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Software License Policy

Software License Policy Template for Philippines

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Key Requirements PROMPT example:

Software License Policy

"I need a Software License Policy for my healthcare technology company based in Manila, with specific emphasis on data privacy compliance and management of medical software licenses across multiple hospital locations."

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Document background
The Software License Policy serves as a crucial governance document for organizations operating in the Philippines, establishing comprehensive guidelines for software acquisition, usage, and management. This document becomes necessary when organizations need to ensure compliance with Philippine legislation, particularly the Intellectual Property Code (RA 8293), E-Commerce Act (RA 8792), and Cybercrime Prevention Act (RA 10175), while maintaining effective control over their software assets. The policy includes detailed procedures for license tracking, user responsibilities, security requirements, and compliance monitoring, helping organizations minimize legal risks and optimize software investments. It is especially relevant for organizations undergoing digital transformation or those handling multiple software licenses across different departments.
Suggested Sections

1. 1. Introduction: Overview of the policy's purpose and scope

2. 2. Definitions: Clear definitions of technical terms, types of software licenses, and key concepts used throughout the policy

3. 3. Legal Framework: Reference to relevant Philippine laws and regulations governing software licensing and usage

4. 4. Software License Management: Procedures for acquiring, tracking, and managing software licenses

5. 5. Acceptable Use: Guidelines for appropriate software use, installation, and restrictions

6. 6. Security Requirements: Security measures and protocols for software installation and usage

7. 7. Compliance and Monitoring: Procedures for ensuring compliance with the policy and license terms

8. 8. Roles and Responsibilities: Definition of stakeholder roles in software license management

9. 9. Enforcement: Consequences of policy violations and enforcement procedures

10. 10. Review and Updates: Process for regular policy review and amendment procedures

Optional Sections

1. Cloud Services and SaaS: Additional section for organizations heavily using cloud-based software and services

2. Open Source Software Policy: Section specifically addressing open source software usage and compliance

3. Mobile Device Software: Section for organizations with significant mobile device deployment

4. Third-Party Access: Guidelines for providing software access to contractors and external parties

5. Software Development: Section for organizations that develop their own software

6. Disaster Recovery: Procedures for software license management in disaster recovery scenarios

7. Remote Work Software Usage: Guidelines specific to remote work environments

Suggested Schedules

1. Schedule A: Approved Software List: Comprehensive list of approved software with license types and terms

2. Schedule B: License Management Procedures: Detailed procedures for software license acquisition and management

3. Schedule C: Audit Checklist: Checklist for internal software license audits

4. Schedule D: Request Forms: Standard forms for software requests and approvals

5. Appendix 1: Technical Requirements: Minimum technical requirements for software installation

6. Appendix 2: Security Standards: Detailed security standards and requirements

7. Appendix 3: Compliance Declaration: Template for user compliance declarations

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Acceptable Use
Administrator Rights
Approved Software
Audit Trail
Authorization
Backup Copy
Commercial Software
Concurrent License
Copyright
Data Privacy
End User
End User License Agreement (EULA)
Enterprise License
Freeware
Installation
Intellectual Property Rights
License Key
License Management System
Licensed Software
License Terms
Network License
Open Source Software
Per-Device License
Per-User License
Perpetual License
Pirated Software
Prohibited Software
Proprietary Software
Software
Software Asset
Software Asset Management
Software Audit
Software License
Software License Compliance
Software License Inventory
Software License Manager
Software Maintenance
Software Publisher
Software Registry
Software Usage Rights
Subscription License
System Administrator
Third-Party Software
Update
Upgrade
User
Volume License
Workstation
Clauses
Purpose and Scope
Compliance with Laws
Software Acquisition
License Management
User Responsibilities
Installation and Deployment
Security Requirements
Access Control
Monitoring and Auditing
Data Protection
Acceptable Use
Prohibited Activities
Risk Management
Enforcement
Disciplinary Actions
Documentation Requirements
Training and Awareness
Reporting Requirements
Maintenance and Support
Emergency Procedures
Third-Party Access
Asset Management
Review and Updates
Exceptions and Variations
Incident Response
Liability
Cost Allocation
Record Keeping
Roles and Responsibilities
Governance
Relevant Industries

Information Technology

Banking and Finance

Healthcare

Education

Government and Public Sector

Manufacturing

Professional Services

Telecommunications

Business Process Outsourcing

Retail

Insurance

Media and Entertainment

Relevant Teams

Information Technology

Legal

Compliance

Procurement

Risk Management

Information Security

Digital Transformation

Operations

Finance

Human Resources

Internal Audit

Relevant Roles

Chief Information Officer

IT Manager

Compliance Officer

Software Asset Manager

System Administrator

IT Security Officer

Legal Counsel

Risk Manager

Procurement Manager

Department Head

IT Director

Chief Technology Officer

Software License Administrator

IT Compliance Specialist

Digital Transformation Manager

Industries
Republic Act No. 8293 (Intellectual Property Code of the Philippines): Primary legislation governing intellectual property rights, including copyright protection for software and licensing arrangements
Republic Act No. 8792 (Electronic Commerce Act of 2000): Regulates electronic transactions and provides legal framework for online contracts and digital signatures in software licensing
Republic Act No. 10175 (Cybercrime Prevention Act of 2012): Addresses cybersecurity concerns and illegal access to software systems, relevant for license enforcement and security provisions
Republic Act No. 7394 (Consumer Act of the Philippines): Protects consumer rights and interests, affecting warranty terms and consumer protections in software licenses
Republic Act No. 10173 (Data Privacy Act of 2012): Governs the collection, handling, and protection of personal information in software applications
Republic Act No. 9239 (Optical Media Act of 2003): Regulates the manufacture and distribution of optical media, including software distribution methods
Republic Act No. 8484 (Access Devices Regulation Act of 1998): Relevant for software licensing payment systems and access control mechanisms
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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