LAPTOP POLICY

This document outlines the Company’s policy regarding the use and storage of laptops. Its purpose is to minimize the Company's exposure to information security risks, enhance user safety, and safeguard the Company’s hardware investments.

Portable computing equipment is targeted not only for resale but also for the valuable data it contains. Information about customers, employees, payments, and commercially sensitive data can be of significant interest to malicious actors. In the wrong hands, such data poses a serious threat to the Company.

The Company relies on accurate and accessible business information. Any loss or unauthorized modification of data on portable devices can severely impact operational effectiveness and hinder decision-making. The long-term consequences of a data breach can far exceed the cost of the hardware.

All laptops, related equipment, and accessories are the property of Ad-Precision Ltd and are issued to staff for business use as deemed necessary by the Company. Staff must agree to and comply with the following policies as a condition of laptop use:

Physical Security — Laptop Policy

Ad-Precision Ltd will provide laptops to employees when essential for productivity. Upon issuance, employees agree to adhere to the Company's physical security standards.

Employees requiring additional locks or equipment should notify the helpdesk or their line manager.
Employees who travel frequently must consult their line manager and the helpdesk for proper equipment handling procedures.
Report missing locks to the helpdesk immediately.
Users are expected to:
- Lock equipment in public or shared spaces, even when in use.
- Lock equipment during travel whenever possible.
- Secure equipment at home when not in use.

Physical Security — Policy Enforcement

While locks help reduce theft, they are not foolproof. Line managers and the helpdesk must educate users about theft risks and advise on best practices, including:

Do not rely solely on physical locks for security.
Store laptops out of sight when not in use.
Always log out or enable a password-protected screensaver; do not leave devices logged into networks or email.
The Company will demonstrate the proper use of security locks upon issuance.
Physical security protocols will be reinforced at least once annually.
Additional training on using physical security locks will be provided upon request.

Appropriate Use — Laptop Policy

Use laptops strictly for business purposes. Inappropriate content (e.g., offensive, pornographic, racist, or abusive material) will lead to disciplinary action and may be reported to the police.
Filter emails for spam. Delete inappropriate emails immediately and report persistent issues to the helpdesk.
Access only trusted websites.
The Company monitors network usage. Inappropriate use will result in disciplinary action.
Damage resulting from misuse must be compensated by the responsible employee, including labour costs.

General Responsibilities

General

Never leave laptops unattended; always lock them.
Do not allow others to use your assigned laptop.
Store laptops securely at work, preferably out of sight.
Use inconspicuous bags to avoid drawing attention.

At Home

Store laptops indoors and out of sight—never leave them in a vehicle.
Use a cable lock to secure laptops when not in a locked space.
Unauthorized use by others is prohibited.
Use laptops in appropriate environments (e.g., desks); avoid using near water.
Connect only to approved or known wireless networks.

In the Car

Avoid leaving laptops in vehicles.
If necessary, store laptops securely in the trunk.
Ask the helpdesk about vehicle-specific security options if you regularly leave your laptop in your car.
Park in safe locations and assess environmental risks.
Secure laptops during travel to prevent injury or theft.

Public Transport and Public Places

Be vigilant while travelling; laptops are vulnerable to theft.
Avoid using laptops unless necessary and never expose sensitive information in public.
Never leave laptops unattended or lend them to others.
Always use cable locks in public areas.

Hotels, Conferences, and Meeting Rooms

Avoid leaving laptops in hotel rooms. Use safes when available and request receipts.
In meetings, secure laptops with cable locks even while working. Take them with you during breaks.

Data Protection Responsibilities

Use only Company-approved encryption software.
Choose strong, unique passwords for encryption.
Do not share passwords or authentication tokens.
Remember that laptop access = Company network access.
Do not lend Company laptops to others for any reason.
Enable password-protected screensavers when unattended and ideally log out or shut down when not in use.

Malware Responsibilities

Prevent malware infections by using the Company’s antivirus software.
Call the helpdesk if you need help using antivirus tools.
Connect to the Company network weekly to receive updates.
Always scan external files or drives before opening.
Open email attachments only from trusted, expected sources.
Do not download or install software without IT approval.
Report suspected malware incidents immediately. Do not reconnect to the network until cleared.

Data Recovery Responsibilities

Ensure regular backups to prevent data loss.
Save files in designated folders to enable automatic backups while on the Company network.
Back up daily when working offline. Encrypt and store securely. Do not retain outdated backup media.
Store backup media separately from your laptop.
Contact the helpdesk for specialized backup support if needed.

Software Policy

Only use software provided and licensed by the Company.
Do not download or install unauthorized software.
Contact the helpdesk for updates or new application needs.

Legal Compliance

This policy complements local laws. Ensure compliance with relevant legislation.
Understand and follow regulations on in-flight and cross-border laptop use.
Respect local customs and content laws when travelling.

End of Service

Laptops become the personal property of staff after four (4) years or 48 months of service from the date of issuance. Staff must ensure proper care and handling of the equipment throughout this period.

Laptop Policy Acceptance Form

I, #text(#field(606)) #text(#field(607)) #text(#field(608)) #text(#field(609)) with Staff ID #text(#field(611)) , understand that all laptops, equipment, and accessories provided by Ad-Precision Ltd remain the property of the Company.

I agree to the terms in the Ad-Precision Ltd Laptop Policy, Acceptable Use Policy, and Tech Support Policy. I will return the equipment in the condition in which it was issued.

I accept responsibility for the cost of repair or replacement of any lost or damaged equipment, subject to approval by Ad-Precision Ltd.

I will not install unauthorized software or alter system configurations without prior consultation with Tech Support. I will not permit others to use Company-issued equipment.

I understand that violations of this policy may result in loss of privileges, disciplinary actions, or legal consequences, including termination of employment.