Rules template on the use of company IT tools
- Art. 8 FADP
- Art. 1-6 Data Protection Ordinance
- Art. 32 GDPR
- Art. 39 GDPR
- About 20 minutes
- Italiano · Deutsch · Français · English
In brief
Sets the rules for using the company's computers, e-mail, internet and cloud services, and says which checks the employer may carry out. It protects the data and makes clear to everyone what is allowed.
- Who it is for
- All employees. They read it and sign that they have taken note of it.
- To decide first
- Whether limited private use of the internet and business e-mail is allowed; in the text you state the authorised shared accounts and how long the monitoring records are kept.
- Afterwards
- Have all employees sign it, give it to new hires and cover it in training.
What it contains
- 1Purpose and scope
- 2General rules
- 3Accounts, passwords and multi-factor authentication
- 4Email
- 5Phishing and other attempts at deception
- 6Internet and private use
- 7Remote working and travel
- 8Cloud services and file sharing
- 9Removable media and printouts
- 10Company mobile devices
- 11Monitoring by the company
- 12Reporting incidents
- 13End of the employment relationship
- 14Non-compliance
- 15Questions
- 16Acknowledgement
An excerpt
1. Purpose and scope
1.1 These rules set out how the IT tools of __________ are used: computers, telephones, network, email, internet, applications and cloud services. They serve to protect the data of the company, of customers and of employees and to state clearly what the company monitors and what it does not.
1.2 They apply to all employees, including apprentices, trainees, temporary staff and external persons who are given access to the company systems.
1.3 Every employee receives the rules on taking up employment and whenever they are amended. The rules are covered in the periodic data protection training.
The rules implement the obligation to ensure the security of personal data (Art. 8 FADP) and respect the limits placed on the processing of employees' data (Art. 328b CO, Swiss Code of Obligations).
The full text is generated on the platform, with your organisation's details already in place.
Related templates
A template is general information, not advice on your case: it must be adapted to your organisation. For a question on your case there is Advisorn's consulting. By Advisorn, updated on 20 October 2026.