Mobile Phone Policy — Staff
Info
Status: pending-signoff · Version: 05.26 · Last reviewed: 2026-05-21 · Next review: 2027-05-21 Owner: Head · Approved by: Proprietor + Governing Body
1. Purpose
This policy sets out the expectations on staff regarding the use of mobile phones and personal devices during the course of their work for The Haven. It supports safeguarding, professionalism, data protection, and respectful working environments.
2. Scope
This policy applies to all staff, volunteers, contractors and governors during the course of their work, whether in online sessions, training delivery, in-person events, or other The Haven / Haven activity.
3. Expectations during online sessions
- Personal mobile phones should not be used during live sessions except where required for the work itself (e.g. multi-factor authentication, professional communication relevant to the session).
- Notifications should be silenced or set to non-disruptive.
- Phones should not be visible to learners during sessions.
- Photographing or recording any part of a live session on a personal device is prohibited.
4. Communication with learners and families
- Staff must not contact learners or families via their personal mobile number, personal messaging apps, or personal social media accounts.
- All communication with learners and families goes through approved The Haven / Haven channels.
- A breach of this rule is treated as a serious safeguarding concern and is escalated under the Managing Allegations and Low-Level Concerns policies.
5. Storage of work-related information on personal devices
Staff should avoid storing The Haven information on personal devices wherever possible. Where work is conducted on a personal device, the BYOD Policy applies. Personal data must not be downloaded to a personal device except in line with that policy.
6. In-person events
- During in-person events, staff use phones professionally and discreetly.
- Phones must not be used to photograph or record learners, families or other staff without explicit consent.
- Calls and messages are managed in a way that does not disrupt the event.
7. Emergencies
Staff may use personal phones in genuine emergencies. The use of a personal phone in an emergency is recorded and reported to the Head.
8. Breach
Breach of this policy is addressed under the Staff Conduct Policy and, where appropriate, the Managing Allegations Policy. Persistent or serious breach may constitute gross misconduct.
9. Related documents
- Staff Conduct Policy
- BYOD Policy
- Online Safety Policy
- Data Protection Policy
- Safer Recruitment Policy
- Managing Allegations Policy
- Low-Level Concerns Policy
- Whistleblowing Policy
10. Review
This policy is reviewed annually by the Head and approved by the Board of Governors.
| Document version | 1.0 |
|---|---|
| Date issued | May 2026 |
| Next review | May 2027 |
| Document owner | Head |
| Approved by | Board of Governors |