On-Line Safety Policy  

 

1. Purpose  

Partners in Creative Learning CIC (PiCL) is committed to safeguarding all participants, especially children, young people and adults at risk, when interacting online.  

 

This policy outlines how we ensure a safe, secure, and positive online environment across all our digital activities, in schools and beyond.  

 

2. Scope  

This policy applies to:  

  • PiCL staff, creative practitioners, consultants, volunteers, and Board Members.  

 

  • Any child, young person, adult at risk, school staff, parent/carer, or external partner engaging with PiCL services online.  

 

  • All use of digital communication and technology, including websites, email, social media, video calls, and online learning platforms.  

 

3. Principles  

  • Child-centred: Children's wellbeing is at the heart of all our online interactions.  

 

  • Safety First: We actively manage risks associated with digital communication.  

 

  • Respectful Communication: We maintain professional, positive, and appropriate interactions online.  

 

  • Privacy and Data Protection: We safeguard personal information in line with GDPR and UK data protection laws.  

 

 

4. Online Interaction Standards  

Our online activity includes, but is not limited to: 

  • Social media posting about activities which have taken place or will take place, including children, young people and adults.  

  • Facilitating online spaces for discussion or ideas sharing about our activity and related subjects, currently restricted to adults.  

  • Hosting meetings and online discussion groups.  

  • Hosting online workshops, activities, presentations and interactive sessions.  

 

Our activity is delivered in line with the Online Safety Act.  

 

All online workshops and communications must be supervised by a responsible adult from the school when engaging with school groups. 

 

Language, content, and conduct must be age-appropriate and inclusive.  

 

5. Website and Social Media  

The PiCL website (www.picl.uk.com) will be kept up-to-date, safe, and secure. 

 

Images or videos featuring children will only be used with prior written parental/carer consent and in line with UKGDPR and PiCL’s Privacy Policy. 

 

Comments and interactions on social media platforms will be monitored and moderated by PiCL team members.  

 

Any inappropriate content or external links identified on our digital platforms will be removed or reported immediately.  

 

All staff are required to read the Employee handbook when they are inducted, which has more in-depth detail about their responsibilities when using social media. 

 

Staff must only use PiCL-approved platforms for online workshops, communications and media sharing. Currently they are as follows: 

  • Facebook 

  • Instagram 

  • LinkedIn 

  • TikTok 

  • YouTube 

  • Microsoft Teams 

 

Additionally, other platforms currently in use by PiCL team members, which may be used in conjunction with participants include but are not limited to: 

  • Mentimeter 

  • Canva 

  • Miro 

  • Mailchimp 

  • Zoom 

  • Padlet 

 

 

This is subject to change dependant on platform ethics, new technology and needs of the projects we are working on. The PiCL team will monitor platform use at regular team meetings.  

 

Personal social media accounts must not be used for professional contact with children, young people or adults at risk.  

 

 

6. Data Protection and Privacy  

Personal information gathered online (e.g., workshop registrations, enquiries) is handled securely and only for its intended purpose, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

 

We do not collect unnecessary personal data and will never share data with third parties without consent.  

 

See our Privacy Policy for more detailed information (https://www.picl.uk.com/privacy-policy). 

 

 

7. Online Safety Breaches  

Any concerns about online behaviour, security breaches, or safeguarding incidents must be reported immediately to the Finance and Operations Manager, PiCL’s Designated Safeguarding Lead (DSL), who will take appropriate immediate action and refer the concern to the Executive Director and Board. 

 

In the absence of the DSL, concerns should be escalated to the Executive Director. All online safeguarding concerns will be handled in accordance with our overarching Safeguarding Policy 

 

We will respond to any reports of online bullying, exploitation, or misconduct swiftly, in line with our Safeguarding Policy (https://www.picl.uk.com/s/PICL-safeguarding-policy-V2-150824.pdf) 

 

8. Roles and Responsibilities  

The Designated Safeguarding Lead (DSL) oversees online safeguarding and addresses concerns and is the first point of contact for reporting.  

 

The Finance and Operations Manager will ensure that new staff, Board Members and volunteers are required to familiarise themselves with this policy as part of their induction process. Creative Practitioners and consultants are signposted to this policy as part of our commissioning process.  

 

  • Schools and Partners: Support safe participation during online workshops.  

 

  • Children and Young People: Are encouraged to use technology responsibly and report any concerns.  

 

  • All staff members appointed by, employed by or working on behalf of PiCL have responsibility to maintain our standards of safeguarding, comply with legislation and ensure the safety and well-being of groups and individuals we are working with.  

 

  • All PiCL staff, creative practitioners, and volunteers must complete safeguarding and online safety training appropriate to their role. This training is refreshed at least every two years 

 

9. Policy Review  

This policy will be reviewed annually or sooner, if necessary, to reflect changes in legislation, technology, or best practice.  

 

10. References 

  • Online Safety Act 2023 

https://www.gov.uk/government/publications/online-safety-act-explainer/online-safety-act-explainer 

  • NSPCC keeping Children Safe Online 

https://www.nspcc.org.uk/keeping-children-safe/online-safety/ 

  • Keeping Children Safe in Education 2024 

https://assets.publishing.service.gov.uk/media/66d7301b9084b18b95709f75/Keeping_children_safe_in_education_2024.pdf 

 

 

Next Review Due: May 2026