SL110-Mobile Devices (Phones and Tablets) Policy

Registration Number: {{org_field_registration_no}}

Mobile Devices (Phones and Tablets) Policy

1. Purpose

At {{org_field_name}}, we recognise the importance of mobile devices (phones and tablets) in enhancing communication, efficiency, and accessibility within our Supported Living service. This policy outlines the appropriate use, security measures, and best practices for mobile device management, ensuring compliance with CQC regulations, GDPR, the Data Protection Act 2018, and health and safety standards.

The purpose of this policy is to:

Ensure the safe and appropriate use of mobile devices within the workplace.
Protect confidential data and maintain GDPR compliance.
Prevent misuse and distractions that could compromise care quality.
Safeguard individuals receiving support, staff, and organisational data.

2. Scope

This policy applies to all staff, agency workers, contractors, and volunteers using mobile devices in the course of their work at {{org_field_name}}. It covers:

Use of work-issued and personal mobile devices
Data security and GDPR compliance
Health and safety considerations
Acceptable and unacceptable usage
Monitoring and reporting misuse

3. Related Policies

SL34 – Confidentiality and Data Protection (GDPR) Policy
SL17 – Good Governance Policy
SL07 – Safe Care and Treatment Policy
SL21 – Workplace Health and Well-being Policy
SL12 – Infection Prevention and Control Policy
SL13 – Safeguarding Adults from Abuse and Improper Treatment Policy

4. Legal and Regulatory Compliance

This policy aligns with:

CQC Regulation 17: Good Governance – Ensuring data protection and accountability in service delivery.
The General Data Protection Regulation (GDPR) and Data Protection Act 2018 – Ensuring lawful processing and protection of sensitive data.
The Health and Safety at Work Act 1974 – Managing risks associated with mobile device use.
The Equality Act 2010 – Ensuring fair access to mobile technology for all employees.

5. Mobile Device Usage Guidelines

5.1 Use of Work-Issued Mobile Devices

Work-issued mobile devices (phones and tablets) must be used only for professional purposes.
Staff must ensure devices are password-protected and encrypted.
Devices must be used discreetly and only in appropriate areas.
Personal use of work-issued devices must be minimised and in line with company guidelines.

5.2 Use of Personal Mobile Devices

Personal mobile devices should not be used for work-related tasks involving confidential information.
Employees using personal devices for work (e.g., accessing emails) must:
- Ensure GDPR compliance by not storing sensitive information locally.
- Use approved secure applications for work-related communication.
- Refrain from taking photos, recording audio, or video without explicit consent and authorisation.

5.3 Mobile Devices in Care Settings

Mobile devices must not interfere with direct care provision.
Staff must silence devices during support sessions unless essential for communication.
The use of mobile devices in confidential discussions or meetings must be restricted.

6. Data Security and Confidentiality

6.1 Protecting Personal and Organisational Data

All work-related communication via mobile devices must use secure, encrypted applications.
Staff must ensure that no confidential information is stored on personal devices.
If a work-issued device is lost or stolen, it must be reported immediately to management.
Staff must log out of systems when not in use to prevent unauthorised access.

6.2 Use of Messaging and Social Media Applications

Staff must only use approved communication tools for work purposes.
The use of WhatsApp, Messenger, or other non-secure platforms for work-related communication is strictly prohibited.
Sharing of images or personal data via social media is not permitted.

7. Health, Safety, and Well-being Considerations

7.1 Safe Use of Mobile Devices at Work

Staff must avoid using mobile devices while walking, driving, or operating equipment.
Mobile devices should be cleaned regularly in accordance with infection control procedures.
Staff should take regular breaks from screen use to reduce eye strain and fatigue.

7.2 Mental Health and Digital Well-being

Excessive use of mobile devices can lead to stress and burnout; staff should maintain healthy digital habits.
Employees should be mindful of work-life balance and avoid work-related communication outside of agreed working hours.

8. Acceptable and Unacceptable Usage

8.1 Acceptable Usage

Using mobile devices for essential communication with colleagues and managers.
Accessing and updating electronic care records securely.
Using approved applications for training, development, and information-sharing.

8.2 Unacceptable Usage

Using mobile devices for personal social media browsing during work hours.
Taking unauthorised photographs or recordings of individuals receiving support.
Using devices for non-work-related streaming, gaming, or shopping during shifts.
Accessing inappropriate or offensive material on work-issued devices.

9. Monitoring and Reporting Misuse

9.1 Monitoring Mobile Device Use

Management reserves the right to monitor the use of work-issued mobile devices to ensure compliance with this policy.
Any breaches of confidentiality, misuse, or inappropriate use will be investigated.
Staff may be required to return work-issued devices upon termination of employment.

9.2 Reporting Concerns

Any concerns regarding misuse or security risks must be reported to the Registered Manager.
Staff can escalate issues related to data breaches to the Data Protection Officer ({{org_field_data_protection_officer_first_name}} {{org_field_data_protection_officer_last_name}}, {{org_field_data_protection_officer_phone}}, {{org_field_data_protection_officer_email}}).
Concerns about inappropriate use impacting individuals receiving support should be reported to the Safeguarding Lead ({{org_field_safeguarding_lead_name}}, {{org_field_safeguarding_lead_role}}, {{org_field_safeguarding_lead_phone}}, {{org_field_safeguarding_lead_email}}).

10. Consequences of Policy Breaches

Minor breaches may result in a verbal or written warning.
Serious or repeated breaches (e.g., sharing confidential information, using personal devices inappropriately) may lead to disciplinary action, including termination.
Legal action may be taken if GDPR or data protection laws are breached.

11. Policy Review

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

Changes in CQC or GDPR regulations.
Technological updates affecting mobile device security.
Feedback from staff, regulatory bodies, or external audits.

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.