If your website handles complex scenarios, then having an acceptable use policy can be a really good idea. In fact, an acceptable use policy can help you define what is acceptable and what is not on your website.
In this guide, we’ll explain what an acceptable use policy is, when you need it, and give you an acceptable use policy template for your website.
An Acceptable Use Policy (AUP) is a document that defines the rules for using an organization’s website, network, or tech resources. Companies, educational institutions, or government agencies typically use it to maintain network security, protect users’ privacy, and ensure the responsible use of the resources.
An Acceptable Use Policy defines what is allowed and what is not allowed on a particular website, as well as the consequences of violating the policy. For example, one of the consequences could be the suspension of the user’s account.
Having an AUP Policy is not required by law, but it’s often recommended if your website handles complex scenarios.
First of all, an acceptable use policy should be clear and easy to understand. Since it covers key aspects of a website’s usage, it should leave little room for interpretation: everyone needs to understand exactly what is and what is not allowed.
Then it should define the scope of the rules. That is who the AUP applies to – e.g., users, customers, employees, students, etc. – and what is covered by the policy – e.g., devices, networks, website.
An Acceptable Use Policy should also include reference to applicable laws and regulations, such as data protection laws or intellectual property rights, in order to avoid legal complications.
Finally, it should highlight what are the consequences of violating the policy. This could be anything from suspending the account or access to the service, official warnings, or even termination of the service.
Following what we said in the previous paragraph, an Acceptable Use Policy Template should include at least these sections:
Acceptable Use Policies can be used in different scenarios. Let’s take a look at some examples.
A SaaS business can use an Acceptable Use Policy to define the way its service can be used. For example, PayPal doesn’t allow users to process transactions related to the sale of products that could harm individuals.
Many forums have an AUP that outlines what kind of content can be published on the platform and what kind of behavior is not allowed. For example, Quora, like many other forum platforms, prohibits spam, harassment, hate speech, and other forms of inappropriate content.
Companies may create an AUP policy to govern how employees use workstations, email, and the Internet. For instance, they can limit personal use of company devices and detail the security measures to follow when using these devices (e.g., avoid using public Wi-Fi networks).
Schools and universities often create an AUP to regulate how students can use computers and internet access. The policy usually covers appropriate online behavior, such as not accessing inappropriate websites or infringing copyright.
Here is a basic Acceptable Use Policy Template you can adopt for your organization.
Remember to customize the sections in yellow and adapt them to your activity.
In this section, define the scope of the policy. Remember to add who the policy applies to, what it covers, and all relevant information.
This Acceptable Use Policy outlines the rules and guidelines for the use of [Your Organization’s Name]’s [What does the policy cover? For example technology resources / network / service]. Our website and service may only be used within the scope of what is provided for, under these terms and applicable law.
This policy applies to [Who does the policy apply to? For example, users / students / employees / contractors].
In this section, list everything that is considered acceptable. The ones listed below are just examples, so make sure to customize them to your needs.
In this section, list everything that is considered unacceptable. The ones listed below are just examples, so make sure to customize them to your needs.
Add this section if you’re creating an AUP policy for your company or school. Remember to include all behaviors that can help ensure data protection. The ones listed below are just examples, so make sure to customize them to your needs.
In this section, explain that your organization will monitor what happens on the website and then take all the necessary steps to ensure compliance with the policy.
[Your Organization Name] reserves the right to monitor all usage of its network and devices.
We reserve the right to protect our interests by denying you access to our website or service, terminating contracts, and reporting any misconduct to the appropriate authorities if you are involved in or suspected of the following:
In this section, explain what are the consequences of violating the policy.
Violations of this policy may result in the following:
By using [Your Organization Name]‘s network and devices, you acknowledge that you have read, understood, and agreed to the terms of this Acceptable Use Policy.
Using a template can be tricky if you don’t know exactly what to include. To avoid problems, we recommend seeking the help of a legal expert, or using a professional generator.
Once you’ve created your AUP, it’s time to add it to your website. Like any other legal document on your website, your policy should also be easily accessible. So it’s a good practice to either add it to the footer, or to include it in your Terms of Service. It’s also important to add a link to your AUP policy at critical points in the user experience, such as during subscription or account creation.
In order to get users to agree to your Acceptable Use Policy, you can use the clickwrap method which is commonly used for agreeing to Terms and Conditions. With clickwrap, you add a checkbox at the end of your forms (such as checkout or account creation) and make users actively click on it – to acknowledge that they’ve accepted your policy.
As we said, an Acceptable Use Policy specifically outlines behaviors and actions that are prohibited or permitted while using a service, often focused on ensuring ethical and legal use.
On the other hand, Terms of Service have a broader scope and define the rights and responsibilities of both the service provider and the user, including things like payment, liability, and service limitations.
So your AUP policy could also just be a specific section of your Terms of Service.
iubenda’s Terms and Conditions Generator allows you to create professionally crafted Terms in just a few clicks. Choose from the +100 pre-drafted clauses, add your own, and start protecting your business!
Attorney-level solutions to make your websites and apps compliant with the law across multiple countries and legislations.
