Acceptable Use Policy

1. Who this applies to

This policy applies to everybody with a WM HQ account provided by Dapper Trading Ltd, trading as Webmasters LDN, a company registered in England and Wales with number 08800299 and registered office at Oak House, Reeds Crescent, Watford, WD24 4QP, United Kingdom, on any device and wherever you are working. By using WM HQ you agree to follow it. Breaking it may lead to your access being suspended and, for employees, to disciplinary action under your contract.

2. Your account is yours alone

• Never share your password, PIN, authenticator codes or backup codes with anybody, including colleagues, managers or people claiming to be from us. We will never ask for them.
• Use a strong password you do not use anywhere else, set a PIN that is not easy to guess, and turn on two-factor sign-in with an authenticator app.
• Keep your devices locked with a passcode, Face ID or Touch ID, and keep them up to date.
• Lock or sign out of WM HQ when you step away from a shared or public computer.
• Tell us straight away at build@webmastersldn.com if you think somebody else knows your password or PIN, if a device with WM HQ on it is lost or stolen, or if you see a session you do not recognise. You can end sessions yourself in Settings.

3. Use it for work

• Use WM HQ for the work of the business. Occasional, reasonable personal messages to colleagues are fine; running your own business through it is not.
• Only open the records you need for your work, even where your role lets you see more.
• Do not try to get round permissions, row-level security, locks, rate limits or any other protection, or to reach information you have not been given access to.
• Do not copy client, contact or company information out of WM HQ, export it, or send it to a personal email address or account, unless your role requires it and a director has agreed.

4. Treat client and personal information with care

• Client records, contacts and their details are confidential. Handle them only as our contracts, our client privacy notice and data protection law allow.
• Only send marketing emails to people who have agreed to receive them or where the law otherwise allows it, and always respect a request to stop.
• Record facts in notes and messages, not opinions you would not be comfortable with the person reading: anybody can ask to see what we hold about them.
• Never put passwords, card numbers, bank details or other secrets into a note, a message or a file.

5. Messages and files

• Be respectful. Harassment, discrimination, bullying, threats or offensive content are not allowed in messages, profiles, pictures or files.
• Only upload files, photos and videos you have the right to share, and nothing illegal, infringing or malicious.
• Messages in WM HQ are business records. They may be read by authorised people when there is a genuine business, legal or security reason, in line with the Staff Privacy Notice.
• Your profile picture should be a reasonable picture of you, suitable for a workplace.

6. Email sent from WM HQ

• Only send from addresses on our own domains that you are allowed to use, and never pretend to be somebody else.
• Check who you are writing to before sending to a group, and use contact groups rather than copying addresses into the To field.
• Attach only what the recipient should see. Documents and invoices you attach leave WM HQ when you send them.

7. Security and reporting

• Do not install unapproved tools that connect to WM HQ, share its data, or record its screens.
• Do not test, scan or probe WM HQ for weaknesses unless a director has asked you to in writing.
• If you notice a mistake, a security problem, a suspicious email or something that looks like a data breach, report it straight away to build@webmastersldn.com. Reporting quickly matters more than being sure.

8. Monitoring

To keep the system and our clients safe, WM HQ records sign-ins, sessions and changes to records in an audit trail. We do not monitor your use in real time and we do not read messages as a matter of routine. Where there is a genuine concern about security, misconduct or a legal duty, authorised people may review records and messages, in proportion to the concern and as the Staff Privacy Notice explains.

9. When you leave

When you stop working with us your access ends. Do not keep copies of client or company information, and delete WM HQ information from any personal device you used. Remove the WM HQ app or sign out of it on your personal devices.

10. Changes to this policy

We may update this policy. When the change matters, you will be shown the new version the next time you open WM HQ and asked to accept it before carrying on.