AAU Handbook

Rules on Personal Use of Aalborg University’s Digital Work Tools

Published: 25.05.2021 (Last revised: 03.06.2021)

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Content

The Code of Conduct in Using University Resources states that the university's resources may only be used to solve the university's tasks. Therefore, staff members may not use university resources for personal purposes or in connection with a sideline occupation, unless this is expressly stated in one of the university's policies or rules.

Exceptions where equipment may be used for personal purposes are described in these rules.

PC

A staff member may use the computer and the installed software for personal purposes. Personal use must never pose a security risk. Storing personal data on your computer is allowed to a limited extent (see the section below on data storage).

A staff member may install software on the computer to a limited extent. The software must come from reputable suppliers and the staff member is responsible for ensuring that there is a license for the use of the software.

The computer may only be used by the staff member. It must therefore not be used by the staff member’s family.

PC workstation

If the staff member has been provided with a PC workstation for work purposes at home, the staff member may use it for general personal purposes.

Tablets

Tablets may be used for personal purposes in the same way and to the same extent as a PC.

Mobile phone and mobile phone subscription

A staff member who is taxed on a free phone may use the phone and mobile subscription for personal purposes. The following applies only to staff members who are taxed on free phones.

A staff member may install apps on the phone. Apps must come from reputable suppliers. The staff member is responsible for ensuring that there is a license for the use of the app. Personal use must never pose a security risk.

The phone may only be used by the staff member and not, for example, the staff member’s family.

Although the phone is taxed as a free phone, talk and SMS/MMS services may not be used to numbers with special rates.

Talk service for personal purposes may only be used in exceptional cases and to a very limited extent to or from countries other than EU and EEA countries. When staying in the EU and EEA, data may be used for work and personal purposes combined up to the current limit for the use of data in the EU in the telecommunications agreement. Outside the EU and EEA, data may not be used for personal purposes.

Broadband

If the university has paid for a broadband connection to the staff member’s home, the staff member and members of their household may use it for personal purposes.

Telephony (Pt. Skype for Business)

Skype for Business may be used for personal purposes if the call goes to other Skype users. If the call is not Skype-to-Skype, personal calls must be made to numbers with normal rates in Denmark and personal calls must not be made abroad

AAU email

All staff at Aalborg University have an AAU email address. The address may be used for personal communication. Personal communication should be marked as such; likewise, saved emails should be stored in a folder that is clearly marked "personal".

When AAU email is used for personal communication, the staff member is responsible for using the email in a sound manner and in accordance with applicable Danish legislation. AAU email may not be used for purposes that are not compatible with the university's activities.

Data storage

A staff member may use Aalborg University's data storage capabilities to store personal data to a limited extent. In this case, data must be clearly marked as personal. The personal data may not contain other people's personal information.

Storing of personal data on Aalborg University's systems is at the staff member's own risk.

Origin, background and history

These rules were drawn up in partnership by IT Services, the Finance and Accounts Department and the HR department. These rules were approved on 22/12 2020 by Director Søren Christiansen.

Purpose and delimitation

The purpose of these rules is to elaborate on Aalborg University's Code of Conduct in Using University Resources with regard to the digital work tools that Aalborg University provides to its staff members.

Digital work tools are: IT equipment, IT services and communication services, including mobile phones. These rules thus concern equipment provided to individuals and not laboratory equipment and the like.

These rules describe cases where digital work tools may be used for personal purposes in exceptional cases. Please note that a legal basis for personal use thus only exists if and to the extent that it is specified in these rules.

Overall framework

These rules elaborate on Aalborg University's Code of Conduct in Using University Resources which is based on the legal administrative principle of sound financial management.

These rules are to be read in the context of the Code of Conduct in Using University Resources for personal digital working tools [link]. 

Contact and responsibility

This document is maintained by head of IT Support Michael Collin

Concept definitions

Digital work tools are: IT equipment, IT services and communication services, including mobile phones. These rules thus concern equipment provided to individuals and not laboratory equipment and the like.

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