THE BRIEF
We need an acceptable use policy for laptops, accounts and AI tools. We have 25 people, everyone works remotely sometimes, and some use personal phones for work email.
Scenario: Operations director at a design agency
Package: Internal policy (e.g. acceptable use) · $60 · 4 hrs
Your policy promises things your team doesn't do. I wrote this one from what you told me you actually do.
Version 1.0, dated October 2026. Draft for review.
- PURPOSE
This policy explains how staff may use company devices, accounts and data. It applies to all employees and contractors.
- DEFINITIONS
- Company device: a laptop or phone the company owns.
- Personal device: a device you own that you use for work.
- Client material: any file, image, brief or information a client gives us.
- COMPANY DEVICES
3.1 Company laptops are for work. Light personal use, such as checking personal email, is allowed.
3.2 Laptops must lock after 5 minutes without use.
3.3 Report a lost or stolen device to operations within 24 hours.
- PERSONAL DEVICES
4.1 You may read work email on a personal phone if the phone has a passcode.
4.2 Do not store client material on a personal device.
- ACCOUNTS AND PASSWORDS
5.1 Use the company password manager for all work accounts.
5.2 Turn on two-step sign-in for email and file storage.
5.3 Do not share your account with anyone, including coworkers.
- AI TOOLS
6.1 You may use approved AI tools listed on the internal wiki.
6.2 Do not put client material into an AI tool unless that client has agreed in writing.
GAPS I FOUND
| Promise | Status | Recommendation |
|---|---|---|
| 3.2 Auto-lock after 5 minutes | Your laptops are set to 15 | Fix the practice: change the setting centrally |
| 5.2 Two-step sign-in | On for email, not for file storage | Fix the practice |
| 6.1 Approved AI tools list | Does not exist yet | Fix the practice: create the list before publishing |
| 4.2 No client files on phones | Two staff use the file app on their phones | Fix the words or the practice: your decision |
- Promise
- 3.2 Auto-lock after 5 minutes
- Status
- Your laptops are set to 15
- Recommendation
- Fix the practice: change the setting centrally
- Promise
- 5.2 Two-step sign-in
- Status
- On for email, not for file storage
- Recommendation
- Fix the practice
- Promise
- 6.1 Approved AI tools list
- Status
- Does not exist yet
- Recommendation
- Fix the practice: create the list before publishing
- Promise
- 4.2 No client files on phones
- Status
- Two staff use the file app on their phones
- Recommendation
- Fix the words or the practice: your decision
I asked "do you actually do this?" for every sentence. These four were the answers that came back "not yet."
Draft only; have counsel sign off. — Luis
