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Computer usage policies used in companies define that corporate computers are business tools and must only be used for work-related purposes. Even though this may not always be explicitly declared, companies are legally required to inform personnel about monitoring activities and obtain written undertakings confirming acceptance of these conditions.
For this reason, a company computer usage policy must be formally prepared and clearly communicated to employees. Personnel must be informed that the software and systems they use may be monitored instantly or retrospectively and that the collected data can be used as legal evidence when necessary.
Although misuse of company computers is considered a defect, employees must first be aware of monitoring conditions. Therefore, these policies should be developed with legal experts and accepted by employees through wet-signed commitments.
Once the commitment is accepted, the employer has the legal right to use monitoring and reporting data specified in the policy as evidence before the law. Employees may refuse the policy, but the employer has the right to provide company computers only for defined purposes.
While determining usage rules, companies can define policies suitable for their own operational structure. The most critical factor is transparency. Employees must be clearly informed that monitoring exists and under which conditions it is carried out.
All monitoring conditions should be explicitly written in the acceptance document. However, company computer usage policies cannot contradict job descriptions, labor law, or impose responsibilities outside the employee’s defined role.
Responsibilities, limitations, and acceptable usage rules must be clearly declared so that employees understand which actions fall outside business scope.
Actions performed during working hours, within the workplace, and using company-owned devices are not considered personal. In clearer terms, job-related activities are not personal data.
Once an employee accepts the use of a company computer, personal usage on that device should not occur. Any personal activity performed on a company computer is considered a violation and can be evaluated accordingly.
Only company-owned computers are monitored. Personal devices and vehicles are never tracked. Since monitoring is limited to business tools, there is no violation of personal data protection regulations.
Companies have the legal right to organize, manage, and control their business operations as long as these actions do not violate labor law or human rights. Violating information technology usage policies is considered a disciplinary fault.
Depending on the severity of the violation, employers may apply sanctions ranging from warnings to termination. Serious violations such as intentional data leakage, malicious misuse, or negligence causing financial damage may result in dismissal without compensation.
In such cases, monitoring data obtained through authorized software can be used as valid legal evidence. Minor violations may result in administrative sanctions, while repeated misconduct can lead to heavier consequences.
When preparing computer usage policies, companies may use publicly available policy templates to ensure that no critical points are overlooked. Information Security Policies and IT usage policies are commonly published in open sources.
These templates should be customized according to the company’s structure, job descriptions, and operational needs, while avoiding clauses that conflict with labor law.
Legal support is strongly recommended when preparing policy documents. This ensures compliance with changing regulations and guarantees that policies are enforceable.
Companies that plan to use :contentReference[oaicite:0]{index=0} can fully benefit from computer monitoring systems by preparing both a computer usage policy and a data security policy.
DeskGate provides a professional monitoring infrastructure designed to operate within legal boundaries, offering reliable evidence, secure data handling, and full compliance support. Companies can start using the software immediately and obtain detailed guidance through direct communication.