Acceptable Use Policy

1. Purpose

The purpose of this Acceptable Use Policy is to provide clear guidance on the responsible use of Nineteen58 systems, networks, and services. The policy exists to safeguard company assets, protect customer privacy, ensure compliance with legal and regulatory obligations, and maintain trust in the way employees, contractors, and third parties use information technology and communication resources.

2. Scope

This policy applies to all Nineteen58 employees, contractors, consultants, interns, and approved third parties who have access to company devices, systems, or customer data. It covers all forms of access, whether on-site or remote, and includes the use of computers, mobile devices, cloud platforms, email, telephony, and internet services provided by the organisation.

3. Permitted Use

Nineteen58 systems and services must be used only for legitimate business purposes. Permitted use includes commercial engagement with customers in the form of sales, promotions, and customer support activities directly related to services offered by the company. Internal collaboration between colleagues for professional purposes, as well as the use of communication tools to enhance productivity, are considered acceptable. Limited personal use may be permitted where it does not interfere with business operations, consume excessive resources, or breach other company policies.

4. Prohibited Use

Users must not engage in activities that could cause harm to customers, colleagues, the organisation, or its reputation. Prohibited use includes, but is not limited to:

• Psychological manipulation, exploitation, or any activity intended to unduly influence or mislead individuals.
• Use of systems for unlawful purposes such as fraud, hacking, or distribution of pirated software.
• Accessing or distributing offensive, discriminatory, or inappropriate content.
• Circumventing security controls, sharing login credentials, or attempting unauthorised access to systems or data.
• Installing unauthorised software or using company resources for non-business-related ventures.

5. Data Protection and Confidentiality

All users are required to protect customer and company data in line with the requirements of POPIA, GDPR, and Nineteen58's internal data protection standards. Confidential information must not be disclosed, copied, transmitted, or stored on unapproved platforms. Access to data is granted only on the principle of least privilege, and information must be handled responsibly and securely at all times.

6. Security Responsibilities

Users must take reasonable measures to secure any device or system entrusted to them. Devices must be password-protected and locked when unattended, and strong authentication methods must be used where available. Security tools such as antivirus, encryption, and regular system updates must not be disabled or tampered with. Any lost or stolen equipment or any suspected breach of security must be reported immediately to the relevant department.

7. Monitoring and Compliance

Nineteen58 reserves the right to monitor the use of its systems, networks, and communication tools to ensure compliance with this policy. Monitoring will be carried out in accordance with applicable laws and company procedures. Users should have no expectation of absolute privacy when using company systems.

8. Consequences of Violations

Any breach of this policy will be treated as a serious matter. Violations may result in disciplinary action, up to and including dismissal. Where a breach involves unlawful activity, Nineteen58 reserves the right to refer the matter to the appropriate authorities and pursue legal remedies.

9. Review and Updates

This policy will be reviewed on an annual basis or sooner if there are significant changes in legislation, technology, or business operations. All updates will be communicated to employees, who are responsible for familiarising themselves with the latest version of the policy.

10. Conclusion

The Acceptable Use Policy sets the boundaries for how Nineteen58 systems and services must be used. By adhering to this policy, employees and stakeholders ensure that business resources are protected, customer trust is maintained, and operations remain compliant and ethical. Observing these standards strengthens the organisation’s security posture and reinforces its commitment to integrity and accountability.