DCW110-Mobile Devices (Phones and Tablets) Policy
{{org_field_logo}}
{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Mobile Devices (Phones and Tablets) Policy
1. Purpose
The purpose of this policy is to ensure that {{org_field_name}} manages the use of mobile devices, including phones and tablets, securely and effectively to maintain confidentiality, professionalism, and data protection in compliance with Care Inspectorate Wales (CIW) regulations and relevant legislation.
Our objectives are to:
- Ensure the appropriate and secure use of mobile devices for work-related purposes.
- Protect sensitive service user data from unauthorised access, misuse, or loss.
- Promote safe and professional communication between staff and service users.
- Comply with legal and regulatory requirements regarding data security and confidentiality.
- Ensure that mobile devices are used to improve efficiency without compromising safety or professionalism.
2. Scope
This policy applies to:
- All employees, including care workers, managers, and administrative staff.
- The Registered Manager and Responsible Individual, responsible for compliance.
- Third-party contractors or external professionals using mobile devices for work-related tasks.
- Service users and their families, where mobile communication is used.
3. Legal and Regulatory Framework
This policy aligns with:
- The Regulation and Inspection of Social Care (Wales) Act 2016, ensuring safe and compliant use of technology in care settings.
- The Data Protection Act 2018 (UK GDPR), governing the handling of personal and sensitive data.
- The Health and Safety at Work Act 1974, ensuring safe use of devices during work.
- The Equality Act 2010, ensuring fair access to communication tools for staff with disabilities.
- Care Inspectorate Wales (CIW) Guidance on Data Protection and Confidentiality, ensuring compliance in domiciliary care.
- The Telecommunications (Lawful Business Practice) Regulations 2000, governing the monitoring of communications.
4. Permitted Use of Mobile Devices
4.1 Work-Related Use of Mobile Phones and Tablets
- Mobile devices must only be used for legitimate work-related purposes.
- Staff must use company-issued devices where possible to access care records, scheduling apps, and communication tools.
- Personal mobile phones must only be used for work in emergencies or where authorised by management.
4.2 Personal Use of Mobile Devices During Work
- Personal mobile phones must be kept on silent or vibrate mode during working hours.
- Personal calls, texts, and social media use are prohibited during working hours except in emergencies.
- Mobile devices must not be used while providing direct care to service users unless necessary for their well-being.
How we manage this efficiently:
- All staff sign a Mobile Device Agreement outlining permitted use.
- Clear guidelines on personal phone usage are included in staff handbooks and induction training.
5. Data Security and Confidentiality
5.1 Secure Handling of Service User Information
- Mobile devices must be password-protected and locked when not in use.
- Access to care records and service user data must only be through authorised apps or encrypted platforms.
- Staff must never store service user information on personal mobile devices.
- Photos, videos, or voice recordings of service users must never be taken without explicit consent and approval from management.
5.2 Reporting Lost or Stolen Devices
- If a work-issued device is lost or stolen, it must be reported immediately to management.
- Remote wiping of sensitive data will be initiated if required to prevent unauthorised access.
How we manage this efficiently:
- Regular audits ensure mobile devices are being used securely.
- Encryption and secure logins are required for accessing sensitive data.
6. Communication with Service Users and Families
6.1 Professional Standards in Communication
- Mobile phone communication with service users and families must be professional and work-related.
- Staff must not share personal phone numbers with service users or their families.
- All communication should be documented where necessary, particularly in cases involving service user concerns.
6.2 Using Messaging Apps and Social Media
- The use of social media or instant messaging apps (e.g., WhatsApp, Facebook Messenger) for work purposes is prohibited unless approved.
- Any messages containing service user information must be sent via secure and authorised platforms.
How we manage this efficiently:
- Staff receive training on appropriate communication methods.
- Work phones are issued with pre-installed, approved communication apps.
7. Safe Use of Mobile Devices While Driving
7.1 Compliance with Road Safety Laws
- It is illegal to use a handheld phone while driving. Staff must not answer calls, send texts, or check emails while driving.
- If a call is necessary, the driver must stop in a safe location before using their phone.
- Hands-free devices may only be used if they do not cause distraction.
7.2 Disciplinary Action for Unsafe Use
- Any employee found using a mobile phone while driving in violation of the law will face disciplinary action.
How we manage this efficiently:
- A clear Driving and Mobile Phone Policy is communicated to all staff.
- Staff are encouraged to use journey planning tools to avoid unnecessary communication while driving.
8. Monitoring and Compliance
8.1 Monitoring Mobile Device Usage
- Work-issued mobile devices may be monitored to ensure compliance with this policy.
- Random audits may be conducted to check for unauthorised apps or data storage.
- Employees will be informed of any monitoring procedures in line with GDPR regulations.
8.2 Disciplinary Procedures for Misuse
- Breaches of this policy may result in disciplinary action, up to and including dismissal.
- Examples of misuse include:
- Sharing confidential information via personal devices.
- Using a mobile device for personal use during care provision.
- Inappropriate or unprofessional communication with service users.
How we manage this efficiently:
- Staff receive a written copy of the policy upon employment.
- Clear disciplinary procedures are in place for non-compliance.
9. Mobile Device Maintenance and Support
9.1 Issuing and Returning Work Phones/Tablets
- Employees issued with a mobile device must sign an agreement confirming responsibility.
- All devices must be returned upon termination of employment.
- Staff must report any faults, damage, or software issues to IT support immediately.
9.2 Software Updates and Cybersecurity
- Devices must be updated regularly to ensure compliance with security policies.
- Antivirus and encryption software will be installed on all work devices.
- Staff are prohibited from downloading unauthorised apps on work devices.
How we manage this efficiently:
- An IT support team ensures devices remain secure and functional.
- Regular cybersecurity training is provided to all staff.
10. Staff Training and Awareness
10.1 Training on Mobile Device Security and Usage
- All new employees receive training on this policy as part of induction.
- Annual refresher training covers data protection, safe communication, and mobile security.
10.2 Raising Awareness of Digital Safety
- Workshops and newsletters highlight best practices in mobile security.
- Staff are encouraged to report any concerns about device security or misuse.
How we manage this efficiently:
- Regular policy reviews ensure staff remain informed and compliant.
11. Related Policies
This policy aligns with:
- Confidentiality and Data Protection Policy (DCW34).
- Safeguarding Adults Policy (DCW13).
- IT and Cybersecurity Policy (DCW45).
- Social Media and Online Communication Policy (DCW29).
12. Policy Review
This policy will be reviewed annually or sooner if required due to legislative changes, business needs, or CIW updates. The Registered Manager and Responsible Individual are responsible for ensuring compliance.
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.