Purpose
The purpose of this policy is to ensure that technology, digital devices and online resources are used safely, responsibly and appropriately within Beyond Words CIC.
Beyond Words recognises that technology can provide valuable opportunities for communication, learning and engagement. we protecting children, employees and families from potential online risks while promoting safe and responsible use of digital technology.
This policy outlines expectations for the use of electronic devices, internet access, photography, social media and digital communication.
Legal and Professional Framework
This policy has been developed in accordance with relevant legislation and recognised guidance, including but not limited to:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Children Act 1989
- Children Act 2004
- Working Together to Safeguard Children (2025)
- Equality Act 2010
Beyond Words will review this policy regularly to ensure it reflects current legislation and best practice.
Scope
This policy applies to:
- all employees, volunteers, students, contractors and any other adults working on behalf of Beyond Words CIC
- children attending Beyond Words activities
- parents and carers where relevant
- any digital devices used during Beyond Words activities
It covers:
- internet use
- electronic devices
- photography and video
- mobile phones
- social media
- digital communication
- online safeguarding
This policy should be read alongside the organisation's:
Our Commitment
Beyond Words is committed to:
- promoting safe and responsible use of technology
- protecting children's privacy
- using technology to enhance communication and learning where appropriate
- maintaining professional boundaries online
- preventing misuse of digital devices
- ensuring compliance with data protection legislation
Children's safety and wellbeing will always take priority over the use of technology.
Roles and Responsibilities
- Founder & Director The Founder & Director is responsible for ensuring that:
- employees understand this policy
- digital safeguarding is promoted
- photography and recording procedures are followed
- appropriate parental consent is obtained where required
- concerns relating to online safety are managed appropriately
- ensuring appropriate online safety guidance is provided to employees where required
- reviewing any online safety incidents to identify improvements
- this policy is reviewed regularly
- Employees Employees are responsible for:
- using technology professionally
- protecting children's personal information
- following photography procedures
- maintaining professional boundaries online
- reporting online safety concerns promptly
- complying with this policy at all times
- using only authorised apps, websites and digital platforms for Beyond Words activities where appropriate
Employees must never use technology in a way that places children, families or the organisation at risk.
Use of Digital Devices
Technology may be used to support children's learning, communication and participation where appropriate.
Employees will ensure that:
- devices are used for appropriate educational or organisational purposes
- children are supervised when using digital devices
- content accessed is suitable for the age and needs of the children
- devices are handled safely and responsibly
Where technology is used to support communication (for example AAC apps or communication software), employees will ensure it is used in line with the child's individual needs and support plans. Children will only be permitted to access age-appropriate content that supports their learning, communication or participation.
Mobile Phones
Personal mobile phones should not distract employees from supervising children.
Employees may use personal mobile phones only:
- during authorised breaks
- away from children wherever reasonably practicable
- in an emergency
- with permission from the Founder & Director where necessary for work purposes
Children must not use employees' personal mobile phones.
Photography and Video Recording
Photographs and videos may only be taken:
- for legitimate organisational purposes
- where appropriate parental consent has been obtained
- using authorised Beyond Words devices where available, or other approved devices authorised by the Founder & Director
Employees must never:
- take photographs for personal use
- store children's images on personal devices
- share images through personal messaging services or social media
Photographs and videos must never be taken in toilets, changing areas or during personal and intimate care.
Online Safety Concerns
Any concerns relating to online safety, including inappropriate online content, cyberbullying, misuse of technology or online safeguarding concerns, must be reported immediately to the Founder & Director.
Where concerns involve the safety or welfare of a child, employees must also follow the Beyond Words Safeguarding & Child Protection Policy. Any online safety incident will be recorded and managed in accordance with the organisation's safeguarding and reporting procedures.
Monitoring, Review and Continuous
Improvement The Founder & Director is responsible for implementing, monitoring and reviewing this policy through:
- reviewing digital safeguarding practices
- monitoring photography procedures
- reviewing any online safety incidents
- identifying employee training needs
- implementing improvements where appropriate
This policy will be reviewed annually or sooner if legislation, guidance or organisational practice changes.
Social Media and Digital
Communication Employees must maintain professional boundaries when using social media and digital communication.
Employees must not:
Communication with parents and carers should only take place through approved organisational methods. Employees must not accept or request friend or follower requests from children through personal social media accounts.