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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Mobile Devices (Phones and Tablets) Policy

1. Purpose

The purpose of this policy is to establish clear guidelines for the appropriate use of mobile devices (phones and tablets) within {{org_field_name}}. This ensures the safety, privacy, and dignity of residents while maintaining effective communication and professional conduct among staff.

The policy aims to:

• Protect resident confidentiality and prevent data breaches.
• Ensure staff focus on delivering high-quality care without distractions.
• Establish acceptable use guidelines for mobile phones and tablets in the workplace.
• Outline the use of mobile devices for professional purposes (e.g., electronic care planning).
• Comply with CIW regulations, GDPR, and Safeguarding policies.

2. Scope

This policy applies to:

• All staff members, including permanent, agency, and voluntary staff.
• Residents, ensuring safe use of personal mobile devices.
• Visitors and external professionals, setting clear expectations regarding device usage.
• Company-issued mobile devices, ensuring appropriate usage for care purposes.

3. Related Policies

This policy aligns with:

• Confidentiality and Data Protection (GDPR) Policy (CHW34).
• Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13).
• Communication and Engagement with Service Users and Families Policy (CHW42).
• Whistleblowing (Speaking Up) Policy (CHW29).
• Health and Safety at Work Policy (CHW16).

4. Use of Mobile Devices by Staff

Mobile devices can be beneficial for work-related tasks, but inappropriate use can compromise privacy, professionalism, and resident care.

4.1. Personal Mobile Phones

• Staff must not use personal mobile phones while on duty, except in designated areas during breaks.
• Mobile phones must be kept on silent or vibrate mode during working hours.
• Personal mobile phones must never be used to:
  • Take photos or videos within the care home.
  • Access resident records or confidential information.
  • Communicate with residents or their families outside official channels.
• Emergency calls may be made or received with the Registered Manager’s permission.

4.2. Company-Issued Mobile Devices

Company-issued phones and tablets may be provided for:

• Electronic care planning and documentation.
• Communication between staff members and management.
• Emergency response and safeguarding alerts.
• Accessing training and policy documents online.

Company devices must:

• Be locked when unattended.
• Never be shared with unauthorised personnel.
• Be used strictly for work-related tasks.
• Be returned to the organisation upon leaving employment.

4.3. Disciplinary Actions for Misuse

Misuse of mobile devices includes:

• Using devices to record, store, or share confidential resident information.
• Accessing social media or personal entertainment during working hours.
• Ignoring resident care needs due to mobile phone distractions.

Breaches may lead to disciplinary action, including warnings or dismissal.

5. Use of Mobile Devices by Residents

Residents have the right to access and use mobile devices, provided this does not:

• Compromise their own or others’ privacy.
• Interfere with care routines and safety procedures.
• Facilitate exploitation or financial abuse (e.g., scam calls).

5.1. Supporting Residents’ Digital Inclusion

Staff will:

• Assist residents in using mobile devices safely.
• Educate them about online safety and fraud prevention.
• Help residents with hearing, visual, or mobility impairments to use adapted devices.

5.2. Restrictions on Use

Residents must not use mobile devices to:

• Record other residents or staff without consent.
• Access inappropriate content.
• Engage in harassing or abusive communication.

Where misuse is identified, staff will work with residents and families to manage concerns.

6. Use of Mobile Devices by Visitors and External Professionals

6.1. Visitor Mobile Device Policy

Visitors may use mobile phones in designated areas, provided they:

• Do not record or photograph residents or staff.
• Do not disrupt care routines.
• Follow GDPR regulations regarding privacy.

Any breaches may result in restricted access to the care home.

6.2. External Professionals and Contractors

• Healthcare professionals (GPs, nurses) may use mobile devices for clinical documentation.
• Contractors and inspectors must seek permission before using devices in the care home.

7. Data Protection and Security Measures

Mobile devices must comply with GDPR and CIW data security guidelines.

7.1. Secure Handling of Sensitive Information

• Resident data must never be stored on personal mobile devices.
• Company-issued devices must be password-protected and encrypted.
• Staff must not share confidential information via text messages or social media.

7.2. Reporting Lost or Stolen Devices

If a company-issued device is lost or stolen, the employee must:

1. Report the incident immediately to the Registered Manager.
2. Ensure remote data wiping to protect sensitive information.
3. Complete an incident report for review.

8. Mobile Devices in Emergencies

Mobile devices play a vital role in emergency communication.

• Staff may use mobile devices to call emergency services (999) if landlines are unavailable.
• Company-issued devices may be used for:
  • Incident reporting and communication during lockdowns or fire drills.
  • Notifying managers of safeguarding concerns.
• In cases of resident medical emergencies, staff must prioritise care before using devices.

9. Training and Awareness

All staff must complete annual training on:

• Professional conduct in mobile device usage.
• Cybersecurity and GDPR compliance.
• Safeguarding and mobile technology risks.

Residents will be offered digital literacy support, where needed.

10. Compliance and Monitoring

To ensure compliance with this policy:

• Regular audits will assess mobile device usage.
• CIW inspectors will review digital security and data protection.
• Staff feedback will be used to improve mobile device guidelines.

Breaches of policy will result in disciplinary action or device restrictions.

11. Policy Review

This policy will be reviewed annually or sooner if:

• CIW regulations change.
• New risks are identified in mobile device usage.
• Employee or resident feedback suggests improvements.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.