Most organizations have a phishing policy. Almost none have a QR code policy — even though QR codes now appear in phishing emails, on vendor invoices, at industry events, and on physical surfaces in offices and retail spaces. The gap matters because the standard controls that catch phishing links (email URL scanners, proxy filters, endpoint detection) do not evaluate QR code image contents before a user scans them.
The template below is ready to adapt and deploy. Use it as a standalone document or incorporate it into an existing security policy. Each section is followed by a brief note explaining what problem it solves.
QR Code Security Policy Template
Policy name: QR Code Security Policy Applies to: All employees, contractors, and vendors who use company-owned or personal devices for work Effective date: [Date] Owner: [IT Security / CISO / Office Manager] Review cycle: Annual
Section 1 — Purpose and scope
This policy establishes rules for how employees create, distribute, and scan QR codes in connection with company business. It applies to QR codes encountered on company email and communication platforms, physical company premises, vendor documents, and any external event or location where a work device is used to scan a code.
Why this section matters: Without a scope statement, employees don't know whether the policy applies to the QR code on a lunch-delivery receipt or only to codes in official IT notices. Ambiguity creates the gaps attackers use.
Section 2 — Approved QR code generators
Employees who need to create QR codes for business purposes (signage, events, marketing materials, product packaging) must use a company-approved generator. Approved tools are listed in the IT knowledge base. QR codes generated through personal accounts, consumer apps, or unapproved third-party tools may not be published on company materials or shared under the company name.
All QR codes created for business use must be logged with: the destination URL, the name of the creator, the intended placement location, and the planned expiration or review date.
Why this section matters: If any employee can create a QR code that appears on company materials, attackers can impersonate internal communications. Centralizing creation makes it easy to audit all active codes and pull any that are compromised.
Section 3 — Prohibited actions
The following are prohibited on company-owned devices and during work activities on personal devices:
- Scanning a QR code received in an unsolicited email, text message, or printed material without first previewing and verifying the destination URL
- Scanning a QR code on a vendor invoice or payment request without completing the two-step verification process in Section 4
- Posting a personal payment QR code (Venmo, Cash App, Zelle) on company property, signage, or materials as a substitute for official payment methods
- Sharing QR codes received from external parties via internal Slack, Teams, or email without IT security review
Why this section matters: Explicit prohibitions remove the ambiguity of "I thought it was OK." They also give managers and IT a clear standard to reference when following up on an incident.
Section 4 — Verification requirements
For unsolicited QR codes (email, text, printed materials, physical signage): Use QRsafer or the company-approved QR scanner to preview the destination URL before the browser opens the page. If the destination URL does not match the claimed sender's official domain, do not proceed and report to IT security.
For QR codes on vendor invoices: Before processing any payment linked to a QR code on an invoice:
- Confirm the destination URL exactly matches the vendor's official website domain
- Call the vendor at a number from official company records (not from the invoice) to verify the banking details
For QR codes at external events and conferences: Treat all QR codes at event registration desks, exhibitor booths, and printed materials as untrusted until verified via URL preview. Do not scan codes that prompt an immediate app install or request login credentials.
Why this section matters: This is the operational core of the policy. The two-step invoice rule alone eliminates the most common QR-enabled business email compromise (BEC) attack. The pre-scan URL preview requirement closes the gap that email filters leave open for QR codes embedded in messages.
Section 5 — Incident reporting
Any employee who scans a QR code that leads to an unexpected or suspicious destination must report it to IT security within one hour. Report via [designated channel — e.g., security@company.com or the IT helpdesk ticket system].
When reporting, include:
- Where and how the QR code was encountered (email, physical sign, invoice, event)
- The destination URL that appeared after scanning
- Whether any information was entered on the page that opened
- The device used and whether it is company-owned or personal
IT security will respond with a risk assessment and, where necessary, initiate the credential-compromise response process.
Why this section matters: Most QR phishing incidents go unreported because employees are embarrassed or don't know where to report. A named, low-friction channel and a clear one-hour expectation remove both barriers.
Section 6 — Training requirements
All employees must complete the QR code security awareness module within 30 days of hire and at each annual security training renewal. Accounts-payable and procurement staff must also complete the invoice fraud supplemental module.
For structured training content, see Employee QR Code Security Training Guide.
Why this section matters: Policy without training is a document that sits in a folder. The training module converts the rules in this policy into recognizable scenarios employees can apply on the spot.
A note on dynamic versus static QR codes
If your organization uses dynamic QR codes — codes that redirect through a short URL rather than encoding the destination directly — build a routine review of all active redirects into the policy's audit cycle. Dynamic QR code accounts that are compromised, expired, or sold can redirect employees and customers to malicious destinations without any visible change to the printed code. Quarterly verification that each dynamic code resolves to its intended destination is sufficient for most organizations.
Next steps
Adopt this template, assign a policy owner, and add a QR code scanning policy link to your onboarding checklist. Then close the technical gap: deploy QRsafer on corporate and BYOD devices so every QR code scan gets checked before the browser opens — iOS and Android.
For the broader organizational framework this policy fits into, see QR Code Security Best Practices for Organizations. For employee-facing training content, see How to Protect Employees from QR Code Scams.
Frequently asked questions
Why do businesses need a dedicated QR code security policy?
Generic phishing policies rarely address QR codes, and most email security tools can't decode QR code images to check destinations. Employees have no official guidance when they encounter a QR code on an invoice, at a conference, or in a public space. A dedicated QR code policy fills that gap before an attacker exploits it.
What should a QR code policy cover at minimum?
At minimum, a QR code policy should define: who is authorized to create and publish QR codes on behalf of the organization, how employees must verify QR code destinations before scanning on work devices, what counts as a prohibited action (scanning unsolicited codes, sharing codes from personal apps on company materials), and how to report a suspicious scan to IT security.
How should businesses handle QR codes in vendor invoices?
Establish a two-step rule: before processing any invoice payment via QR code, the accounts-payable team must confirm the destination URL matches the vendor's official domain and verify banking details by calling a number from official vendor records — not from the invoice itself. This eliminates the most common QR-enabled business email compromise vector.
What is the difference between static and dynamic QR codes in a business context?
Static QR codes encode the destination URL directly — the code cannot be changed after printing. Dynamic QR codes store a short redirect URL that points to the real destination, allowing the owner to update the destination without reprinting. For businesses, dynamic codes introduce a redirect layer that can be hijacked if the account managing the redirect is compromised. All externally displayed QR codes should have their destinations re-verified on a routine schedule regardless of code type.