Acceptable Use Policy: A Basic Guide
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What Is an Acceptable Use Policy?
An acceptable use policy, also called an AUP, is an agreement between two or more parties that outlines the appropriate use of access to a corporate network or the internet. The typical agreement is between the organization providing network access (such as a company or education institution) and the users of that network (like employees or students). This document describes what users may and may not do when accessing this network.
An AUP is useful for businesses and educational facilities that provide internet access to employees, students, guests, or customers. Before they are granted access to the network, they must agree to these terms and conditions. Likewise, when you sign up with an internet service provider, they usually have you sign an AUP that requires you to follow a certain set of stipulations.
What Is Covered in an Acceptable Use Policy?
Companies and other facilities use an AUP to protect their networks from bad players. The purpose of an AUD is to ensure everyone is only using internet access for appropriate tasks. Limiting what users can do can help these internet providers uphold the law and protect other users from cybersecurity threats. Here are a few stipulations you may find in an AUP:
- Avoid violating the law while using the service
- Do not attempt to hack the security of the network or users on the network
- Do not attempt to send spam or junk mail
- Do not attempt to crash a website's server with spam or mass emails
- Report any suspicious behavior you may see on the network
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Why Is an Acceptable Use Policy Important?
If your business provides internet access, then you need an AUP for these reasons:
Preventing Cybersecurity Threats
Businesses and institutions want to have some sort of control over what activity takes place on their networks. Limiting what users can browse, download, and search on the internet is all a part of keeping a safe network. If a student or employee were to open a suspicious attachment or visit unsecured websites, they could make your network vulnerable to hackers and viruses.
Ensure Users are Avoiding Illegal Activity
An AUP can help ensure users are following the law. For instance, an AUP may strictly prohibit users from pirating music, movies, or other files. It may outline that if a user is violating these rules they will face consequences. Consequences may range from suspension to information being turned over to law enforcement depending on the violation and the organization’s policies. Having users break the law on your network can become a liability for your business, which is why outlining these prohibited activities in your AUP is so essential.
Focus on Productivity
Schools may also use an AUP to ensure their students are focusing on classwork rather than looking up things for fun on the web. Also, when young people are using the internet, schools need to make parameters to protect children from any inappropriate websites. Businesses can use it to ensure their employees are working on their tasks rather than browsing social media or tending to personal communications.
What to Consider When Creating an Acceptable Use Policy
When creating an AUP for your business, you need to consider these key factors:
Acceptable Internet Use
Employers should have an internet use policy to ensure their employees are staying on task during working hours. The level of freedom your team gets should depend on the type of work they do. For instance, creative teams may need a larger scope of access to be able to check out social media trends and pop culture. Other teams may need access to the news or local reports to do their job right.
When deciding what's allowed, remember that your employees want to be treated like adults. An overly restrictive AUP may hinder their work and make them feel that you can't trust them. Depending on the organization’s needs and policies, many businesses choose to restrict the following type of websites:
- Social media
- Streaming
- Shopping
- News
- Personal email/communications
- Pornography
- Gambling
- Illegal activity
Cybersecurity
Protecting sensitive information is at the heart of most AUPs. It's crucial that you outline which at-risk behaviors employees should avoid when using your network. A data breach could cost your business and employees a lot of time and money, so use your AUP to outline these common security policies:
- Keep all passwords private, and change them regularly
- Do not use public Wi-Fi on company devices
- Never open email attachments or links that you are not expecting. When something appears suspicious, contact the IT department
- Sign up for two-factor authentication
- Social media is only allowed for business purposes
Private Information
Employees need to be able to send confidential information to one another securely. In your AUP, outline how employees can safely send, view, and store company data. If there happens to be a data breach, an AUP can also tell employees how to handle such a situation. Outline how to report an incident, who to report it to, and any other important protocols for when an employee is experiencing a network issue.
Guest Users
Many businesses have a separate network for their guests. When a guest logs on, they usually have to sign an AUP. In this document, it's wise to make your policies even stricter for those who are not employees. Make sure guests cannot access internal files or information.
Image via Unsplash by Daria Nepriakhina
How Employers Can Better Enforce Their Acceptable Use Policies
It's one thing to get users to agree to your terms and conditions, and it's another to make sure they are actually following them. Use these tips to get your employees to respect and adhere to your AUP:
Make Your Policies Known
More often than not, users skim over an AUP without actually absorbing what is included in the agreement. That's why you should also include the terms of your AUP in your employee handbook. Along with this, you should also make the policies common knowledge for all employees. You could do this during the onboarding process or have an annual review of your AUP.
Create a Plan for Correcting Issues
When employees know there are actual consequences for violating your AUP, they are more likely to follow your parameters. Have a clear policy on what management will do if an employee is caught misusing the network. If you do learn that a user is breaking the terms of your AUP, you need to enact these consequences consistently. If you give people a free pass all of the time, employees are unlikely to take your AUP seriously.
Use Straightforward Language and Formatting
Rather than using confusing legal jargon, write your AUP in terms that employees can understand. A contract lawyer has the skills to help you create an easy-to-comprehend document that still covers all of your bases. Along with the actual wording, also make sure it's in a legible format. Make different sections per topic. Bullet points and short phrases are much easier to read through than long paragraphs.
Test Your Employees' Knowledge
After employees read through the policy, test their knowledge of the document. Letting them know they will have to take a short quiz ahead of time will motivate them to understand the entire AUP. Be willing to explain any part of the AUP so your employees can feel confident about the information in there.
Having an AUP is an integral part of protecting your network, avoiding illegal activity, and ensuring your employees are staying on task. When it's time to create or update your AUP, we have the expertise to help you get started.
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Rhea d.
Rhea de Aenlle is a business-savvy attorney with extensive experience in Privacy & Data Security (CIPP/US, CIPP/E), GDPR, CCPA, HIPAA, FERPA, Intellectual Property, and Commercial Contracts. She has over 25 years of legal experience as an in-house counsel, AM Law 100 firm associate, and a solo practice attorney. Rhea works with start-up and midsize technology companies.
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Daehoon P.
Daehoon P.
Corporate, M&A & Securities Lawyer | Managing Attorney, DP Counsel PLLC Practice Areas: Business Formation | Commercial Contracts | Contract Drafting & Review | Mergers & Acquisitions | Venture Capital | Securities Offerings | Franchise Law | Employment & Equity Compensation | Intellectual Property | Cross-Border Transactions About/Bio: I represent companies, investors, and fund sponsors in corporate transactions, commercial contracting, and private securities matters, from entity formation and early-stage financings to acquisitions, exits, and ongoing strategic counsel. As Managing Attorney of DP Counsel PLLC, I help clients structure transactions clearly, allocate risk thoughtfully, and move deals forward with documentation that is practical, enforceable, and aligned with business objectives. My practice includes both day-to-day commercial matters and more complex transactional work, including venture financings, private offerings, M&A deals, fund-related documents, and cross-border structuring. What I Do: Corporate & Commercial • Entity formation and structuring for corporations, LLCs, and limited partnerships • Operating agreements, shareholder agreements, and governance documents • Commercial contract drafting, review, and negotiation • Vendor, distribution, manufacturing, SaaS, and licensing agreements • Employment, consulting, confidentiality, and equity compensation agreements • Outside general counsel support for growing companies Securities & Private Capital • Private offerings under Regulation D and Regulation S • Private placement memoranda, subscription agreements, and investor documents • SAFE, convertible note, and priced equity financings • Venture capital and private fund formation matters • Fund governing documents and offering document packages • Securities law analysis for private capital raising transactions Mergers & Acquisitions • Letters of intent and term sheets • Stock purchase, asset purchase, and merger agreements • Due diligence coordination and transaction support • Disclosure schedules, closing documents, and post-closing matters • Earnouts, rollover equity, indemnity structures, and related deal terms • HSR, CFIUS, and related regulatory issue spotting for qualifying transactions Digital Assets & Emerging Technologies • Federal-law digital asset and token securities analysis • Entity structuring for blockchain and Web3 ventures • Digital asset fund and operating structures • AML/KYC documentation support and regulatory issue spotting Franchising • Franchise Disclosure Documents (FDDs) • Franchise agreements • Master franchise and area development agreements • Franchise structuring and registration coordination Real Estate Transactions • Commercial real estate acquisitions and dispositions • Real estate joint ventures and syndications • Commercial lease drafting and negotiation • Real estate investment structures and related offering documents Cross-Border & International • U.S. market entry and entity structuring for international clients • Delaware and multi-entity holding structures • Cross-border transaction planning and documentation • Coordination with foreign counsel and tax advisors on cross-border matters Why Clients Hire Me: • Big-law-level drafting with boutique responsiveness • Practical, business-focused advice grounded in execution reality • Clear scoping and transparent fee arrangements • Experience across financings, acquisitions, fund formations, and cross-border transactions Typical Projects: • Contract drafting and negotiation • Entity formation and governance packages • Private offering document suites • Venture financing documentation • M&A transactions from LOI through closing • Fractional or outside general counsel support Industries Technology | SaaS | FinTech | Digital Assets | E-commerce | Healthcare | Real Estate | Food & Beverage | Professional Services
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Steven S.
Steven Stark has more than 35 years of experience in business and commercial law representing start-ups as well as large and small companies spanning a wide variety of industries. Steven has provided winning strategies, valuable advice, and highly effective counsel on legal issues in the areas of Business Entity Formation and Organization, Drafting Key Business Contracts, Trademark and Copyright Registration, Independent Contractor Relationships, and Website Compliance, including Terms and Privacy Policies. Steven has also served as General Counsel for companies providing software development, financial services, digital marketing, and eCommerce platforms. Steven’s tactical business and client focused approach to drafting contracts, polices and corporate documents results in favorable outcomes at a fraction of the typical legal cost to his clients. Steven received his Juris Doctor degree at New York Law School and his Bachelor of Business Administration degree at Hofstra University.
"Steve was available immediately, even for a call I booked the night before. He was personable, patient, and took the time to explain terms in plain language without making me feel rushed. He also flagged additional considerations I hadn't thought to ask about. The changes he proposed to my client agreement were fair and reflected balanced protections for both sides, the client and me as the consultant. Legal services aren't exactly at the top of most people's wish lists, but I couldn't be happier that I hired Steve. Highly recommend."
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For over thirty five (35) years, Mr. Langley has developed a diverse general business and commercial litigation practice advising clients on day-to-day business and legal matters, as well as handling lawsuits and arbitrations across Texas and in various other states across the country. Mr. Langley has handled commercial matters including employment law, commercial collections, real estate matters, energy litigation, construction, general litigation, arbitrations, defamation actions, misappropriation of trade secrets, usury, consumer credit, commercial credit, lender liability, accounting malpractice, legal malpractice, and appellate practice in state and federal courts. (Online bio at www.curtmlangley.com).
Matthew S.
I am a 1984 graduate of the Benjamin N Cardozo School of Law (Yeshiva University) and have been licensed in New Jersey for over 35 years. I have extensive experience in negotiating real estate, business contracts, and loan agreements. Depending on your needs I can work remotely or face-to-face. I offer prompt and courteous service and can tailor a contract and process to meet your needs.
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Tim E.
Tim advises small businesses, entrepreneurs, and start-ups on a wide range of legal matters. He has experience with company formation and restructuring, capital and equity planning, tax planning and tax controversy, contract drafting, and employment law issues. His clients range from side gig sole proprietors to companies recognized by Inc. magazine.
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Employment
Acceptable Use Policy
Georgia
Can I be held legally responsible for violating an Acceptable Use Policy?
I work for a large technology company and recently discovered that I unintentionally violated our company's Acceptable Use Policy by using company resources for personal purposes. Although I did not realize this was against the policy, I'm concerned about potential legal consequences and whether I can be held personally liable for any damages or disciplinary actions as a result of this violation.
Sara S.
Hi, Your employee handbook may have the answer to this and is worth a review with a qualified attorney. Attorneys skilled in intellectual property may be able to give you more insight as well.
Internet
Acceptable Use Policy
Florida
Why do I need an acceptable use policy?
I am being told I need an Acceptable Use Policy for our company. I want to understand why I need one.
Forest H.
A well written AUP will provide your employees, staff, and users with clear guidelines regarding what they can use company resources for and what is inappropriate. There may be conduct that blatantly crosses the line, such as using the company logistics software to break the law, but an AUP will also address those circumstances that are less clear, such as using internal messaging to ask a co-worker out on a date or to pass along inappropriate comments. It should also address potential security and data privacy breaches that may result from using poor oversight of company databases, introducing insecure devices to the network, or visiting potentially compromised websites and responding to phishing emails.
Employee Rights
Acceptable Use Policy
Texas
Can an Acceptable Use Policy restrict my personal use of company devices during non-working hours?
I work for a company that recently implemented an Acceptable Use Policy (AUP) which governs the use of company devices, such as laptops and smartphones. The AUP states that these devices are to be used strictly for work-related purposes and prohibits any personal use. However, I have been using my company laptop for personal activities during non-working hours, such as checking personal email and browsing the internet. I am wondering if the AUP can legally restrict my personal use of company devices even outside of working hours, and if so, what consequences could I face for violating this policy?
Lorraine C.
Depending on the actual language included in your employer’s Acceptable Use Policy, using company equipment for personal use outside of working hours may be a violation of terms. As well, the consequences should be outlined in the AUP. Here, the wording of the clause itself matters and should be reviewed by an attorney. I’m happy to take a look if you like. Hope this helps!
Employee Rights
Acceptable Use Policy
Georgia
Can a company legally monitor and restrict employee internet usage based on an Acceptable Use Policy?
I work for a medium-sized company that recently implemented an Acceptable Use Policy (AUP) for internet usage. The AUP states that employees' internet activities will be monitored and certain websites or content will be restricted. I'm concerned about the legality of this policy and whether it infringes upon employees' privacy rights or violates any labor laws. I would like to understand the legal implications of implementing such a policy and what rights employees have in this situation.
Jerome L.
This is a very common concern, especially as more employers implement digital oversight tools. Generally speaking, a company can legally monitor and restrict employee internet usage through an Acceptable Use Policy (AUP), provided certain conditions are met. 1. Private Employers Have Broad Discretion In most states, private-sector employers are allowed to monitor internet usage on company-owned systems and networks, including: Websites visited Emails sent and received via company email Time spent online during working hours Downloads or uploads of content As long as the company owns the devices or network being used, courts typically uphold their right to control and monitor usage—especially when the employee has received advance notice through a written policy like an AUP. 2. Employees Have Limited Expectation of Privacy at Work Courts have generally held that employees do not have a strong expectation of privacy when using employer-provided devices or networks. However, an employer should: Clearly inform employees of monitoring in writing Apply the policy consistently across the workforce Avoid overreaching into private communications (e.g., personal email on personal devices) 3. Content Filtering and Restrictions Are Permitted Employers can legally block or restrict access to websites that: Are unrelated to work (e.g., social media, video streaming, shopping) Pose security risks (e.g., downloading pirated software) Violate workplace policies (e.g., inappropriate or offensive material) 4. Federal and State Considerations While there are few federal laws restricting workplace internet monitoring, employers must still comply with laws such as: The Electronic Communications Privacy Act (ECPA) – allows monitoring of communications when done in the ordinary course of business or with employee consent State privacy laws – some states may have broader protections; however, most defer to employer rights on company property What You Can Do: Review the AUP carefully to understand what is being monitored and why Confirm whether you acknowledged the policy in writing If you are concerned about overreach, you may want to speak with HR or request clarification about what personal activity (if any) may be affected If you would like assistance reviewing the policy for reasonableness or compliance with state and federal law, I’d be happy to help.
Business Contracts
Acceptable Use Policy
Massachusetts
Can an Acceptable Use Policy be used to restrict employees' personal use of company-owned devices?
I work for a company that recently implemented a new Acceptable Use Policy (AUP) for our company-owned devices, including laptops and smartphones. The policy states that these devices are to be used solely for work-related purposes. However, many employees have been using their company devices for personal activities during breaks or after work hours. I'm wondering if the company can enforce this AUP to restrict employees' personal use of these devices, and what potential legal implications or challenges may arise from doing so.
Richard G.
Generally, the answer to your question is "yes, a company can restrict employee's personal use of a company-owed device" as the company's have the right to restrict access, use of their own property and further, they have a right to protect proprietary property that may be affected by the personal use of a device which the company owns. Another question that your question raises, is, does a company actually achieve the restriction of its company-owned device in its Acceptable Use Policy. The policy itself needs to be examined by an attorney highly familiar with contract drafting, revision, etc.
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