HomeOrbit Acceptable Use Policy

This Acceptable Use Policy applies to all use of the HomeOrbit website and platform.

1. Purpose

This policy is designed to protect HomeOrbit, Customers, users, data subjects, and connected systems from unlawful, unsafe, abusive, or irresponsible use.

2. Lawful and professional use only

You must use HomeOrbit only for lawful, authorised, and legitimate business purposes. You must not use the service:

• in breach of data protection law, employment law, safeguarding obligations, confidentiality duties, or any sector-specific rule that applies to your organisation;
• to process data you do not have authority to process;
• to harass, discriminate against, victimise, defame, or retaliate against any person;
• to facilitate fraud, deception, or unauthorised surveillance; or
• in any way that risks harm to children, young people, staff, service users, or other individuals.

3. No under-18 use

HomeOrbit must not be used by anyone under the age of 18.

4. Credentials and access

You must:

• keep passwords and access methods confidential;
• use only accounts assigned to you or properly authorised for your organisation;
• not share credentials or attempt to access another person's account without permission; and
• notify your organisation and HomeOrbit promptly if you suspect credentials have been compromised.

5. Off-site and personal-device access

You may access HomeOrbit away from your usual workplace, outside your normal working hours, or on a personal device only where your Customer organisation authorises it and only for legitimate business purposes.

When accessing HomeOrbit away from the workplace or through a personal or shared device, you must:

• follow your organisation's remote-working, device, confidentiality, and information-security requirements;
• use an organisation-approved device and a reasonably secure internet connection;
• take reasonable steps to prevent family members, friends, members of the public, and other unauthorised people from seeing or hearing Customer Data, including by positioning and protecting your screen appropriately;
• never leave an unlocked device or active HomeOrbit session unattended, and log out or lock the device when it is not in use;
• not save credentials on a public or shared device or allow another person to use your signed-in session;
• not photograph, screenshot, download, print, copy, or transfer Customer Data unless this is authorised and necessary for your work; and
• promptly report a lost or stolen device, suspected unauthorised viewing, or other security concern to your organisation and HomeOrbit where appropriate.

Access outside the workplace or outside normal working hours does not expand your permissions or allow Customer Data to be used for personal purposes.

6. Security restrictions

You must not:

• introduce malware, ransomware, spyware, trojans, worms, logic bombs, or any other harmful code;
• attempt to probe, scan, penetrate, test, exploit, or bypass security controls without prior written permission from HomeOrbit;
• interfere with service performance, availability, logging, monitoring, or other users;
• perform automated scraping, mass extraction, or systematic harvesting of platform data except through approved workflows; or
• attempt to access data outside your own authorised scope.

7. Sensitive data handling

Because HomeOrbit may be used to hold sensitive data, users must act carefully and proportionately. You must not:

• upload sensitive data where it is unnecessary for the relevant workflow;
• misuse special category data, criminal offence data, safeguarding records, medication information, payroll details, DBS records, right-to-work records, or personnel information;
• download, print, export, or share data outside the platform except where authorised and necessary; or
• leave exported files or printed records unsecured.

8. Professional judgment

HomeOrbit supports operations and record keeping. It must not be used as the sole basis for:

• urgent safeguarding decisions;
• medical decisions;
• disciplinary findings;
• payroll calculations without review;
• medication decisions;
• legal conclusions; or
• any other high-risk decision where independent review is required.

Users must apply appropriate professional judgment and organisational oversight.

9. Content standards

Any information uploaded, written, or shared through HomeOrbit must, so far as reasonably possible:

• be accurate and not deliberately misleading;
• be relevant to the relevant operational purpose;
• be respectful and professional;
• not contain unlawful, threatening, obscene, discriminatory, or abusive content; and
• not infringe intellectual property, confidentiality, or privacy rights.

10. Audit and enforcement

HomeOrbit may monitor platform activity, logs, security events, and access patterns for lawful security, support, compliance, and service-management purposes.

A breach of this policy may result in:

• warning or required remediation;
• temporary suspension;
• restriction of access;
• termination of access;
• reporting to the Customer organisation;
• reporting to regulators or law enforcement where appropriate; and
• legal action.

11. Customer responsibility

Customer organisations are responsible for ensuring their own staff, managers, administrators, and contractors are trained and authorised to use HomeOrbit appropriately. Internal misuse by a Customer's users is the Customer's responsibility unless caused by HomeOrbit's own breach.

12. Changes to this policy

We may update this policy where needed to reflect legal, security, operational, or service changes. The latest published version will apply from the stated update date.