Online Safety Policy

Purpose

Jamma Wellbeing is committed to promoting safe, responsible and respectful use of digital technology and online platforms. This Online Safety Policy outlines the measures we take to protect children, young people, adults, staff, volunteers, associates and partners when engaging in online activities connected to our work.

The policy supports our wider safeguarding responsibilities and applies to all online communication, virtual delivery, digital content and use of technology within Jamma Wellbeing activities.

2. Scope

This policy applies to:

  • Employees
  • Volunteers
  • Trustees
  • Associates and subcontractors
  • Participants and service users
  • Partner organisations involved in delivery

It covers:

  • Online training sessions
  • Video conferencing platforms
  • Social media activity
  • Email and messaging communication
  • Digital learning resources
  • Online meetings and webinars
  • Use of organisational devices and systems

 

3. Our Commitment

Jamma Wellbeing will:

  • Promote safe and responsible online behaviour
  • Protect individuals from online harm, abuse, exploitation or harassment
  • Ensure appropriate safeguarding measures are in place during virtual delivery
  • Use secure and professional communication methods
  • Respect privacy, confidentiality and data protection requirements
  • Respond appropriately to online safety concerns or incidents
  • Encourage positive digital wellbeing and healthy online boundaries

 

4. Safe Online Practice

All staff, volunteers and associates are expected to:

  • Use professional and respectful communication at all times
  • Maintain appropriate boundaries when communicating online
  • Use approved platforms and systems for delivery and communication
  • Avoid sharing personal contact details unless authorised
  • Protect passwords, devices and sensitive information
  • Report concerns relating to online safety, cyber security or inappropriate behaviour
  • Follow safeguarding and data protection procedures during all online activity

 

5. Online Delivery Expectations

When delivering online sessions, Jamma Wellbeing will aim to:

  • Use secure meeting platforms with appropriate settings
  • Share joining details appropriately and securely
  • Ensure participants understand expected behaviour
  • Monitor sessions appropriately where possible
  • Respond promptly to disruptive, harmful or inappropriate conduct
  • Ensure online content remains appropriate, inclusive and trauma-informed

Where sessions involve children or vulnerable adults, additional safeguarding procedures may apply.

 

6. Social Media and Digital Communication

Representatives of Jamma Wellbeing must:

  • Communicate professionally on social media and digital platforms
  • Avoid posting offensive, discriminatory or inappropriate content
  • Respect confidentiality and consent when sharing images, stories or information
  • Ensure public communications align with organisational values and safeguarding standards

 

7. Cyber Security and Data Protection

Jamma Wellbeing will take reasonable steps to protect digital systems and information by:

  • Using password-protected systems and devices
  • Keeping software and platforms updated where possible
  • Limiting access to sensitive information appropriately
  • Following relevant UK GDPR and data protection requirements
  • Reporting suspected breaches or cyber incidents promptly

 

8. Reporting Concerns

Any online safety concern, safeguarding issue, cyber security risk or inappropriate online behaviour should be reported immediately to a manager, safeguarding lead or trustee.

Concerns will be handled seriously, sensitively and in line with safeguarding and data protection procedures.

 

9. Monitoring and Review

This policy will be reviewed annually or sooner if legislation, guidance, technology or operational needs change.

Policy Owner: Jamma Wellbeing
Review Frequency: Annual
Version: 1.0
Date: April 2026