Last updated December 2025.

Statement of Purpose

The purpose of this Acceptable Use and Digital Safety Policy is to establish a clear, robust, and comprehensive framework governing the use of digital technology across all Study Mind programmes, including Camps, residential provision, taught sessions, enrichment activities, and associated communication platforms.

Study Mind recognises that digital technology plays a vital role in modern education and skills development, particularly within specialist provision such as computer science camps. Laptops, online platforms, and digital communication tools are integral to teaching and learning. However, Study Mind also recognises that the use of digital technology introduces specific safeguarding, welfare, behavioural, reputational, and data protection risks.

This policy therefore sets out the standards, expectations, and procedures required to ensure that digital technology is used safely, responsibly, and in a manner that actively safeguards and promotes the welfare of children and young people. The welfare of children and young people is paramount and takes precedence over all other considerations.

This policy must be read alongside Study Mind’s Safeguarding and Child Protection Policy, Online Safety Policy, Bring Your Own Device (BYOD) Policy, Residential Policy, Behaviour Policy, and Staff Code of Conduct. Together, these documents form an integrated safeguarding framework.

Legal and Regulatory Context

This policy is informed by, and operates in accordance with, relevant legislation and statutory guidance, including:

Keeping Children Safe in Education (DfE, 2025)
UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Education Act 2002
Working Together to Safeguard Children (2023)
Information Commissioner’s Office (ICO) guidance

Study Mind recognises that images, videos, online communications, and digital records constitute personal data and, in some circumstances, special category data. The organisation therefore has a legal duty to ensure that digital data is handled lawfully, securely, proportionately, and transparently.

Scope

This policy applies to:

Individuals:

All students attending Study Mind programmes
All Study Mind staff, tutors, residential guardians, volunteers, and contractors
Parents and carers where consent is required
Visitors where digital access is permitted

Technology

Personal laptops and computers (BYOD)
Mobile phones and smart devices
Tablets and wearable technology
Messaging platforms and learning systems
Photography and video equipment

Contexts

On-site delivery
Residential accommodation
Off-site activities
Online and hybrid environments
Transitional periods where Study Mind retains a duty of care

This policy applies both during and outside of formal teaching sessions where digital behaviour may impact safeguarding, welfare, or the reputation of Study Mind.

Policy Principles

Study Mind’s approach to acceptable use and digital safety is underpinned by the following principles:

Safeguarding First: Digital access must never compromise student welfare
Proportionality: Technology is used where it clearly supports learning outcomes and is appropriately supervised
Transparency: Expectations, boundaries, and consequences are clearly communicated
Accountability: Digital behaviour is monitored, recorded, and addressed
Partnership: Parents and carers are engaged as safeguarding partners

Where there is a conflict between digital convenience and safeguarding, safeguarding considerations will always take precedence.

Definitions

For the purposes of this policy:

Acceptable Use refers to lawful, age-appropriate, respectful, and educationally justified use of technology
BYOD refers to any personally owned digital device brought to a Study Mind programme
Digital Communication includes all electronic messaging, video, audio, and online interactions
Image refers to any photograph or video in which a student may be identifiable
DSL refers to the Designated Safeguarding Lead

Roles and Responsibilities

Designated Safeguarding Lead (DSL)

The DSL has overall responsibility for digital safeguarding and oversight. This includes:

Ensuring this policy is implemented consistently
Reviewing and responding to digital safeguarding concerns
Escalating concerns to external agencies where required
Leading policy review and updates

Staff and Tutors

All staff and tutors are responsible for:

Modelling appropriate digital behaviour at all times
Enforcing acceptable use expectations consistently
Maintaining professional digital boundaries
Reporting concerns immediately in line with safeguarding procedures

Staff must not attempt to investigate digital incidents independently or resolve concerns informally.

Students

Students are expected to:

Use digital technology responsibly and as instructed
Follow all programme-specific guidance
Respect others in all digital interactions
Report concerns to a trusted adult

Parents and Carers

Parents and carers are responsible for:

Providing informed consent where required
Supporting acceptable use expectations
Engaging constructively where concerns arise

Safeguarding and Digital Risk Management

Study Mind recognises that digital risks may include, but are not limited to:

Exposure to harmful or inappropriate content
Online bullying or peer conflict
Inappropriate contact or communication
Misuse of images or recordings
Breaches of professional boundaries

These risks are managed through:

Clear acceptable use expectations
Supervised and structured digital access
Restricted communication platforms
Robust reporting and escalation procedures

Any digital issue that raises a welfare concern will be managed as a safeguarding concern.

Acceptable Use of Technology

Digital technology may only be used for purposes that are directly related to learning, programme delivery, or authorised communication.

Acceptable use includes:

Tutor-directed learning activities
Approved research and educational software
Programme-related communication via approved platforms

Unacceptable use includes:

Accessing inappropriate, offensive, or age-inappropriate content
Gaming, streaming, or unrelated browsing during sessions
Harassment, bullying, or discriminatory behaviour
Attempting to bypass security measures or safeguards
Recording others without permission

Study Mind reserves the right to restrict or withdraw digital access where concerns arise.

Bring Your Own Device (BYOD) – Students

Study Mind does not provide digital devices to students. Where laptops or other devices are required, students are expected to bring their own devices at their own risk.

Key expectations include:

Devices remain the responsibility of the student and parent or carer
Study Mind accepts no liability for loss, damage, or theft
Devices must be suitable for educational use
Devices are subject to this policy while on Study Mind activities

Where safeguarding concerns arise, Study Mind may require a device to be switched off or removed from use.

Student Laptop Code of Conduct

During programmes where laptops are required, students must use their devices exclusively for tutor-directed educational activities.

This includes:

Coding and programming tasks
Approved software development tools
Research directly related to learning objectives

Students must not:

Use laptops for gaming, streaming, or social media
Install unauthorised software or applications
Use VPNs or attempt to bypass restrictions
Engage in private messaging during sessions
Record screens, sessions, staff, or other students without permission

Misuse may result in immediate removal of device privileges and further sanctions where appropriate.

Mobile Phone Use

Students

Mobile phones must not be used during teaching sessions
Phones may only be used during designated breaks where authorised
Phones must not be used to take photographs or videos

Staff and Tutors

Personal mobile phones must not be used during sessions except for safeguarding or emergency purposes
Personal devices must never be used to photograph or record students
Staff must not communicate with students via personal phone numbers

Digital Communication and Professional Boundaries

All communication between staff and students must be transparent, appropriate, and conducted via approved Study Mind platforms.

Key expectations include:

No private or one-to-one digital communication
Professional tone and content at all times
Communication limited to programme-related matters

Any breach of digital boundaries will be treated as a safeguarding concern.

WhatsApp and Group Messaging

Study Mind may use monitored WhatsApp groups to facilitate programme communication.

These groups:

Are used for logistical and programme-related updates only
Are monitored by multiple DBS-checked staff
Do not permit private messaging between staff and students

Behaviour standards within digital groups mirror those expected in face-to-face settings. Parental consent is required before students are added to any group.

Photography, Video, and Image Use

Images and videos are recognised as personal data and may present safeguarding risks if misused.

Study Mind will:

Obtain written parental consent before capturing images
Use images only for specified purposes
Store images securely with restricted access
Allow consent to be withdrawn at any time

Students, staff, and visitors are not permitted to take images of others without authorisation. More information can be found in our Photography, Video and Imagery Policy.

Data Protection and Information Security

All digital data is processed in accordance with UK GDPR principles, including lawfulness, fairness, transparency, data minimisation, and security.

Any suspected data breach must be reported immediately and managed in line with Study Mind procedures.

Monitoring, Reporting, and Incident Management

Digital activity may be monitored where necessary to ensure safeguarding, compliance, and security.

All concerns or incidents will:

Be recorded formally
Be reviewed by safeguarding leads
Be escalated where required

Breaches, Sanctions, and Escalation

Breaches of this policy may result in:

Restriction or removal of device access
Behavioural sanctions
Engagement with parents or carers
Safeguarding escalation
Removal from a programme in serious cases

Sanctions will be proportionate to the nature and severity of the breach.

Training, Induction, and Awareness

All staff receive mandatory training on acceptable use and digital safeguarding. Students receive clear guidance at the start of programmes, and parents are provided with policy information and consent documentation.

Review and Governance

This policy will be reviewed annually or sooner where required due to:

Changes in legislation or statutory guidance
Updates to safeguarding or health and safety requirements
Operational changes to residential provision

The review will be led by the Designated Safeguarding Lead and Senior Leadership Team, with input from staff and partner agencies as appropriate.

Appendices

Appendix A: Parental Consent for WhatsApp and Digital Group Communication

Purpose of this Appendix

This appendix sets out the arrangements under which Study Mind uses monitored group messaging platforms, including WhatsApp, to communicate with students during programmes. It explains the safeguards in place, the expectations for behaviour, and the consent required for a student to be added to a digital communication group.

Study Mind recognises that digital communication platforms present both practical benefits and safeguarding risks. This appendix exists to ensure that communication is transparent, monitored, and conducted within clearly defined boundaries.

Nature of WhatsApp Group Communication

WhatsApp groups are used by Study Mind for the sole purpose of facilitating programme-related communication, such as:

Timetables and schedule updates
Location or logistical information
Reminders relating to sessions or activities
Emergency or welfare-related announcements

Groups are not used for social conversation, private discussion, or informal chat.

Safeguarding and Monitoring Arrangements

All WhatsApp groups operated by Study Mind are subject to the following safeguards:

Groups are monitored by multiple DBS-checked members of staff
At least one safeguarding-trained staff member is present in each group
Group settings are configured to prevent inappropriate use where possible
Group activity may be reviewed where safeguarding concerns arise

Private messaging between staff and students is strictly prohibited. Any attempt to communicate privately may result in safeguarding escalation.

Standards of Conduct

All participants in Study Mind WhatsApp groups are expected to:

Communicate respectfully and appropriately
Use professional and neutral language
Refrain from sharing images, videos, or links unless authorised
Avoid any content that could be considered offensive, inappropriate, or unrelated

Behaviour within digital groups is treated in the same manner as behaviour in face-to-face settings and is subject to Study Mind’s Behaviour Policy.

Consent, Withdrawal, and Alternatives

Parental consent is required before a student is added to a WhatsApp group.

Parents may withdraw consent at any time by notifying Study Mind in writing. Where consent is withdrawn, alternative communication methods will be used where reasonably practicable.

Withdrawal of consent will not disadvantage a student or restrict their access to educational provision.

Declaration and Consent

I confirm that I am the parent or legal guardian of the child named below and that I understand the purpose and safeguards of Study Mind’s WhatsApp communication groups.

I consent to my child being added to monitored Study Mind WhatsApp groups for programme-related communication.

Child’s Full Name: ______________________________________

Programme / Camp: ______________________________________

☐ I consent to WhatsApp group communication
☐ I do not consent to WhatsApp group communication

Parent / Guardian Name: _________________________________

Signature: _____________________________________________

Date: _________________________________________________