Company Equipment and Communication Policy

Company Equipment and Communication Policy: Look After Your Devices and Data

A company equipment and communication policy explains what equipment and communication tools you give staff, who can have them, how they may be used, how to keep them secure, what to do when something breaks or goes missing, and how equipment is returned. Robot Lawyer drafts the policy from your answers, for the law of the country or state you choose, and on the Verified plan a qualified legal professional checks it within 24 hours before you share it with your team.

CONTENTS

What Is a Company Equipment and Communication Policy?

It is a workplace policy covering the laptops, phones, tablets, software and communication tools your organisation provides. It makes clear that equipment stays your property, sets rules for personal use and security, and explains how faults, losses and returns are handled.

A clear policy protects your data and equipment, avoids disputes when people leave, and helps staff know where they stand.

When Do You Need One?

• Issuing laptops and phones
  Any organisation that gives staff devices.
• Hybrid and remote teams
  When equipment is used at home or on the move.
• Growing teams
  When equipment costs and security risks grow.
• When people leave
  To set a clear process for returning devices and data.
• Regulated or sensitive work
  Where devices hold confidential or personal data.

What's Included in Your Policy?

• Policy details
  Your organisation's name and address, who to contact, who owns the policy, its effective date, version and next review date.
• Equipment and eligibility
  What you provide and who gets it.
• Acceptable and personal use
  How equipment may be used, including any personal use you allow.
• Email and internet
  Your expectations for online communication.
• Security and data
  Passwords, software, confidentiality and protecting personal data.
• Care, faults and losses
  Looking after equipment and reporting problems quickly.
• Monitoring
  What you may monitor, why, and how it stays lawful.
• Return of equipment
  What happens when someone leaves or moves role.
• Breaches
  How concerns are handled and the possible consequences.
• Optional forms
  An equipment issue and return form, a fault or loss report form and a personal device registration form, if you want them.

How It Works on Robot Lawyer

1. Answer the questions
   Tell us about the equipment you provide, your rules on use and security, support, monitoring and returns.
2. Generate your policy
   We draft a clear, plain-English policy your team can follow.
3. Get it verified
   On the Verified plan, a qualified legal professional checks your policy within 24 hours and makes amendments where needed. The Essentials plan does not include this check. See how our documents are verified.
4. Share it with staff
   Add it to your handbook or intranet, and go through it when you issue equipment.

How It Works in Different Countries

• UK
  Monitoring must comply with the UK GDPR and be transparent. You can only deduct the cost of unreturned or damaged equipment from pay if the contract or a prior written agreement allows it.
• EU and Ireland
  The GDPR applies to monitoring, and deductions from pay are tightly controlled.
• United States
  Employers can usually monitor company devices, but some states require notice. Some states, including California, require employers to reimburse work-related expenses, such as using a personal phone for work.

These notes are general. Check the current rules where you employ people.

Equipment Policy FAQs

Can staff use company laptops and phones for personal things?

That's your choice. Your policy sets out whether personal use is allowed and any limits.

Can we charge staff for lost or damaged equipment?

Only where the law allows. In the UK, deductions from pay need a clear contract term or prior written agreement. Your policy only mentions deductions if you choose to include them.

Can we monitor company devices?

Usually yes, for legitimate reasons, if it is proportionate and staff are told in advance.

What happens to equipment when someone leaves?

Your policy sets out the return process, so devices and data come back promptly.

Can I use this policy outside the UK?

Yes. Your policy is drafted under the law of the country or state you choose. Our lawyers are qualified in England and Wales and, on the Verified plan, check documents for good practice, clear formatting and the law of England and Wales. They are not qualified in other countries' law, so if your policy is governed by another country's law, we recommend having a local lawyer check it too.

Create a Company Equipment and Communication Policy

Protect your equipment and data with clear rules for your team. You can start with a 7-day free trial. See our pricing for the plans. Related documents: Acceptable Use Policy, CCTV Policy, Compensation Policy and Overtime Policy.