Unfortunately there are (at least) two different issues here. 1) Where is the line for legal liability 2) Where is the line for individuals 1) is pretty w

Unfortunately there are (at least) two different issues here. 1) Where is the line for legal liability 2) Where is the line for individuals 1) is pretty well defined, talk to your HR team about that, in fact, you should probably have some kind of manual with the general outline, every company I've worked at with > 50 employees has this as a standard practice, smaller than that, probably not. 2) I prefer to consider Karl Popper's reframing of the Golden Rule: "The golden rule is a good standard which is further improved by doing unto others, wherever reasonable, as they want to be done by" This unfortunately requires some communication about what people would want, and establishing that usually involves some communication which in and of itself may cross the line, woops. You simply can't assume you know what someone wants, or what they are OK with, so the line for individuals will always be variable, and you can only do your best to be conservative and take feedback to heart.