Preloaded UK policy

IT & Email Acceptable Use Policy template

Acceptable use of company systems, email, internet, monitoring and data security obligations.

Legal basis
  • UK GDPR
  • Computer Misuse Act 1990
  • Investigatory Powers Act 2016
  • ICO Employment Practices Guidance
Last reviewed April 2025. Guidance, not legal advice.

What the policy covers

  1. 1. POLICY STATEMENT
    your company provides IT systems, email, internet access and communication tools to enable employees to carry out their work effectively.
  2. 3. PROHIBITED USE
    The following are prohibited at all times, including during breaks:
  3. 4. EMAIL
    Email sent from a company email address represents the company.
  4. 5. PASSWORD AND SECURITY
    Strong, unique passwords must be used for all company systems
  5. 6. MONITORING
    your company may monitor the use of company IT systems and communications, including email and internet access, where there is a legitimate business reason.
  6. 7. PERSONAL DEVICES (BYOD)
    Use of personal devices to access company systems or data is only permitted where expressly authorised and subject to the company's BYOD guidelines.
  7. 8. CONSEQUENCES
    Breach of this policy may result in disciplinary action up to and including summary dismissal.
  8. 9. REVIEW
    This policy will be reviewed annually and following any significant security incident or change in technology.

Who needs it

Any UK employer with more than a handful of staff. These are the policies a tribunal looks for when something has gone wrong between people.

Questions people ask

Is a it & email acceptable use policy a legal requirement?

It rests on UK GDPR and Computer Misuse Act 1990 and Investigatory Powers Act 2016 and ICO Employment Practices Guidance. Some policies must be written down once a business reaches a certain size or does certain work; others are simply how a tribunal, an inspector or a client's auditor expects to see that you have thought about it. A clear, dated, signed policy is the evidence either way. Guidance, not legal advice.

Can I change it to suit how we work?

Yes. Inside Work-Lynx it is a starting point: put your company name in, adjust the arrangements to what you actually do, set the review date and publish it. Staff read and acknowledge it on their phones, and you can see who has not.

Is it up to date?

Last reviewed April 2025. The pack is updated when the law moves, and every policy carries a review date so it does not quietly go stale.

How do I get it?

It is preloaded in Work-Lynx with the other 48 UK policies. Work-Lynx is £2.50 a month plus £1 per employee, 14 days free, no card, and what you see on the pricing page is the bill.

Who is it for?

Any UK employer with more than a handful of staff. These are the policies a tribunal looks for when something has gone wrong between people.

All 49 UK policies, £2.50 a month

This policy and 48 others are already in Work-Lynx, alongside GPS clock-in, rotas, timesheets, leave and Employ AI for UK employment law. £2.50 base plus £1 per employee a month. 14 days free, no card, no sales call.

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