In brief
A short, readable fair-use policy template for guest Wi-Fi, why each clause is there, where to show it on the portal, and the mistakes to avoid.
A fair-use policy is the short text that tells the guest "this is how you may use the network, and these are the limits". It can be part of the terms of use or shown on its own. A well-written policy does two jobs: guests know the limits in advance and are not surprised, and staff have a text to lean on when a complaint arrives. This post gives a short template, the reason behind each clause, where to show it on the portal, and the mistakes to avoid.
The principle first: short, numeric, plain
Guests will read this on a phone, standing up, waiting for their coffee. Three rules:
- Short: 8 to 10 clauses are enough. It should not exceed one screen.
- Numeric: not "reasonable use" but "10 Mbps, 2 hours, 1 GB per day".
- Plain: no legal language, no threats, written to "you".
The template
Fill the clauses below for your venue. Square brackets are your values.
- Who it is for: This network is offered free of charge to guests of [venue name] while they are on the premises.
- Signing in: To connect, you enter the SMS code sent to your mobile number. [Add coupon or e-mail if you use them.]
- Speed and duration: Connection speed is at most [10 Mbps download / 5 Mbps upload]. One session lasts at most [2 hours]; the session closes after [15 minutes] without activity. You may sign in again when it ends.
- Daily quota: One guest may use at most [1 GB] of data per day. When the quota is used up, the connection ends for that day. [If you slow down instead, say so.]
- Device count: One number may connect at most [2] devices at the same time.
- Limits of use: The network may not be used for activity that blocks other users' access, hosts unlawful content or harms the rights of third parties. [If you block something specific, such as peer-to-peer file sharing, write it here.]
- Network separation: The guest network is separate from the venue's own network. Devices cannot see each other; you remain responsible for the security of your own device.
- Right to change: The venue may change the limits according to demand and may end a session that breaks these rules.
- Records: Connection records are kept as required by applicable law. The data processed is explained in the [link to privacy notice]. The sites you visit are not recorded.
- Contact: For questions, [e-mail / phone].
That is all. You will want to write more; resist.
What each clause does
| Clause | Why it is there |
|---|---|
| Who it is for | Closes the "neighbour connecting from outside" debate |
| Speed and duration | The reference point in a slowness complaint |
| Daily quota | Prevents the cut-off surprise |
| Device count | Answers "why didn't my third phone connect" |
| Limits of use | Grounds for staff to close a session |
| Network separation | Sets the guest's security expectations correctly |
| Right to change | Flexibility to tighten the plan on a busy day |
| Records | Transparency; must not contradict the privacy notice |
Where to show it on the portal
In Hotspot-Box the portal can be branded and text and links can be added to the sign-in flow. Our three suggested spots:
- A one-line summary on the sign-in screen: "10 Mbps · 2 hours · 1 GB per day". Link to the full text.
- The full text behind the terms-of-use link: next to the privacy notice, not mixed with it. The privacy notice describes data processing; the fair-use policy describes rules of behaviour.
- The post-login announcement: one sentence reminding guests what happens at the quota. The announcement area already exists; use it for this once instead of a promotion.
In accommodation it also helps to print the short summary on the in-room information card, so the guest knows what to expect before reaching the portal.
When to update the text
The policy is not a document you write once and forget. Review it in three situations: when you change plan values (the numbers in the text must match the panel), when you open a new sign-in method (for example e-mail in addition to coupons), and when a complaint exposes a gap in the text. Date every revision so staff know which version is in force.
Mistakes to avoid
- Saying "unlimited". If there is a quota or a speed limit, it is not unlimited. A false promise is the shortest route to a complaint.
- Legal threat language. "Otherwise legal action will be taken" is too harsh for a guest network and usually hollow.
- Vague concepts. Phrases like "excessive use" or "inappropriate content" invite argument. Write what is measurable; keep the unmeasurable short and general.
- Writing what you cannot do. Stating "content filtering is applied" or "VPNs are blocked" and then not doing it costs trust. The box does neither; do not put them in your policy either.
- The same text for every sector. A dormitory and a café do not use the same values. Match the values to your plan template.
- Mixing it with the privacy notice. They are separate documents; merged, they become both long and confusing.
Example scenario
A gym uses the Standard template: 10/5 Mbps, 2 hours, 15 minutes idle, 2 devices, 1 GB. The policy text is the template above filled in, with a one-line summary on the sign-in screen. When a member says "I was watching a series during my workout and it cut off", reception shows the text: 1 GB daily quota. The discussion ends in one sentence. Without the text, the same conversation would take ten minutes.
For plan values and sector recommendations see the Industries page; for portal branding and text areas see Box + Software. To adapt the template to your venue, write to us.
This article is general information and is not legal advice. Show the text to your legal adviser before publishing it.