Acceptable Use Policy (AUP)

1. Purpose

This policy defines the acceptable and unacceptable use of company-provided IT resources, including laptops, networks, email systems, internet access, and software.

The purpose is to ensure responsible usage, protect company data, and maintain a secure and productive work environment.

2. Scope

This policy applies to all employees, interns, contractors, consultants, and third parties who access company systems, devices, networks, or applications.

3. Acceptable Use of Company Systems

Company systems (laptops, email, internet, software, and network resources) must be used primarily for business purposes.
Limited personal use is allowed only if it does not:

– Interfere with work

– Violate any policy

– Consume excessive resources

Employees must follow all security guidelines, including password protection and MFA.

4. Prohibited Activities

The following activities are strictly prohibited on company networks and devices:

Accessing inappropriate, illegal, or offensive content, including pornography, pirated material, or extremist content.
Unauthorized downloads or installations, including unlicensed software or unsafe applications.
Bypassing security controls, firewalls, VPN, MFA, or URL filters.
Sharing login credentials or granting access to unauthorized individuals.
Using company resources for personal business, trading, freelancing, or commercial activity.
Engaging in hacking, phishing, or malicious activities, intentionally or unintentionally.
Torrenting, P2P file sharing, or high-bandwidth streaming (except for approved work purposes).

5. Email & Communication Guidelines

Employees must:

Use official company email only for business communication.
Not send confidential data to personal emails.
Not forward spam, hoax messages, or chain mails.
Avoid opening suspicious attachments or links.
Communicate professionally in all official channels (Outlook, Teams, Odoo, etc.).

6. Data Protection & Security

Sensitive company information must be stored only on authorized platforms (OneDrive, SharePoint, Odoo).
Copying, transferring, or storing company data on personal devices/cloud accounts is prohibited.
Employees must comply with password policies and use MFA.
Any suspected security incident must be reported immediately to IT.

7. Internet Usage Policy

Business network (Hein+Fricke) must be used only for official work.

Personal devices must connect only to H+F_Guest Wi-Fi.
The following are not permitted:

– Streaming movies/games

– Large non-business downloads

– Social media misuse

– Visiting unauthorized or harmful websites

The company may block or restrict websites as needed for security.

8. Software & Application Usage

Only licensed and IT-approved software may be used.
Employees must not modify system configurations, install incompatible tools, or disable antivirus/security settings.
All updates must be allowed and applied promptly.

9. Monitoring & Compliance

The company may monitor internet usage, email logs, and system activity for security and compliance.
Any violation may result in warnings, access restrictions, HR action, or termination depending on the severity.

10. Policy Review

This policy will be reviewed annually and updated as required to meet legal, security, and business requirements.

11. Acknowledgement

Employees must sign the Acceptable Use Acknowledgement Form confirming they have read, understood, and agreed to follow this policy.