Mobile phones policy template Australia

Are your employees spending valuable time on personal mobile phones during work hours? Personal mobile phone and internet use during work hours can drain productivity and compromise confidential information. A comprehensive telephone, mobile phone, and internet policy provides the clear guidelines your workplace needs to stay safe and secure.

What’s covered in this template?

In the mobile phone policy template, you’ll find an easy-to-use document that can be tweaked to suit your business needs.

Once downloaded, you’ll have access to a formal document that establishes clear guidelines for how your employees may use their personal and work-issued phones in the workplace. It provides a framework for appropriate device usage during working hours, including acceptable internet access and the handling of confidential information as part of your workplace policy.

By implementing clear guidelines, your organisations can maintain productivity, protect sensitive data, and help employees achieve a healthy work-life balance. Get started creating a more focused and secure workplace environment.

Understanding mobile phone use in the workplace

The policy template sets the minimum standards for acceptable device usage while remaining adaptable to your specific workplace culture.

Expertly vetted by our team of employment law specialists and regularly updated to reflect current Australian regulations, this document helps you lay down minimum standards regarding mobile phone, telephone, and internet use for all employees during their employment. This policy template helps employers to: 

• Establish clear guidelines relating to mobile phones, telephones, and internet use by your employees during work hours
• Detail how inappropriate use of mobile phones and internet at work can impact productivity and confidential information
• Provide a structured policy that balances organisational needs with benefits and entitlements for employees

What is a mobile phone policy?

Mobile phones have become essential tools for both personal and professional communication. Most employees now expect to maintain some level of connectivity throughout their workday, making a complete ban on phones impractical and potentially a conflict in the workplace.

When developing a mobile phone policy, it’s important to weigh both the potential benefits and challenges these devices bring to the workplace.

Advantages of mobile phones at work:

• Improved accessibility for urgent communication with clients and colleagues
• Enhanced productivity through appropriate internet research and work-related apps
• Better work-life balance through managed connectivity with family obligations
• Increased flexibility for remote collaboration and virtual meetings
• Quick access to digital tools and Human Resources (HR) software resources that support workplace efficiency

Disadvantages to consider:

• Potential distractions from social media channels and constant internet access affecting workplace efficiency
• Risks to confidential information through unsecured devices or applications
• Blurred boundaries between work and personal life without proper guidelines
• Decreased face-to-face interaction among team members
• Potential for inequitable technology access among employees

Effective workplace management requires clear guidelines that both protect confidential information and acknowledge practical realities. By developing a well-considered policy, organisations can navigate the dual nature of these devices.

What is considered a workplace device?

A workplace device includes any electronic equipment provided by the employer for work-related purposes. This typically includes mobile phones, tablets, laptops, and desktop computers that are owned, leased, or otherwise supplied by the organisation to employees.

Company-issued phones generally remain the property of the organisation, with employees granted usage rights according to specific guidelines. These devices typically have access to corporate internet networks and may contain sensitive, confidential information.

Your workplace guidelines should also address how personal devices used for work purposes (BYOD—Bring Your Own Device) are managed within your organisation. This includes establishing boundaries for:

• Corporate data access on personal phones
• Security requirements for personal devices used for work
• Acceptable usage of personal devices during work hours
• Reimbursement policies for work-related usage of personal devices

Securing confidential information with business phones and internet

The widespread use of mobile phones and the internet in professional settings creates significant challenges for protecting confidential information. When employees use company devices or personal phones for work purposes, sensitive data becomes increasingly vulnerable to breaches.

Customer records accessed on public transport, confidential emails viewed on unsecured café networks, or proprietary documents saved to personal cloud storage all represent real vulnerabilities in your information security chain.

Strong security measures reduce data theft risks and improve regulatory compliance. Your policy should outline specific protocols for:

• Securing devices with strong passwords and encryption
• Acceptable internet usage on company phones
• Reporting lost or stolen devices promptly
• Regular security updates and monitoring

The document should clearly communicate the consequences of policy violations. It also establishes practical guidelines for accessibility and security, including grievance handling procedures.

Need support turning your mobile policy into action? Our HR advisory delivers comprehensive implementation solutions, offering tailored guidance, compliance verification, ready-to-use templates and employment support when you need it.

Our team works with businesses of all sizes to develop effective policies. Unlock seamless policy implementation and book a demo of our Employment Operating System. See how it can streamline your policy implementation, HR compliance and enhance your organisation’s operational effectiveness.

Disclaimer: The information in this article is current as at 2 September 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The views expressed in this article are general information only, are provided in good faith to assist employers and their employees, and should not be relied on as professional advice. The Information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising either directly or indirectly as a result of reliance on, use of or inability to use any information provided in this article. You should undertake your own research and to seek professional advice before making any decisions or relying on the information in this article.