PeopleHub Acceptable Use Policy

1. Overview

This Acceptable Use Policy sets out the standards for using PeopleHub and the conduct expected of all users. It applies to all users, whether internal employees, contractors, or external approved parties.

By using PeopleHub, you agree to adhere to this policy and all applicable laws and regulations.

2. Appropriate Use

PeopleHub is provided for legitimate business purposes only. Appropriate uses include:

• Recording and managing your attendance and shifts
• Submitting and tracking leave requests
• Booking meeting rooms and collaborative spaces
• Receiving work-related notifications
• Accessing work-related information and resources
• Communicating with colleagues on work matters
• Reviewing AI-assisted insights for decision-making support

3. Prohibited Conduct

Users must not:

• Misrepresent Information: Submit false, inaccurate, or misleading attendance, leave, or booking information
• Unauthorised Access: Attempt to access accounts, data, or features you are not authorised to use
• Account Sharing: Share your login credentials or allow others to use your account
• Security Violations: Circumvent security controls, firewalls, or authentication mechanisms
• Malicious Activity: Upload, transmit, or introduce malware, viruses, or harmful code
• Disruptive Behaviour: Interfere with platform availability, performance, or functionality
• Harassment: Engage in bullying, harassment, or discriminatory behaviour against other users
• Abuse: Abuse administrative or management features for purposes other than their intended use
• Unlawful Activity: Use the platform for illegal purposes or in violation of any applicable laws
• Intellectual Property Violations: Upload or share content that infringes copyrights or intellectual property rights

4. Data Integrity

You are responsible for the accuracy of information you submit:

• Attendance Data: Clock-in and clock-out times must accurately reflect your actual work hours
• Leave Requests: Leave requests must be truthful and legitimate
• Bookings: Meeting room and resource bookings must reflect genuine business needs
• Personal Information: Profile information must be accurate and kept up to date

5. Confidentiality and Privacy

Users must respect the privacy and confidentiality of other users:

• Do not share or disclose other users' personal information without authorisation
• Do not access or view other users' data unless you have legitimate business reasons and appropriate permissions
• Treat attendance, leave, and booking information as confidential
• Do not use the platform to collect, aggregrate, or analyse other users' data for unauthorised purposes

6. Communications and Interactions

When using any communication features within PeopleHub:

• Maintain professional and respectful communication
• Do not engage in harassment, discrimination, or offensive language
• Do not send unsolicited, bulk, or spam messages
• Do not impersonate other users or misrepresent your identity
• Be aware that all communications may be subject to audit and retention policies

7. Use of AI Features

PeopleHub may include AI-assisted insights and suggestions:

• AI-generated content is provided for informational and analytical support only
• You remain responsible for all decisions and actions taken based on AI outputs
• Do not rely solely on AI recommendations for critical operational or employment decisions
• AI outputs must be verified and approved by appropriate human decision-makers
• Do not use AI features to automate attendance, leave, or booking submissions without explicit authorisation

8. File Uploads and Attachments

If the platform allows file uploads (e.g., supporting documentation for leave requests):

• Only upload files relevant to their intended purpose
• Do not upload malicious, corrupt, or excessively large files
• Do not upload files containing sensitive personal information beyond what is necessary
• Respect copyright and intellectual property rights of any shared materials
• Files should be in standard, widely-supported formats

9. Device and Network Security

Users are responsible for device and connection security:

• Protect your device with strong passwords and security measures
• Do not access PeopleHub from unsecured or public networks without appropriate security measures (e.g., VPN)
• Log out from PeopleHub when using shared devices
• Do not bypass device security controls to access the platform
• Keep your device software and security tools updated

10. Compliance with Organisational Policies

Your use of PeopleHub must comply with:

• Your organisation's employment policies and procedures
• Your organisation's data security and information governance policies
• All applicable laws and regulations, including employment law and data protection regulations (such as POPIA in South Africa)
• Any additional guidelines provided by PeopleHub administrators or your management

11. Reporting Violations

If you observe behaviour that violates this policy, or suspect misuse of the platform:

• Report it to your manager, HR department, or the designated security contact
• Provide as much detail as possible about the violation
• Do not take matters into your own hands or confront users directly
• Reports will be handled confidentially and investigated appropriately

12. Enforcement

Violations of this Acceptable Use Policy may result in:

• Suspension or termination of platform access
• Disciplinary action, up to and including termination of employment
• Legal action where applicable
• Recovery of costs associated with security incidents or misuse

13. Changes to This Policy

This Acceptable Use Policy may be updated to reflect changes in platform features, emerging risks, or organisational requirements. Continued use of PeopleHub indicates acceptance of the updated policy.

14. Questions and Support

If you have questions about what constitutes acceptable use or need clarification on this policy, please contact:

• PeopleHub administrators
• Your manager or supervisor
• Your HR department
• Your organisation's designated data protection contact