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Internet Usage Policy

This Policy is effective as of 27/05/19.

This Policy is due for review on 27/05/20.

1.              Introduction

We are Kai Ai Ltd and this is our Internet Usage Policy. This policy applies to all Employees.

This Policy outlines our guidelines for using our organisations internet connection, network and equipment. We want to avoid inappropriate or illegal internet use that creates risks for our organisations legality and reputation.

This Employee internet usage policy applies to all our Employees, contractors, volunteers and partners who access our network and computers.

2.              Definitions and key terms



All Employees, staff and volunteers.



A Form includes any of the following that exist on the Services:

  • surveys,
  • contact forms,
  • newsletter subscriptions forms,
  • user registrations forms,
  • e-commerce forms,
  • other registration forms; and
  • text boxes.


This Internet Usage Policy.

We, us and our

Kai Ai Ltd

3.              Who we are

The Services are operated by Kai Ai Ltd, a UK Limited company registered in England.

Some important details about us:

Our business address is: 10 Waltham Gardens, Banbury, Oxfordshire OX16 4FD

Our registered address is: 10 Waltham Gardens, Banbury, Oxfordshire OX16 4FD

Our company number is: 11648282

4.              Appropriate internet usage

Our Employees are advised to use our organisations’s internet connection for the following reasons:

  • To complete their job duties.
  • To seek out information that they can use to improve their work.
  • To access their social media accounts, while conforming to our social media policy.

We don’t want to restrict our Employees’ access to websites of their choice, but we expect our Employees to exercise good judgement and remain productive at work while using the internet.

Any use of our network and connection must follow our data protection and privacy policy.

Employees should:

  • Keep their passwords secret at all times.
  • Log into their corporate accounts only from safe devices.
  • Use strong passwords to log into work-related websites and services.

5.              Inappropriate internet usage

Our Employees mustn’t use our network to:

  • Download or upload obscene, offensive or illegal material.
  • Send confidential information to unauthorized recipients.
  • Invade another person’s privacy and sensitive information.
  • Download or upload movies, music and other copyrighted material and software.
  • Visit potentially dangerous websites that can compromise the safety of our network and computers.
  • Perform unauthorized or illegal actions, like hacking, fraud, buying/selling illegal goods and more.

We also advise our Employees to be careful when downloading and opening/executing files and software. If they’re unsure if a file is safe, they should ask their manager.

Our organisation may install anti-virus and disk encryption software on our computers. Employees may not deactivate or configure settings and firewalls without managerial approval.

We won’t assume any responsibility if Employee devices are infected by malicious software, or if their personal data are compromised as a result of inappropriate Employee use.

6.              Organisation-issued equipment

We expect our Employees to respect and protect our organisations equipment. “Organisation equipment” in this computer usage policy for Employees includes organisation-issued phones, laptops, tablets and any other electronic equipment, and belongs to our organisation.

We advise our Employees to lock their devices in their desks when they’re not using them. Our Employees are responsible for their equipment whenever they take it out of their offices.

7.              E-mail

Our Employees can use their organisation e-mail accounts for both work-related and personal purposes as long as they don’t violate this Policy’s rules. Employees shouldn’t use their organisation e-mail to:

  • Register to illegal, unsafe, disreputable or suspect websites and services.
  • Send obscene, offensive or discriminatory messages and content.
  • Send unauthorized advertisements or solicitation e-mails.
  • Sign up for a competitor’s services unless authorized.

Our organisation has the right to monitor corporate e-mails. We also have the right to monitor websites Employees visit on our computers.

8.              Disciplinary Action

Employees who don’t conform to this Employee internet usage policy will face disciplinary action. Serious violations will be cause for termination of employment, or legal action when appropriate. Examples of serious violations are:

  • Using our internet connection to steal or engage in other illegal activities.
  • Causing our computers to be infected by viruses, worms or other malicious software.
  • Sending offensive or inappropriate e-mails to our customers, colleagues or partners.

9.              Agreement

All Employees are required to read, understand and accept this policy.

10.          Further Information

Employees should contact their manager for further information regarding this Policy.