License Policy

Software Licenses Policy for Britetechs

Effective date: Jan 11, 2025

1. Purpose

The purpose of this Software Licenses Policy is to establish guidelines for the proper acquisition, usage, management, and monitoring of software licenses within Britetechs. This policy aims to ensure compliance with legal requirements, reduce software piracy risks, and promote cost-effective use of licensed software.

2. Scope

This policy applies to all employees, contractors, and third parties who use software on Britetechs’ devices or networks. It includes both company-owned software and software used for business purposes on personal devices.

3. Software Acquisition

• All software must be purchased, licensed, or legally acquired through authorized channels.
• The IT department is responsible for overseeing the acquisition of software licenses. Any software not procured through IT will be subject to review and possible removal.
• Open-source software may be used where appropriate, provided its licensing terms are understood and adhered to.
• Software must be purchased in accordance with the vendor’s licensing agreement, ensuring that the company stays compliant with terms such as the number of users or devices allowed.

4. License Management

• The IT department will maintain an up-to-date inventory of all software licenses, including the software name, version, number of licenses, and expiration dates.
• Employees are not permitted to install unapproved software on company devices without prior authorization from IT.
• Software installations must be logged and tracked to ensure compliance with license terms.

5. License Usage

• Software should only be used in accordance with the terms of the license agreement. This includes limitations on the number of installations, the purpose for which the software can be used (e.g., commercial or personal), and any restrictions on copying or redistribution.
• Software must not be shared or distributed to individuals outside of the organization unless explicitly allowed by the license.
• Employees are responsible for ensuring that they are using software legally and in compliance with this policy.

6. Compliance and Audits

• Britetechs will conduct periodic software audits to ensure that software usage complies with licensing agreements and this policy.
• Any employee found using unlicensed or unauthorized software will be subject to disciplinary action, which may include termination of employment.
• Any software that is found to be non-compliant with this policy will be removed or replaced, and the responsible party will be required to address any violations.

7. Software Updates and Patches

• All software must be kept up to date with the latest security patches and updates, as provided by the vendor or development community.
• IT will regularly monitor and apply updates as necessary to ensure compliance and security.

8. Third-Party Software

• Third-party software (including software from contractors, suppliers, or clients) must comply with Britetechs’ license management practices.
• All third-party software must be reviewed and approved by IT before installation on any company devices.

9. Enforcement

• Compliance with this policy is mandatory. Violations of this policy may lead to disciplinary actions, including revocation of software privileges, or more severe penalties in cases of deliberate violation.
• Any employee who becomes aware of an unlicensed or unauthorized use of software should report it immediately to their supervisor or the IT department.

10. Exceptions

Any exceptions to this policy must be approved in writing by the IT department and documented for record-keeping purposes.

11. Policy Review

This Software Licenses Policy will be reviewed annually and updated as necessary to ensure it remains aligned with current laws, best practices, and company needs.

Please contact us: britetechs@gmail.com