Sample internet use policy
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You are free to edit and use this document in your business.
Important information:
As every company is different, please seek professional advice when creating
your internet use policy. Your business may face circumstances and issues that
are not covered by this sample policy.
This internet use policy is made available on an ‘as is’ basis. IT Donut cannot
take any responsibility for the consequences of errors or omissions. Any
reliance you place on this document will be at your own risk.
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Internet use policy
Context and overview
Key details
Policy prepared by: [name]
Approved by board / management on: [date]
Policy became operational on: [date]
Next review date: 02/03/2014
Introduction
[company name] makes internet access available to its employees where relevant
and useful for their jobs.
This internet use policy describes the rules governing internet use at the company. It
also sets out how staff members are expected to behave when using the internet.
This policy should be read alongside other key policies. The company’s data
protection and email policies are particularly relevant to staff who use the internet.
Why this policy exists
The internet is a powerful tool that can bring significant benefits to [company name].
However, it’s important every person at the company who uses the internet
understands how to use it responsibly, safely and legally.
This internet use policy:
Reduces the online security risks faced by [company name]
Lets staff know what they can and can’t do online
Ensures employees do not view inappropriate content at work
Helps the company satisfy its legal obligations regarding internet use
Policy scope
This policy applies to all staff, contractors and volunteers at [company name] who
use the company’s internet on work time.
It applies no matter whether that internet access takes place on company premises,
while travelling for business or while working from home.
It applies to use of the internet on any device that is owned by the company, or that
is connected to any company networks or systems.
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small businesses. Neither IT Donut, nor its employees, experts, sponsors or syndication partners are liable for 2
any losses or damages arising from your use of this document. These individuals and organisations exclude all
warranties and representations, express or implied, in respect of your use of the website and its content.
For example, it applies both to an employee using the internet at their desk, and to
employees who connect their own tablets or smart phones to the company wireless
network.
General internet guidelines
Internet use is encouraged
[company name] recognises that the internet is an integral part of doing business. It
therefore encourages its employees to use of the internet whenever such use
supports the company’s goals and objectives.
For instance, staff members may use the internet to:
Purchase office supplies
Book business travel
Perform competitor or market research
Identify potential suppliers or partners
There are many valid reasons for using the internet at work and the company
certainly allows its employees to explore and take advantage of the internet’s many
advantages.
Personal internet use
The company also recognises that the internet is embedded in many people’s daily
lives. As such, it allows employees to use the internet for personal reasons, with the
following stipulations:
Personal internet use should be of a reasonable level and restricted to non-
work times, such as breaks and during lunch.
All rules described in this policy apply equally to personal internet use. For
instance, inappropriate content is always inappropriate, no matter whether it
is being accessed for business or personal reasons.
Personal internet use must not affect the internet service available to other
people in the company. For instance, downloading large files could slow
access for other employees.
Authorised users
Only people who have been authorised to use the internet at [company name] may
do so.
Authorisation is usually provided by an employee’s line manager or the company IT
department. It is typically granted when a new employee joins the company and is
assigned their login details for the company IT systems.
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small businesses. Neither IT Donut, nor its employees, experts, sponsors or syndication partners are liable for 3
any losses or damages arising from your use of this document. These individuals and organisations exclude all
warranties and representations, express or implied, in respect of your use of the website and its content.
Unauthorised use of the company’s internet connection is prohibited.
Employees who use the internet without authorisation — or who provide access to
unauthorised people — may have disciplinary action taken against them.
Key areas
Internet security
Used unwisely, the internet can be a source of security problems that can do
significant damage to the company’s data and reputation.
Users must not knowingly introduce any form of computer virus, Trojan,
spyware or other malware into the company.
Employees must not gain access to websites or systems for which they do
not have authorisation, either within the business or outside it.
Company data should only be uploaded to and shared via approved
services. The IT department can advise on appropriate tools for sending
and sharing large amounts of data.
Employees must not steal, use, or disclose someone else’s login or
password without authorisation.
Staff members must always consider the security of the company’s systems and data
when using the internet. If required, help and guidance is available from line
managers and the company IT department.
Inappropriate content and uses
There are many sources of inappropriate content and materials available online. It is
important for employees to understand that viewing or distributing inappropriate
content is not acceptable under any circumstances.
Users must not:
Take part in any activities on the internet that could bring the company
into disrepute.
Create or transmit material that might be defamatory or incur liability for
the company.
View, download, create or distribute any inappropriate content or
material.
Inappropriate content includes: pornography, racial or religious slurs,
gender-specific comments, information encouraging criminal skills or
terrorism, or materials relating to cults, gambling and illegal drugs.
This document has been produced by IT Donut, www.itdonut.co.uk, a website offering technology advice for
small businesses. Neither IT Donut, nor its employees, experts, sponsors or syndication partners are liable for 4
any losses or damages arising from your use of this document. These individuals and organisations exclude all
warranties and representations, express or implied, in respect of your use of the website and its content.
This definition of inappropriate content or material also covers any text,
images or other media that could reasonably offend someone on the
basis of race, age, sex, religious or political beliefs, national origin,
disability, sexual orientation, or any other characteristic protected by law.
Use the internet for any illegal or criminal activities.
Send offensive or harassing material to others.
Broadcast unsolicited personal views on social, political, religious or other
non-business related matters.
Send or post messages or material that could damage [company name]’s
image or reputation.
Copyright
[company name] respects and operates within copyright laws. Users may not use the
internet to:
Publish or share any copyrighted software, media or materials owned by
third parties, unless permitted by that third party.
Download illegal copies of music, films, games or other software, whether via
filesharing services or other technologies.
Employees must not use the company’s equipment, software or internet connection
to perform any tasks which may involve breach of copyright law.
Policy enforcement
Monitoring internet use
Company IT and internet resources — including computers, smart phones and
internet connections — are provided for legitimate business use.
The company therefore reserves the right to monitor use of the internet, to examine
systems and review the data stored in those systems.
Any such examinations or monitoring will only be carried out by authorised staff.
Additionally, all internet data written, sent or received through the company’s
computer systems is part of official [company name] records. The company can be
legally compelled to show that information to law enforcement agencies or other
parties.
Users should always ensure that the business information sent over or uploaded to
the internet is accurate, appropriate, ethical, and legal.
This document has been produced by IT Donut, www.itdonut.co.uk, a website offering technology advice for
small businesses. Neither IT Donut, nor its employees, experts, sponsors or syndication partners are liable for 5
any losses or damages arising from your use of this document. These individuals and organisations exclude all
warranties and representations, express or implied, in respect of your use of the website and its content.
Potential sanctions
Knowingly breaching this internet use policy is a serious matter. Users who do so will
be subject to disciplinary action, up to and including termination of employment.
Employees, contractors and other users may also be held personally liable for
violating this policy.
Where appropriate, the company will involve the police or other law enforcement
agencies in relation to breaches of this policy.
This document has been produced by IT Donut, www.itdonut.co.uk, a website offering technology advice for
small businesses. Neither IT Donut, nor its employees, experts, sponsors or syndication partners are liable for 6
any losses or damages arising from your use of this document. These individuals and organisations exclude all
warranties and representations, express or implied, in respect of your use of the website and its content.
