Company-Issued Laptop & IT Asset Policy

1. Purpose

This policy defines the rules and responsibilities associated with laptops and other IT assets issued by the Company to employees.

Company-issued laptops are provided primarily for official business, project, client, development, support, communication, and other authorized work purposes. Employees are responsible for protecting the Company's equipment, data, software, and information at all times.

2. Asset Issuance

  • Every laptop issued to an employee remains the property of the Company.

  • The laptop will be issued against an Asset Handover/Asset Acknowledgement form.

  • The employee must verify the laptop and accessories at the time of receiving the asset.

  • The employee is responsible for the laptop, charger, accessories, and any other equipment issued to them.

  • The employee must immediately report any discrepancy, defect, or damage noticed at the time of receiving the asset.

3. Authorized Use

Company laptops shall primarily be used for:

  • Official Company work;

  • Client projects and communication;

  • Software development and testing;

  • Company-approved applications;

  • Business communication;

  • Documentation and reporting;

  • Training and other authorized activities.

Personal Use

Company-issued laptops must not be used for personal or non-business activities.

Employees must not use Company laptops for:

  • Personal business or freelance work;

  • Outside employment;

  • Personal commercial activities;

  • Downloading movies, games, pirated content, or unauthorized software;

  • Excessive personal browsing or social media;

  • Personal financial transactions or other activities that create security risks;

  • Any activity that conflicts with Company interests.

Limited incidental personal use may only be permitted where specifically authorized by management/IT and where it does not interfere with work or create security risks.

4. Licensed Software and Updates

Only Company-approved and properly licensed software may be installed on Company laptops.

Employees must:

  • Keep all Company-approved software updated.

  • Install security patches and operating system updates as instructed by IT.

  • Maintain updated antivirus/endpoint security software.

  • Use only licensed software provided or approved by the Company.

  • Immediately report software errors, security warnings, or update failures to IT.

  • Allow IT/authorized personnel to perform required maintenance and updates.

Strictly Prohibited

Employees must not:

  • Install pirated/cracked software.

  • Install software using unauthorized licenses.

  • Disable antivirus, endpoint protection, firewall, or security controls.

  • Bypass Company security restrictions.

  • Use unauthorized USB devices or external software to circumvent security controls.

  • Modify system security settings without authorization.

5. Password and Access Security

Employees are personally responsible for protecting their login credentials.

  • Passwords must not be shared with anyone.

  • Employees must not share Company accounts with colleagues or third parties.

  • Strong passwords must be used.

  • Multi-factor authentication must be enabled where required.

  • The laptop must be locked whenever the employee is away from it.

  • Employees must not leave an unlocked laptop unattended.

  • Passwords must not be stored in notebooks, sticky notes, or easily accessible locations.

6. Data and Confidential Information

Company and client information stored on the laptop must be treated as confidential.

Employees must:

  • Store official data only in approved Company systems/cloud storage.

  • Follow Company data backup procedures.

  • Protect client information from unauthorized access.

  • Avoid storing confidential information on personal devices.

  • Immediately report accidental disclosure, loss, or unauthorized access.

Employees must not transfer Company/client data to personal email accounts, personal cloud storage, WhatsApp, external drives, or other unauthorized platforms without approval.

7. Internet and Email Usage

Employees must use Company internet and email facilities responsibly.

Employees must not:

  • Visit websites containing illegal or malicious content.

  • Download suspicious or unauthorized files.

  • Open unknown email attachments or links.

  • Use Company email for unauthorized personal activities.

  • Forward confidential Company/client information to personal email accounts.

  • Use unauthorized VPNs, proxies, or other methods to bypass Company security controls.

8. Physical Care of Laptop

Employees are responsible for maintaining the laptop in good physical condition.

Employees Must:

  • Keep the laptop clean and dry.

  • Use the laptop on a stable and suitable surface.

  • Use the Company-provided charger wherever applicable.

  • Handle the laptop carefully while carrying it.

  • Use a protective laptop bag/case where provided.

  • Keep the laptop away from food and liquids.

  • Ensure adequate ventilation while using the laptop.

  • Immediately report any physical or technical issue to IT/HR.

Employees Must Not:

  • Eat or drink directly over the laptop.

  • Place liquids near the laptop.

  • Keep heavy objects on the laptop.

  • Open, dismantle, or repair the laptop themselves.

  • Remove internal components.

  • Tamper with hardware.

  • Stick unauthorized labels, stickers, or markings on the laptop.

  • Use unauthorized chargers or adapters that may damage the equipment.

9. Damage, Loss or Theft

Any damage, loss, or theft of the Company laptop must be reported to the Company immediately.

The employee must provide complete details of the incident, including:

  • Date and time;

  • Location;

  • Circumstances;

  • Nature of damage/loss;

  • Any relevant supporting information.

In case of theft, the employee may be required to file a police complaint/FIR and provide a copy to the Company.

Employee Responsibility

Normal wear and tear will be handled by the Company as appropriate.

However, where an investigation establishes that damage, loss, or theft occurred due to negligence, misuse, unauthorized modification, violation of this policy, or failure to take reasonable care, the Company may take appropriate action in accordance with applicable law and Company policy, including recovery of costs where legally permissible.

10. Repairs and Maintenance

Employees must not independently approach outside repair agencies or attempt to repair Company equipment.

All hardware/software issues must be reported to:

IT / HR / Authorized Company Representative

The Company will determine the appropriate repair or replacement process.

Unauthorized repairs may result in the employee being held responsible for resulting damage or costs, subject to applicable law.

11. Remote Working / WFH

Employees using Company laptops while working from home must ensure:

  • The laptop is kept in a secure location.

  • Family members or other persons do not use the laptop.

  • Company information cannot be viewed by unauthorized persons.

  • The laptop remains connected to approved security systems where required.

  • Company data is not downloaded or transferred to personal devices.

A Company laptop issued to an employee must not be shared with family members, friends, or any other person.

12. Travel and Transportation

Employees carrying Company laptops while travelling must take reasonable precautions against loss, theft, or physical damage.

Employees should not:

  • Leave the laptop unattended in public places.

  • Leave the laptop visibly inside an unattended vehicle.

  • Check the laptop into baggage where avoidable.

  • Leave the laptop at hotels or other locations without adequate security.

13. Backup and Data Protection

Employees must follow the Company's approved backup and storage procedures.

Important Company and client data should not be stored exclusively on the local laptop.

Employees must immediately notify IT if:

  • Files are accidentally deleted;

  • Data is corrupted;

  • The laptop is infected with malware;

  • Unauthorized access is suspected; or

  • The laptop is lost or stolen.

14. Monitoring and Security

To protect Company and client information, the Company may deploy appropriate and lawful IT security measures, including:

  • Antivirus/endpoint protection;

  • Device management;

  • Security updates;

  • Access controls;

  • Backup systems;

  • Software inventory;

  • Network/security monitoring; and

  • Other authorized cybersecurity controls.

Employees must cooperate with authorized IT personnel regarding security and maintenance activities.

15. Prohibited Activities

The following activities are strictly prohibited on Company-issued laptops:

  • Pirated/cracked software;

  • Illegal downloads;

  • Unauthorized hacking or security testing;

  • Cryptocurrency mining;

  • Unauthorized software installation;

  • Sharing Company credentials;

  • Disabling security controls;

  • Accessing or storing unlawful or inappropriate content;

  • Using the laptop for competing business activities;

  • Unauthorized transfer of Company/client data;

  • Connecting unauthorized storage devices where prohibited;

  • Any activity that may compromise Company systems or reputation.

16. Asset Inspection

The Company may require employees to submit the laptop for periodic inspection, maintenance, security updates, or troubleshooting.

Employees must cooperate with authorized IT personnel.

17. Employee Transfer or Change of Role

Where an employee changes department, project, role, or location, the Company may require the laptop to be:

  • Reconfigured;

  • Reassigned;

  • Upgraded;

  • Replaced; or

  • Returned.

The employee must cooperate with the Company's asset management process.

18. Return of Company Asset

The laptop and all accessories must be returned immediately upon:

  • Resignation;

  • Termination;

  • Completion of employment/engagement;

  • Transfer where the asset is no longer required;

  • Extended leave where specifically requested by management; or

  • Any other situation where the Company requires return of the asset.

The employee must return the laptop in reasonable working condition, considering normal wear and tear.

The Company may conduct an asset inspection at the time of return.

19. Non-Compliance

Violation of this policy may result in:

  • Verbal or written warning;

  • Withdrawal of laptop/IT privileges;

  • Disciplinary action;

  • Recovery of costs where legally permissible;

  • Impact on performance evaluation; and/or

  • Other action in accordance with Company policy and applicable law.

Serious violations involving data theft, unauthorized access, deliberate damage, misuse of confidential information, or cybersecurity breaches may be dealt with separately under applicable Company policies and law.

20. Employee Acknowledgement

By accepting a Company-issued laptop, the employee acknowledges that:

The laptop and associated accessories remain the property of the Company. I accept responsibility for the safe custody, appropriate use, security, and timely return of the Company's IT assets entrusted to me. I agree to comply with this policy and immediately report any loss, theft, damage, security incident, or technical issue to the Company.

Employee Name: __________________________

Employee ID: _____________________________

Laptop Asset ID: __________________________

Laptop Serial No.: ________________________

Date of Issue: ____________________________

Employee Signature: _______________________

IT/HR Representative: _____________________