CHW205-Internet Access for Staff Policy
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{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Internet Access for Staff Policy
1. Purpose
The purpose of this policy is to establish clear guidelines on how internet access is managed for staff at {{org_field_name}}. The internet is a valuable resource for enhancing the quality of care, supporting staff development, and improving communication within the organisation. However, improper use of the internet can pose risks, including cybersecurity threats, data breaches, and distractions from essential duties. This policy ensures that internet usage within the care home aligns with regulatory requirements set by Care Inspectorate Wales (CIW) and the General Data Protection Regulation (GDPR), promoting safe, responsible, and productive internet use.
2. Scope
This policy applies to all employees, agency staff, contractors, and volunteers who access the internet using the organisation’s network, computers, tablets, or mobile devices. It covers internet browsing, email usage, social media access, downloading or sharing files, and communication conducted via online platforms. The policy applies to all workstations, whether wired or wireless, and extends to any use of the organisation’s network both on and off-site when using company devices.
3. Management of Internet Access
3.1 Providing Secure and Efficient Internet Access
{{org_field_name}} provides staff with internet access to facilitate the effective performance of their duties, support training and development, and enable communication with external health professionals, regulatory bodies, and service user representatives. The organisation maintains a secure network infrastructure with appropriate firewalls, antivirus software, and encryption measures to prevent unauthorised access, data leaks, and cyber threats. Staff must use the internet responsibly, ensuring it does not compromise the security or efficiency of the network. IT systems are regularly reviewed to ensure they meet security standards, and staff are encouraged to report any technical issues immediately to the designated IT support team.
3.2 Appropriate Use of the Internet
Internet access is primarily intended for professional purposes, including research, online training, communication with stakeholders, and updating digital care records. Staff may also access the internet for limited personal use during designated break times, provided that such use does not interfere with work responsibilities or network performance. Under no circumstances should staff use the internet for activities that compromise confidentiality, data security, or the reputation of {{org_field_name}}. Staff are reminded that all internet usage is monitored to ensure compliance with this policy, and any excessive or inappropriate use may result in disciplinary action.
3.3 Restrictions and Prohibited Activities
To maintain a professional and secure environment, the following internet activities are strictly prohibited: accessing or sharing explicit, extremist, discriminatory, or offensive material; engaging in online harassment, cyberbullying, or making defamatory statements about colleagues, service users, or the organisation; using the organisation’s internet for personal business ventures, unauthorised financial transactions, or gambling; downloading unauthorised software, applications, or files that may pose cybersecurity risks; attempting to bypass security controls, including the use of VPNs or proxy servers to access blocked content. Any violation of these restrictions will be investigated and may result in access restrictions, formal disciplinary action, or legal consequences if required.
3.4 Use of Social Media
Staff must exercise caution when using social media to ensure compliance with the Confidentiality and Data Protection Policy (CHW34) and Staff Conduct and Code of Ethics Policy (CHW28). Employees must not post confidential or sensitive information about service users, colleagues, or the organisation on social media platforms, even in closed groups or private conversations. Negative or defamatory statements that could harm the reputation of {{org_field_name}} or its stakeholders are strictly prohibited. Employees are advised to adjust privacy settings on personal social media accounts to prevent unauthorised access and are reminded that any online content associated with their name can reflect on their professional integrity. Misuse of social media in relation to the organisation will be subject to investigation and potential disciplinary measures.
3.5 Data Protection and Cybersecurity
The protection of sensitive data is paramount. Staff must adhere to the GDPR and internal data protection guidelines to prevent unauthorised disclosure or loss of personal and organisational data. All staff must use strong passwords and two-factor authentication where applicable to secure work-related accounts and devices. Login credentials must never be shared with colleagues or third parties. Staff must log out of shared devices after use to prevent unauthorised access. Any emails containing sensitive information must be encrypted before being sent. Staff must remain vigilant against phishing emails, scams, or suspicious links and report any cybersecurity threats immediately to the Data Protection Officer. Cybersecurity awareness training is mandatory for all staff and will be conducted annually to reinforce best practices in data protection and internet security.
3.6 Monitoring and Compliance
The organisation reserves the right to monitor internet usage to ensure compliance with this policy. Monitoring is conducted in a way that respects employee privacy while safeguarding the organisation’s IT infrastructure, data security, and operational efficiency. This includes tracking browsing history, file downloads, and system access logs. If any misuse of internet access is detected, staff may receive a verbal or written warning, temporary or permanent restriction of internet privileges, or disciplinary action up to and including dismissal, depending on the severity of the breach. Compliance with this policy is essential for maintaining a professional, secure, and efficient working environment.
4. Related Policies
This policy should be read in conjunction with the following related policies: Confidentiality and Data Protection (GDPR) Policy (CHW34) for guidance on handling sensitive information securely; Staff Conduct and Code of Ethics Policy (CHW28) outlining the expected professional behaviour of employees; Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13) ensuring that internet use does not contribute to safeguarding risks; Disciplinary and Grievance Policy (CHW31) detailing procedures for addressing policy violations; Whistleblowing (Speaking Up) Policy (CHW29) providing guidance for staff to report concerns regarding internet misuse or cybersecurity breaches.
5. Policy Review
This policy will be reviewed annually or sooner if there are changes in legislation, regulatory requirements, or operational needs. Any updates will be communicated to all staff, and employees will be required to acknowledge their understanding and compliance with the revised policy. Staff are encouraged to provide feedback on this policy to ensure it remains effective and relevant to the organisation’s needs
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}}
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