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Acceptable Usage Policy (AUP)

Potentiality Pty Ltd

1. Purpose

This Acceptable Usage Policy outlines the rules and expectations for individuals who access and use Potentiality’s online platforms, services, and AI-assisted features. The policy aims to ensure safe, respectful, lawful, and responsible use of our systems.

2. Scope

This policy applies to all users who access Potentiality’s services, including staff, administrators, volunteers, and authorised representatives of client organisations.

3. General Principles of Acceptable Use

Users must:

  • Use the platform only for legitimate organisational, educational, or community-related purposes.
  • Access only information they are authorised to view.
  • Keep login credentials secure and not share accounts or passwords with others.
  • Ensure all information provided is accurate and does not include unnecessary personal or sensitive data.
  • Comply with all applicable laws and regulations, including data protection and privacy requirements.

4. Prohibited Activities

Users must not:

  • Attempt to gain unauthorised access to accounts, systems, or data.
  • Upload, transmit, or store content that is unlawful, harmful, defamatory, abusive, threatening, discriminatory, or otherwise inappropriate.
  • Introduce malware, attempt security breaches, or conduct any form of penetration testing without written approval.
  • Use the system to harass, impersonate, or harm others.
  • Share confidential or personal information without proper authorisation.
  • Modify, disable, or bypass platform security controls.

5. Use of AI-Assisted Features

Where AI-assisted tools are available, users must:

  • Use these tools only for legitimate organisational tasks.
  • Avoid entering personal, sensitive, or identifying information except where explicitly permitted and anonymised by the platform.
  • Understand that AI-generated output may contain inaccuracies and must be reviewed before use.
  • Not attempt to manipulate, bypass, or override safety or content-filtering controls.

6. Data Protection and Privacy

Users must:

  • Handle personal information in accordance with relevant privacy laws and organisational policies.
  • Report any suspected privacy issues or data exposure immediately.
  • Refrain from exporting or transferring data outside approved environments.

7. Security Responsibilities

Users are required to:

  • Use secure devices and networks when accessing Potentiality systems.
  • Keep their session protected and log out when finished.
  • Report suspicious activity, security concerns, or system misuse promptly.

8. Monitoring and Compliance

Potentiality may monitor activity on its systems to ensure compliance with this policy, maintain security, and support operational needs.
Breaches of this policy may result in:

  • Suspension or removal of access
  • Notification to the user’s organisation
  • Additional corrective or legal action where appropriate

9. Acceptance of Policy

By accessing or using Potentiality’s services, users confirm that they understand and agree to comply with this Acceptable Usage Policy.

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