Computer Use Policy Template

A computer use policy helps organizations ensure that work devices and digital systems are used safely, ethically, and in compliance with company standards.

Whether employees work in-office, remotely, or in a hybrid setup, this policy helps protect company data, maintain productivity, and reduce the risk of misuse or security breaches.

What the Computer Use Policy Should Include

A comprehensive computer use policy should outline:

• Purpose and scope: Why the policy exists and who it applies to.
• Authorized use: How company-provided computers and devices should be used, including for work vs. personal tasks.
• Prohibited activities: A clear list of what employees should not do on company devices (e.g., illegal downloads, personal file storage, harassment).
• Software and system use: Guidelines for downloading, installing, and using approved programs.
• Account and password security: Expectations around access credentials and secure behavior.
• Data protection: Rules for handling sensitive or proprietary company information.
• Remote and mobile use: What to know when using devices outside of the office.
• Monitoring and privacy: What the company can see and track on devices.
• Policy violations: What happens if the policy is ignored or violated.
• Legal compliance: A statement that ensures adherence to applicable laws and regulations.

Purpose of the Computer Use Policy

The purpose of this policy is to protect [Company Name], its employees, and its systems from security risks, data loss, and inappropriate use. Company-issued computers and related technology are critical tools for conducting business — and this policy ensures that they’re used responsibly and in line with legal and ethical standards.

Specifically, the policy exists to:

• Define acceptable use of company-owned technology.
• Prevent misuse of resources and potential liability.
• Safeguard company and customer data.
• Provide clear expectations for employee behavior.

Sample Computer Use Policy

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Effective Date: [Insert Date]
Policy Owner: IT Department / People Team
Last Reviewed: [Insert Date]

1. Policy Overview

This policy governs the use of company-provided computers and digital resources, including laptops, desktops, tablets, mobile devices, and any software or network access. It applies to all employees, contractors, interns, and other authorized users.

2. Authorized Use

Company computers and digital resources are provided for work-related activities. Employees are expected to use these tools to:

• Access business systems, platforms, and communication tools.
• Create, store, and share work-related files and documents.
• Access approved company applications and cloud services.
• Communicate professionally with colleagues, clients, and vendors.

Limited personal use is permitted as long as it:

• Does not interfere with job performance or productivity.
• Does not violate any part of this policy.
• Does not result in additional company costs or security risks.

3. Prohibited Use

The following activities are strictly prohibited on any company computer:

• Accessing, viewing, or distributing offensive, discriminatory, or inappropriate content.
• Downloading or installing unauthorized software, games, or applications.
• Bypassing security controls, firewalls, or access restrictions.
• Using the device for illegal activities (e.g., copyright infringement, hacking).
• Storing personal photos, videos, or large media files unrelated to work.
• Using devices for personal business ventures, side gigs, or outside employment.
• Sharing login credentials or leaving devices unlocked when unattended.

4. Software and Systems

Only software that has been approved by the IT Team may be installed or used on company computers. Employees must:

• Keep operating systems, browsers, and apps up to date.
• Use company-provided antivirus and security tools.
• Avoid altering system configurations unless directed by IT.

Requests for new software or tools should be submitted via [Insert IT Request Process or System].

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5. Passwords and Access Security

All users are responsible for maintaining the security of their computer and accounts. This includes:

• Creating strong, unique passwords.
• Using multifactor authentication where available.
• Logging out of systems when not in use.
• Locking screens when stepping away from devices.
• Never sharing account credentials with others.

If you suspect your device or account has been compromised, report it immediately to [Insert IT or Security Contact].

6. Data Protection and Confidentiality

Company computers may contain sensitive data — including personal information, customer records, or intellectual property. Employees are expected to:

• Store files in approved, secure cloud storage (e.g., Google Drive or OneDrive).
• Avoid saving sensitive data on local hard drives.
• Report any lost or stolen devices immediately.
• Refrain from emailing confidential information to personal accounts.

All use of company computers must comply with our [Data Protection Policy] and applicable data privacy laws (e.g., GDPR, HIPAA, CCPA).

7. Remote and Mobile Use

Employees using company computers remotely or while traveling must:

• Connect through a secure VPN or approved access method.
• Avoid using public Wi-Fi without a secured connection.
• Store and transport devices securely to avoid loss or theft.
• Refrain from allowing family or friends to use work devices.

All responsibilities outlined in this policy still apply when working remotely.

8. Monitoring and Privacy

Company computers, systems, and networks are the property of [Company Name]. We reserve the right to monitor usage, including:

• Internet browsing history
• File access and storage
• App usage and installations
• Email and message communications (company accounts only)

Monitoring is conducted to maintain security, ensure compliance, and investigate policy violations. Employees should have no expectation of privacy when using company devices or systems.

9. Policy Violations

Violations of this policy may result in:

• Revocation of device access
• Disciplinary action, up to and including termination
• Legal consequences if laws or regulations are breached

Any misuse should be reported to your manager or the IT or People Team.

10. Legal Compliance

This policy complies with all relevant federal, state, and local laws governing computer and internet use, cybersecurity, data protection, and workplace behavior. It will be reviewed annually or as needed to stay current with changes in technology and regulations.

Frequently Asked Questions

1. Can I check my personal email on my work laptop?
Yes — as long as it's occasional, doesn't interfere with work, and doesn’t expose the device to security risks. Avoid downloading files or clicking on suspicious links.

2. Am I allowed to install software I use at a previous job?
No. All software must be approved and installed by the IT Team. Submit a request if you believe a tool is necessary for your work.

3. Can I let a family member use my work laptop?
No. Work devices are for authorized employees only. Allowing others to use them creates security and compliance risks.

4. What happens if I accidentally download a virus?
Immediately disconnect from the internet and contact IT. Accidents happen — but reporting them quickly can reduce the impact.

5. Can I store personal files on my desktop?
Avoid storing personal files on your work computer, especially large media files. This helps maintain security, speed, and backup integrity.

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