Acceptable Use Policy

Last updated 2 October 2026 · Workfolio is published by Form and Function Works Ltd, Kenya. For everyone who uses an institution's Workfolio — staff, trainees, applicants and guests. Print

Your institution has licensed Workfolio and given you an account or access. Using it, on campus, on the online portal or through the Android app, you agree to the following. Your institution may add its own rules.

1. Your account

• Your account is yours alone. Do not share your password, sign in as someone else, or let anyone use your session. Change a password you suspect is known to others at once, and report it.
• Use your real identity; do not create accounts for people who do not exist.

2. Records

• Enter only true and accurate information — marks, attendance, evidence, fees, personal details. Falsifying a record, or altering someone else's, is a disciplinary matter and may be an offence.
• Look only at records your role needs. Access that your role allows is not permission to browse or to copy out personal data for any other purpose.
• Do not export, photograph, publish or pass on other people's personal data (trainee lists, results, phone numbers, photos, health or welfare notes) except as your duties require and the institution's policies allow.

3. Content you upload

• Upload only material you have the right to upload — your own evidence, documents the institution asked for, photos of people who agreed. No copyrighted material you do not own, no unlawful, obscene, abusive, discriminatory or defamatory content.
• Do not upload executable files, malware, or anything designed to interfere with the system; uploads are limited to documents and images.

4. The system

• Do not probe, scan, overload or attempt to bypass the security, licensing, role permissions or portal sync of the software, or access the server, its database or files other than through the screens provided.
• Do not copy, redistribute or attempt to reverse engineer the software (see the Terms and Conditions).
• Do not use the system to send spam, bulk unsolicited messages, or to harass anyone.

5. Online portal and phones

• Sign out on shared computers. On a phone, protect the device with a screen lock; the app keeps you signed in.
• Changes you make on the portal are repeated on the institution's server under the same rules; what you may change online is set by the institution.

6. Consequences

Breach of this policy may lead to suspension of your account, disciplinary action under your institution's rules and, where the law is broken (Data Protection Act, 2019; Computer Misuse and Cybercrimes Act, 2018; Copyright Act, 2001), referral to the authorities. The activity log records who did what.

Questions: contact Form and Function Works Ltd through the Workfolio website.