Clean Desk Policy Template - Free Legal Template
Updated 17 October 2025
This document outlines a Clean Desk Policy designed to enhance security and confidentiality within an organization. It mandates that all sensitive and confidential information, whether physical or digital, must be properly secured or disposed of when workstations are not in use. The policy aims to reduce the risk of unauthorized access, loss, or damage to information.
CLEAN DESK POLICY
Overview
In order to enhance security and confidentiality, [company name] has adopted a Clean Desk Policy for computer and printer workstations.
This policy will ensure that all sensitive and confidential information, whether on paper, a storage device, or a hardware device, is properly locked away or disposed of when a workstation is not in use. This will reduce the risk of unauthorized access, loss of, and damage to information during and outside of normal business hours or when workstations are left unattended.
A Clean Desk Policy is an important security and privacy control and is necessary for the proper functioning of an organization.
Scope
This policy applies to all permanent, temporary, and contracted staff working at [company name].
Policy
Whenever a desk is unoccupied for an extended period of time the following rules apply:
Any sensitive or confidential paperwork must be removed from the desk and locked in a drawer or filing cabinet, including mass storage devices such as CDs, DVDs, and USB drives.
Any paper with sensitive or confidential information must be thrown in the designated confidential waste bins. Do not under any circumstances put this information in regular waste paper bins.
You must lock your computer workstation when you leave your desk, and shut it down completely at the end of the work day.
All laptops, tablets, and other hardware devices must be removed from the desk and locked in a drawer or filing cabinet.
Keys for accessing drawers or filing cabinets should not be left unsupervised on a desk.
This policy applies to printers and fax machines in the same way:
Any print jobs containing sensitive and confidential paperwork should be retrieved immediately. When possible, the “Locked Print” functionality should be used.
Any paperwork that is left over at the end of the work day will be properly disposed of.
Compliance
This policy will be officially monitored for compliance by [manager name] and may include random and scheduled inspections.
Non-Conformance
To ensure the effectiveness of all policies, staff and contractor participation is required. Any employee or contractor found to have violated this policy may be subject to disciplinary action, including termination of employment.
About this template
What is this template?
Clean Desk Policy Template - Free Legal Template is a free, ready-to-use Data Protection & Privacy template you can open, customize, and download on GitLaw. It gives you a professionally structured starting point, so you never have to draft from a blank page. The wording is plain and modern, organized into clear sections that are easy to read, edit, and adapt to your own situation before you share or sign it.
When should you use it?
Reach for this Data Protection & Privacy template whenever you need a reliable agreement quickly and want to be sure the essentials are covered. It suits individuals, freelancers, startups, and established businesses alike. Instead of paying for a document drafted from scratch, you can start here, tailor the details to your arrangement, and have a polished draft ready in minutes. Always review the final wording against the laws that apply where you live or do business.
What's typically included?
A well-drafted Data Protection & Privacy usually sets out the parties involved, the scope of the agreement, and each side's rights and responsibilities. Expect sections covering key terms and definitions, how long the agreement lasts, how it can be ended, and what happens if something goes wrong. This template brings those building blocks together in a sensible order, so you can focus on the specifics rather than worrying about what to include. Open it to read the full document, then sign up to edit, negotiate, and e-sign it directly in GitLaw.