Remote Employee Equipment Agreement Template for England and Wales

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Key Requirements PROMPT example:

Remote Employee Equipment Agreement

"I need a Remote Employee Equipment Agreement for our UK-based tech startup that's providing laptops and monitors to 20 new remote developers, with specific provisions for international usage as some employees will work from EU countries during summer 2025."

Document background
The Remote Employee Equipment Agreement has become increasingly important with the rise of remote working arrangements. This document, governed by English and Welsh law, is essential for organizations providing equipment to remote workers. It establishes clear guidelines for equipment provision, use, and return, while ensuring compliance with health and safety regulations, data protection requirements, and employment laws. The agreement helps protect company assets, maintain security standards, and clarify responsibilities for both parties in remote working situations.
Suggested Sections

1. Parties: Identifies the employer and employee entering into the agreement

2. Background: Explains the context of the remote working arrangement and purpose of the agreement

3. Definitions: Defines key terms used throughout the agreement including 'Equipment', 'Remote Work', and 'Acceptable Use'

4. Equipment Provision: Details of what equipment will be provided, including specifications and delivery arrangements

5. Employee Responsibilities: Outlines the employee's obligations regarding equipment care, maintenance, and proper use

6. Security Requirements: Specifies data protection measures, security protocols, and confidentiality requirements

7. Health and Safety: Details health and safety requirements for equipment setup and use in the remote workspace

8. Return of Equipment: Specifies process and conditions for returning equipment upon termination or request

9. Term and Termination: Duration of the agreement and circumstances under which it can be terminated

Optional Sections

1. Insurance: Details of equipment insurance coverage and claims process when employer provides insurance

2. International Use: Specific provisions for using equipment outside the UK, including travel restrictions and additional security measures

3. Personal Use: Terms and conditions for any permitted personal use of the equipment

4. Cost Reimbursement: Process for claiming equipment-related expenses and eligible cost categories

5. Technical Support: Details of available IT support and procedures for requesting assistance

Suggested Schedules

1. Schedule 1 - Equipment List: Detailed inventory of all provided equipment including make, model, serial numbers, and condition

2. Schedule 2 - Acceptable Use Policy: Comprehensive rules and guidelines for appropriate equipment usage

3. Schedule 3 - Security Protocol: Detailed security procedures, password requirements, and data protection measures

4. Schedule 4 - Equipment Setup Guide: Instructions for proper equipment setup and ergonomic considerations

5. Schedule 5 - Return Procedure: Step-by-step process for equipment return including packaging and shipping requirements

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant Industries
Relevant Teams
Relevant Roles
Industries

Health and Safety at Work etc. Act 1974: Primary legislation governing workplace safety, including remote work environments. Covers employer's duty of care, proper equipment setup requirements, and risk assessment obligations.

Display Screen Equipment (DSE) Regulations 1992: Specific regulations for computer equipment and workstations, including requirements for proper screen setup, employer obligations for equipment provision, and mandatory risk assessments for DSE users.

Data Protection Act 2018 and UK GDPR: Legislation governing data protection and privacy, including requirements for securing company data on equipment, data protection responsibilities, and privacy considerations for remote working arrangements.

Employment Rights Act 1996: Core employment legislation covering general employment rights and obligations, provisions regarding work equipment, and requirements for reasonable adjustments.

Equality Act 2010: Anti-discrimination legislation ensuring equal treatment in equipment provision and requiring reasonable adjustments for disabled employees.

Management of Health and Safety at Work Regulations 1999: Detailed regulations covering risk assessment requirements, safety management systems, and employee training obligations for safe equipment use.

Consumer Rights Act 2015: Legislation establishing quality standards for equipment and fitness for purpose considerations in equipment provision.

Computer Misuse Act 1990: Legislation governing computer security, including provisions for preventing unauthorized access and establishing acceptable use policies for company equipment.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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