HCS78-Cyber Bullying Policy

Registration Number: {{org_field_registration_no}}

Cyber Bullying Policy

1. Purpose

The purpose of this policy is to establish a zero-tolerance approach to cyber bullying within {{org_field_name}}, ensuring the safety, dignity, and well-being of staff, people we support, and other stakeholders. This policy outlines preventative measures, reporting procedures, and disciplinary actions to address cyber bullying effectively while complying with Care Inspectorate Scotland regulations and other relevant laws.

2. Scope

This policy applies to:

All employees, management, and board members of {{org_field_name}}.
People we support, their families, and visitors who interact with our services.
Third-party providers and external agencies associated with our organisation.
Any digital communication tools and platforms used for work-related activities, including emails, instant messaging, social media, and online forums.

3. Legal and Regulatory Requirements

Health and Social Care Standards (Scotland)
Scottish Social Services Council (SSSC) Codes of Practice
The Equality Act 2010
UK General Data Protection Regulation (UK GDPR)
The Protection from Harassment Act 1997
Care Inspectorate Scotland Guidelines on Workplace Well-being and Digital Safety

4. Definition of Cyber Bullying

Cyber bullying includes any online behaviour that is intended to harass, intimidate, or cause harm to another individual. This includes, but is not limited to:

Harassment: Repeated, unwanted digital communication that causes distress.
Defamation: Posting false information online to damage a person’s reputation.
Threats and Intimidation: Sending messages that instill fear or harm.
Outing and Doxxing: Sharing private or sensitive information about someone without consent.
Exclusion: Deliberately excluding an individual from online work-related communications or discussions.
Impersonation: Creating fake profiles or hacking accounts to harass or deceive.
Spreading Misinformation: Posting false claims about the organisation or individuals.

5. Responsibilities

Registered Manager: Ensures that all cyber bullying incidents are investigated and handled appropriately.
IT Team: Implement security controls to prevent cyber bullying and support affected individuals.
All Employees and Stakeholders: Maintain a professional and respectful online presence.
Supervisors and Team Leaders: Act as the first point of contact for reporting concerns.
People We Support & Families: Encouraged to report concerns regarding cyber bullying.

6. Preventative Measures

6.1 Awareness and Training

Mandatory cyber bullying awareness training for all employees annually.
Workshops and discussions on online professionalism and respectful communication.
Training for supervisors on how to handle cyber bullying reports.

6.2 IT and Cybersecurity Measures

Strict access controls on company email, cloud services, and digital communication platforms.
Monitoring of work-related online activities to detect potential cyber bullying incidents.
Use of encryption and privacy settings to protect staff and people we support from online abuse.
Social media guidelines that prohibit using work-related platforms to harass or intimidate others.

6.3 Workplace Culture and Well-being

Open-door policy where staff feel safe to discuss cyber bullying concerns.
Encouraging a supportive workplace culture where mutual respect and inclusivity are promoted.
Zero tolerance messaging in policies, handbooks, and digital communication tools.

7. Reporting Procedures

7.1 How to Report Cyber Bullying

Internal Reporting: Employees must report incidents to their line manager:

1) Verbally to the Registered Manager or Safeguarding Lead

2) Inform the Registered Manager by email: {{org_field_registered_manager_email}}

3) Call the office and inform the Registered Manager or Safeguarding Lead: {{org_field_phone_no}}

4) Out of hours phone number: {{out_of_hours}}

5) Online via our website: {{org_field_website}}

Anonymous Reporting: A confidential reporting mechanism is available for staff who wish to report cyber bullying anonymously.
Third-Party Reporting: People we support, families, or visitors may report incidents through the designated complaints officer.

7.2 Incident Investigation

Initial Review: HR and management will assess the report within 48 hours.
Gathering Evidence: Screenshots, emails, chat logs, and witness statements will be collected.
Interviewing Involved Parties: Both the alleged victim and accused will be interviewed fairly and confidentially.
Decision and Actions: A decision will be made within 10 working days on any necessary disciplinary action or intervention.

8. Consequences of Cyber Bullying

Verbal and Written Warnings for minor breaches.
Mandatory training or mediation for moderate incidents.
Suspension or Termination of Employment for severe violations.
Legal Action if cyber bullying constitutes harassment under UK law.

9. Support for Affected Individuals

Counselling services and well-being support for victims of cyber bullying.
Mediation and conflict resolution facilitated by HR where applicable.
Temporary work adjustments if necessary for the well-being of the affected individual.

10. Related Policies

Workplace Harassment and Bullying Policy
Social Media and Online Conduct Policy
IT Equipment Security Policy
Data Protection and GDPR Compliance Policy

11. Policy Review

This policy will be reviewed annually or immediately after any major cyber bullying incident. {{org_field_name}} is committed to creating a safe and respectful online environment for all employees and people we support.

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.