Acceptable Use Policy
This policy sets the rules for using TSS devices, accounts, networks, internet access and tools. The rules protect our clients, our work and you.
Document
Policy number
TSS-IT-01
Version
1.0
Effective from
1 September 2026
Next review
March 2027
Owner
IT Team
Approved by
Board of Directors
Applies to
Every employee, trainee and intern, and anyone else who uses TSS devices, accounts, networks or tools, including personal devices used for company work.
Issued by
Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650
Related policies
Information Security Policy (TSS-IT-02), Password and Authentication Policy (TSS-IT-03), Cloud and App Use Policy (TSS-IT-07), Bring Your Own Device (BYOD) Policy (TSS-IT-06), Social Media Policy (TSS-IT-12)
1. WHAT THIS COVERS
Devices: company laptops, any phones TSS provides, and accessories.
Accounts: workspace and email accounts, chat, code repositories, cloud consoles, project tools, and subscriptions paid for by TSS.
Networks: the office Wi-Fi, and the company VPN where one is provided.
Personal devices during induction, when they are used for company work under the Bring Your Own Device (BYOD) Policy.
2. WORK USE ONLY
Company devices, accounts, tools and subscriptions belong to TSS and are for work only. Do not use them for personal browsing, personal email, social media, gaming, streaming, personal projects or anything else unrelated to your job.
The Apple Music and YouTube Premium subscriptions that TSS gives you as benefits are the exception. They are yours to enjoy personally, on your own devices.
access, store or share anything illegal, obscene, hateful or harassing;
3. WHAT YOU MUST NOT DO
download pirated software, films, music or books, or use torrent clients;
install software, browser extensions or plugins that the IT team has not approved (Cloud and App Use Policy);
disable, bypass or tamper with security software, device management, encryption, updates or monitoring;
share your passwords, sign-in codes or company device with anyone, including family;
use someone else’s account, or let anyone use yours;
plug in USB drives or other devices you do not know, or charge company devices from public USB charging points (use your own charger in a wall socket);
move company or client data to personal email, personal cloud storage, messaging apps or USB drives;
put secrets, credentials or personal data into any AI tool, or put confidential company or client information, including source code, into any AI tool, website or online service that the IT team has not approved for it;
mine cryptocurrency, run personal servers, or use company computing resources, including cloud accounts, for anything that is not company work;
scan, probe or test the security of any system, including a client’s, without written permission;
use your company email address to sign up for personal services;
use company resources for outside work or to run a business.
4. EMAIL, CHAT AND CALLS
Write every work message as if it could be forwarded to the client. Keep it professional.
Check the recipients before you send, especially when your email app fills in addresses automatically.
Be suspicious of unexpected attachments, links, and requests for payments, gift cards, passwords or codes, even if they seem to come from a Director. Check by calling the person on a number you already know.
Use company email and chat for work. Do not use personal messaging apps for work unless a client insists; if one does, ask the IT team how to handle it safely, and never send confidential files that way.
Do not set up automatic forwarding from your company email to any personal account.
5. INTERNET AND NETWORKS
Internet use on company devices is for work.
The office Wi-Fi is for company devices. Visitors use the guest network where there is one.
Avoid public Wi-Fi for company work (Remote Work and Telecommuting Policy).
6. AI TOOLS
We expect you to use AI tools for development work. Use only the tools and accounts the IT team has approved, which are set up so that our data is not used to train them. Never put secrets, credentials or personal data into any AI tool, and put client code only into tools approved for it. You are responsible for checking and testing everything an AI tool produces.
7. MONITORING AND PRIVACY
What we may monitor. TSS may use reasonable tracking in the software, subscriptions and environments it provides, to see work activity, keep systems secure and investigate problems. This can include sign-in records, device health and security status, activity in work applications and code repositories, and security logs.
Interns under 18. We do not use activity tracking or any other behavioural monitoring on interns under 18. Their accounts keep only the ordinary security records that every account has, such as sign-in history, and the IT team looks at these only to keep our systems secure (Internship Policy).
What we do not do. We do not record your audio or video, or look into your private life, on any company device or software. The only exception is work meetings, and then strictly within our policies, for example a client call that everyone has been told is being recorded.
Who sees it. Monitoring data is seen only by the people who need it, normally the IT team, and is used only for the purposes above.
Raising concerns. If you think anything here breaks employment law, your Employment Agreement or this policy, tell the IT team or the HR team straight away.
8. REPORTING PROBLEMS
Report a lost or stolen device, a suspected virus, a suspicious message you clicked on, or data you shared by accident to the IT team immediately. You will not get into trouble for reporting a mistake quickly. Hiding one is what causes real harm.
9. IF THIS POLICY IS BROKEN
Breaking this policy may lead to your access being removed and to disciplinary action under the Performance Management and Discipline Policy. Illegal activity may be reported to the authorities.