Projects Library - Acceptable Use & Security Policy

Version 1.0
Last updated: September 2026

1. Introduction

This Acceptable Use & Security Policy sets out the rules for using Projects Library safely, lawfully and responsibly.

It applies to all users, Workspace Administrators, Workspace Members and guests where relevant.

Projects Library is operated by:

EU Systems Ltd
Suite RA01, 195-197 Wood Street
London, E17 3NU
United Kingdom
Company number: 06956313
VAT number: GB 528 1369 81

This policy forms part of our Terms & Conditions.

2. General Acceptable Use

You must use Projects Library only for lawful purposes.

You must not use the Service to:

• commit, facilitate or promote unlawful or fraudulent activity;
• gain or attempt to gain unauthorised access to accounts, systems, networks or information;
• interfere with or disrupt the operation or security of the Service;
• circumvent account, Workspace, storage, usage or security controls;
• introduce malware, malicious scripts or harmful code;
• deliberately distribute harmful files;
• impersonate another person or organisation for fraudulent purposes;
• infringe intellectual-property, privacy, confidentiality or other legal rights;
• store or distribute information you have no lawful right to possess or disclose;
• conduct phishing, credential theft or other deceptive security activity;
• use the Service to attack, probe or compromise other systems; or
• assist another person in carrying out prohibited activity.

3. Responsibility for Workspace Content

You are responsible for information you upload, store, enter or share through your Workspace.

You must have the necessary rights and, where applicable, lawful basis to process that information.

This includes personal information relating to people who do not themselves have Projects Library accounts.

The ability to store information within the Service does not mean EU Systems has determined that you are legally entitled to store or share it.

4. Accounts and Authentication

You are responsible for protecting your Projects Library account.

You should:

• use a strong, unique account password where password authentication is used;
• protect access to any connected authentication provider;
• not deliberately share your personal sign-in credentials;
• keep your email account secure;
• sign out of devices you no longer control; and
• notify us promptly if you reasonably believe your account has been compromised.

You must not attempt to access another User's account without authorisation.

5. Workspace Administration

Workspace Administrators have elevated authority and therefore additional responsibility.

Administrators should:

• invite only appropriate Users;
• remove Users who no longer require access;
• assign permissions appropriately;
• review Guest Access before enabling it;
• protect administrative credentials;
• understand the implications of Vault recovery access; and
• take reasonable action if they become aware of unauthorised Workspace access.

EU Systems is not responsible for internal decisions made by an authorised Workspace Administrator acting within the permissions provided to that Administrator.

6. The Vault

The Vault is intended to provide a central repository for appropriate project-related credentials and secrets.

It may be used for information such as:

• website credentials;
• subscription credentials;
• API keys;
• project-related access information; and
• other credentials reasonably associated with a project.

Vault information receives additional encryption and access protection.

However, the Vault should not be treated as the sole location, backup or recovery mechanism for critical credentials.

Users should maintain appropriate independent recovery arrangements where loss of a credential could materially affect their business, projects or access to another service.

7. Workspace Administrator Vault Access

Workspace Administrators have recovery capabilities associated with the Workspace Vault.

Those capabilities can allow a Workspace Administrator to recover and access Vault items within that Workspace. This is part of the current recovery architecture.

Users should therefore understand that storing a credential in a shared Workspace does not make that credential inaccessible to authorised Workspace Administrators.

Do not place a credential into a Workspace if this administrative recovery model is inappropriate for that credential.

8. Financial Information

Projects Library is not intended to store complete payment-card or banking authentication information.

You must not intentionally store:

• complete payment-card numbers;
• card security/CVV/CVC codes;
• PINs used to authorise financial transactions;
• online-banking authentication credentials; or
• equivalent information that could directly authorise access to a financial account or payment instrument.

Where a subscription record needs to identify a payment card, information such as the last four digits may be stored for identification purposes.

This restriction does not prevent users from storing ordinary financial project information such as invoices, quotations, receipts or accounting documents where they otherwise have the right to do so.

9. API Keys and Technical Credentials

Where API keys, access tokens or similar technical credentials are stored in the Vault, users should apply the security facilities offered by the issuing provider wherever reasonably available.

Appropriate measures may include:

• limiting permissions to those actually required;
• restricting authorised domains or IP addresses;
• applying usage or spending limits;
• using separate credentials for different applications;
• regularly reviewing active credentials;
• rotating credentials where appropriate; and
• revoking credentials that are no longer required or may have been compromised.

Storing an API key in the Vault does not replace security controls available from the service that issued the key.

10. File Uploads and Attachments

Projects Library is intended for ordinary project-related files and attachments.

Supported formats may include common:

• documents;
• spreadsheets;
• presentations;
• PDFs;
• images;
• video; and
• similar project materials.

Files may use formats associated with Microsoft, Apple, open-source applications or other software. Support is based on the file format and product requirements rather than a requirement to use a particular software vendor.

11. Restricted File Types

For security and operational reasons, Projects Library restricts the types of files that can be uploaded.

Under the approved file-security model, the Service will not accept selected high-risk formats including:

• executable program files;
• executable or command scripts;
• SVG files;
• macro-enabled Office document formats;
• compressed archives such as ZIP, RAR and 7z; and
• other formats that EU Systems determines create an inappropriate security or operational risk.

The Service may change the supported file-format list as security requirements and legitimate customer needs evolve.

Attempts to disguise a prohibited file by renaming it, changing its extension or misrepresenting its file type are prohibited.

12. Malware and Harmful Files

Projects Library does not currently scan uploaded attachments for viruses or malware.

Acceptance of a file by the Service does not mean EU Systems has inspected, verified or certified that the individual file is safe.

You must not knowingly upload, store, distribute or share:

• viruses;
• malware;
• ransomware;
• malicious scripts;
• harmful executable code;
• files designed to exploit software vulnerabilities; or
• files designed or modified to compromise, disrupt, damage or gain unauthorised access to a device, account, network or service.

Users should only open files they trust and should maintain appropriate browser, operating-system, device and endpoint security.

EU Systems may introduce malware scanning or additional file-security measures in the future.

13. File Size and Storage Limits

Under the approved file-upload policy, individual uploaded attachments are subject to a 100 MB per-file limit.

Workspace storage may also be subject to the overall allowance applicable to the Workspace's current plan.

Attempting to circumvent file-size, storage or plan limits is prohibited.

EU Systems may change technical file limits in future where reasonably required for security, reliability, performance or product development.

14. Guest Collection Sharing

Guest Collection access is intended to allow selected information to be shared with people who do not have a Projects Library account.

Guest Access must first be enabled by a Workspace Administrator at Workspace level.

An Administrator must then authorise Guest Access for the individual Collection and controls the relevant guest-access settings, including its password and whether guest editing is permitted.

Guest Access should only be enabled when the Administrator considers the information appropriate for this form of sharing.

15. Protecting Guest Access

Administrators are responsible for:

• providing guest links only to intended recipients;
• communicating passwords appropriately;
• selecting suitable access periods where available;
• deciding whether editing should be permitted;
• disabling Guest Access when it is no longer required; and
• considering the sensitivity of information before placing it in a guest-accessible Collection.

A guest link and password can potentially be forwarded to another person.

Password protection therefore reduces unauthorised access risk but does not guarantee the identity of the person using the link.

Do not use Guest Collection access for information where this access model provides insufficient protection.

16. Guest Responsibilities

Guests must not:

• deliberately access information beyond that which has been shared with them;
• attempt to bypass guest-access controls;
• share access with unauthorised people where they have been instructed not to do so;
• misuse editing permission;
• attempt to interfere with the Service; or
• use Guest Access for unlawful purposes.

Where editing has been enabled, guests should make changes only within the authority given to them by the Workspace Administrator.

17. AI Chat Analysis

Chat Analysis is intended to help Users organise information contained in conversations.

You must have the right to submit information for analysis.

You should not submit information belonging to another person or organisation where you are not authorised to process it in this way.

AI-generated analysis may contain errors or omissions. Users are responsible for reviewing results before relying upon them or incorporating them into project records.

Further information is provided in our AI Disclaimer and Privacy Policy.

18. Confidential and Sensitive Information

Projects Library can contain confidential business or personal information, but Users remain responsible for deciding whether the Service and the particular feature being used are appropriate for that information.

In particular, Users should consider:

• who belongs to the Workspace;
• who has Administrator rights;
• who can access individual Vault items;
• whether Guest Access is enabled;
• whether information will be submitted to AI processing;
• whether an attachment will be shared or downloaded; and
• whether additional legal, regulatory or contractual restrictions apply to the information.

The availability of a feature does not constitute advice that every type of information is appropriate for that feature.

19. Highly Regulated Information

Unless EU Systems expressly agrees otherwise in writing, you should not assume that Projects Library is designed to satisfy specialised regulatory or industry-specific storage requirements.

Where your organisation is subject to particular regulatory, professional, contractual or security requirements, you are responsible for assessing whether the Service is appropriate before using it for information subject to those requirements.

20. Resource Consumption and Abuse

You must not deliberately use the Service in a manner designed to cause unreasonable technical load or interfere with other Users.

Prohibited activity includes:

• automated abusive uploading;
• deliberate circumvention of storage limits;
• excessive automated requests intended to degrade the Service;
• attempts to exhaust AI, database, storage or network resources;
• unauthorised scraping of the Service; and
• attempts to circumvent rate limits or usage controls.

Normal use of features within the allowances of a Customer's plan is not considered abuse merely because the Customer makes substantial legitimate use of the Service.

21. Security Testing

You must not conduct penetration testing, vulnerability scanning, automated security probing or other security testing against Projects Library without prior written authorisation from EU Systems.

If you discover a potential security vulnerability, please report it responsibly rather than attempting to exploit it or access other Users' information.

Security reports may be sent to:

support@myprojectslibrary.com

22. Investigation and Enforcement

Where we reasonably suspect misuse or a security risk, EU Systems may investigate the relevant activity.

Where reasonably necessary, we may:

• block an upload;
• restrict a particular feature;
• remove or isolate harmful content;
• revoke Guest Access;
• require credentials to be reset;
• temporarily restrict an account or Workspace;
• suspend access; or
• terminate access in accordance with our Terms & Conditions.

Where reasonably practicable, we will seek to provide notice and an opportunity to resolve a remediable issue.

Immediate action may be taken where necessary to address an urgent security risk, unlawful activity or potential harm to Users, EU Systems or third parties.

23. Reporting Misuse or Security Concerns

If you become aware of:

• suspected unauthorised access;
• malicious files;
• compromised credentials;
• misuse of a guest link;
• a potential security vulnerability; or
• other activity that may threaten Users or the Service,

please contact:

support@myprojectslibrary.com

Do not include passwords, API secrets, complete payment-card details or other unnecessary credentials in ordinary support emails.

24. Changes to This Policy

We may update this policy as the Service, security practices, supported file formats or legal requirements change.

Material changes will be communicated where appropriate.

The current version will be published on myprojectslibrary.com with its latest revision date.

25. Contact

EU Systems Ltd
Suite RA01, 195-197 Wood Street
London, E17 3NU
United Kingdom

Company number: 06956313
VAT number: GB 528 1369 81

Support: support@myprojectslibrary.com
Privacy: privacy@myprojectslibrary.com