding an acceptable use policy through an example
Imagine a company’s AUP outlines that employees should only use company-issued devices for work-related purposes and prohibits the use of the company’s network to download illegal content. If an employee were to violate the policy by using the company’s network for personal streaming of copyrighted content, the AUP would allow the company to take disciplinary action.
In another example, a university might have an AUP that governs students' use of its Wi-Fi and online learning platforms. The policy could prohibit students from using university-provided services to distribute malware, engage in harassment, or participate in online activities that could damage the institution’s reputation or network security.
Example of an acceptable use policy clause
Here’s how an Acceptable Use Policy clause might appear in a contract or employee handbook:
"The User agrees to use the Organization's digital resources and network only for lawful and authorized purposes. The following activities are prohibited under this policy: (i) Accessing or distributing inappropriate content (e.g., pornography, hate speech, or illegal materials); (ii) Engaging in activities that could harm or disrupt the Organization’s network, including downloading or distributing malware; or (iii) Using Organization resources for personal gain or for activities that are unrelated to work or academic purposes Violations of this policy may result in disciplinary action, including suspension or termination of access to the Organization’s services."
Conclusion
An Acceptable Use Policy is a critical tool for organizations to ensure that their digital resources are used responsibly and securely. It provides users with clear guidelines on what constitutes acceptable behavior, helping to prevent misuse, legal issues, and security breaches.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.