Figma Access and Usage Policy

1. Introduction

This policy defines the acceptable use, restrictions, and responsibilities associated with the use of Figma, a collaborative interface design tool, by employees, contractors, and third-party collaborators. It ensures the confidentiality, integrity, and security of proprietary designs and intellectual property managed through Figma.

2. Purpose

The purpose of this policy is to:

  • Protect company-owned design files, brand assets, and product visuals.
  • Prevent unauthorized access, duplication, or distribution of confidential materials.
  • Ensure Figma is used in a controlled and professional manner.
  • Provide guidelines for appropriate use and consequences for misuse.

3. Scope

This policy applies to:

  • All full-time and part-time employees.
  • Contractors, interns, freelancers, vendors, and third-party users with temporary access.
  • All devices used to access Figma, including desktop and mobile platforms.

4. Definitions

  • Figma Workspace: A shared environment where teams collaborate on design files.
  • Confidential Files: Any Figma file containing sensitive, unreleased, or strategic data.
  • Authorized User: A user who has been granted access to specific files through official channels.
  • External Party: Any individual or organization not employed or contracted directly by the company.

5. Access Policy

5.1 Authorization & Access Levels

  • Access to Figma is granted on a need-to-use basis.
  • Only users with valid credentials may access the Figma workspace.
  • Users will be assigned specific roles (Viewer, Editor, Admin) based on job responsibilities.
  • Shared team libraries must be restricted to authorized departments only.

5.2 External Access

  • External collaborators must sign a Non-Disclosure Agreement (NDA) before gaining access.
  • Approval from the Design Manager or IT Security is mandatory for external sharing.
  • Access for external users must be time-bound and revoked once the project concludes.

6. Usage Guidelines

6.1 General Use

  • Figma must only be used for work-related design tasks.
  • Users must ensure that their work aligns with the company’s brand and UX guidelines.
  • Figma files should be organized within the correct folders and named appropriately.

6.2 File Naming and Structure

  • Follow naming conventions defined by the design team (e.g., ProjectName_Version_Date).
  • Files must be stored in approved team folders; avoid storing files in private drafts.
  • Archive or delete obsolete versions as per internal archiving procedures.

7. Prohibited Actions

Strictly prohibited activities include, but are not limited to:

7.1 Sharing and Distribution

  • Do not share Figma files, links (edit or view), or components with unauthorized users.
  • Do not publish or upload Figma content to public websites, blogs, or social platforms.
  • Do not embed live Figma files on external sites without approval.

7.2 Exporting Content

  • Do not export assets (SVG, PNG, JPG, PDF, code, text, etc.) for personal or external use.
  • Do not take screenshots of unreleased designs and distribute them without permission.

7.3 Duplicating or Copying

  • Do not duplicate files, components, pages, or libraries for unofficial or personal use.
  • Do not clone designs to external workspaces or personal Figma accounts.

7.4 Unauthorized Access

  • Do not access design files outside your assigned department or project.
  • Do not bypass access controls or attempt to view restricted content.

7.5 Third-Party Tools and Plugins

  • Do **not install unauthorized Figma plugins or integrations that export data.
  • All plugins must be reviewed and approved by IT or design leadership before use.

8. Confidentiality and Security

  • All Figma files are the intellectual property of the company.
  • Designs must be treated with the same confidentiality as internal business documents.
  • Sensitive projects (e.g., unreleased products, investor presentations) must be labeled "CONFIDENTIAL" in the file title.
  • Use Multi-Factor Authentication (MFA) if required by your Figma login method.
  • Lock or sign out of devices when not in use to prevent unauthorized access.

9. Monitoring and Compliance

  • The company reserves the right to monitor all Figma activity, including edit history, file exports, sharing actions, and access logs.
  • Random audits may be conducted by the Design Ops, IT, or Security Team.
  • Logs will be reviewed regularly for suspicious behavior or violations.

10. Enforcement and Disciplinary Action

Violation of this policy will result in strict disciplinary measures, including but not limited to:

  • Verbal or written warning
  • Revocation of Figma access
  • HR disciplinary action
  • Termination of employment or contract
  • Legal action, especially in cases involving IP theft or data leakage

Severity of action will depend on the nature and impact of the violation.

11. User Acknowledgment

All users must acknowledge this policy as a condition of Figma access.
By accessing the company Figma workspace, you agree to:

  • Comply with all usage restrictions
  • Protect company assets
  • Report any suspicious activity or breaches immediately