Acceptable Use Policy

Last Updated: November 4, 2026

This Acceptable Use Policy (this “Policy”) applies to every customer organization (“Customer”) and every Authorized User of the Benson Service and is incorporated into the Benson Software-as-a-Service Customer Agreement (the “Customer Agreement”). Capitalized terms not defined here have the meanings given in the Customer Agreement.

1. GENERAL RULES

Customer and its Authorized Users will not use the Service to: (a) violate any law or the rights of any person; (b) store or transmit content that is unlawful, defamatory, harassing, or that Customer does not have the right to use; (c) introduce malicious code; (d) bypass or probe security or access controls, or test the Service’s security without Benson’s written permission; (e) access another organization’s data or any part of the Service not intended for Customer; (f) scrape, mirror, or access the Service by unauthorized automated means; (g) resell or provide the Service to third parties; or (h) interfere with the Service or other customers’ use of it.

2. PEOPLE IN THE SERVICE

Customer will place in the Service only information about its own employees, contractors, applicants, contracted companies, and business contacts, and only information Customer has the right to hold and process. Customer will not place Protected Health Information in features that Benson has not identified as supported for PHI (see Section 4.2 of the Customer Agreement).

3. EMAIL SENT ON CUSTOMER’S BEHALF

The Service sends email in Customer’s name, either through Benson’s delivery provider as “<Customer> via Benson” or through a mailbox Customer connects. Because Benson’s sending reputation is shared among its customers, the following rules apply to every message sent through the Service, whether composed by a person or by an automation.

3.1 Recipients

Email may be sent only to Customer’s own workforce members, applicants, contractors, contracted companies, and other individuals with whom Customer has an existing employment, contracting, onboarding, or business relationship and whose address Customer obtained directly from them. Customer will not send to purchased, rented, harvested, or shared address lists, and will not use the Service for advertising, marketing to the public, or recruiting campaigns to people who have not applied to Customer.

3.2 Content

Messages must relate to Customer’s workforce, compliance, onboarding, scheduling, or business administration. Subject lines and headers must be accurate and must not be misleading. Messages must identify Customer as the sender. Customer will not include Social Security numbers, Protected Health Information, or account credentials in the body or subject of an email.

3.3 CAN-SPAM and Related Laws

Customer is responsible for compliance with the CAN-SPAM Act, the Telephone Consumer Protection Act where applicable, and state law for every message it sends through the Service. Where a message is or could be considered a commercial message, Customer will include its valid physical postal address, will provide a working way to opt out, and will honor opt-out requests within ten (10) business days. Benson’s automatic reminder emails are transactional and relationship messages about the recipient’s own compliance obligations; Customer will not repurpose them for promotional content.

3.4 Stops and Bounces

The Service stops automatic reminders to a person when Customer marks that person excluded, when the person’s address bounces, or when Customer removes the address. Customer will not re-add an address that has bounced or opted out without a valid reason to believe it is now correct and wanted.

3.5 Connected Mailboxes

When Customer connects its own Microsoft 365 mailbox, the provider’s own acceptable-use and sending rules also apply, and Customer is responsible for compliance with them. Benson uses the connection only to send email that Customer or its automations compose in the Service.

4. ELECTRONIC SIGNATURES

Customer will send documents for electronic signature only to people who have agreed, or whom Customer has a lawful basis to ask, to sign them, and will provide the disclosures and consents required for the document to be signed electronically. Customer will not use the Service to obtain a signature by deception.

5. SCREENING

Exclusion screening results are administrative aids. Customer will use them in accordance with applicable law, including any obligation to give a person notice and an opportunity to respond before taking adverse action based on a screening result.

6. ENFORCEMENT

Benson may investigate suspected violations of this Policy and may suspend sending, suspend an account, or terminate the Customer Agreement for a violation, with notice where reasonably practicable. Benson may also refuse to deliver a message that it reasonably believes violates this Policy or that its delivery provider rejects. Reports of abuse may be sent to info@bensonhr.com.

7. CHANGES

Benson may update this Policy prospectively with notice as provided in the Customer Agreement.