Personal Mobile Devices Policy

About this Policy

This policy sets out the appropriate use, management and security of personal mobile devices at work. The policy provides guidelines for colleagues to ensure devices are used in such a way that does not compromise the Society or its colleagues in any way.

This policy applies to all employees (whether employed on a full-time, part-time, fixed term or permanent basis), including agency workers or self-employed contractors. Anyone visiting our premises must also comply with the guidelines set out in the policy.

Personal mobile devices for the purpose of this policy are defined as equipment and technology that is not purchased or supplied by the Society for the purposes of a colleague’s job role. They are personally owned by and used solely by the colleague.

Personal mobile devices are inclusive of, but not limited to:

• Mobile Phones

• Tablets

• IWatches

• Cameras

This policy does not form part of any employee’s contract of employment and we may amend it at any time. 

This policy is to be read in conjunction with the Acceptable use of IT Facilities Policy and the Society’s Data Protection Policies.

Failure to comply with this policy will be dealt with in accordance with our Disciplinary Policy.

Who is Responsible for this Policy?

All colleagues are expected to follow the guidelines set out in this policy. Colleagues are asked to work with their line manager in the first instance to seek resolution or if they need assistance with this policy. It is the responsibility of all colleagues to be vigilant and report any concerns to their line manager.

All managers must treat colleagues fairly and consistently in accordance with this policy.  Managers must ensure all colleagues and visitors are informed of the policy and any signage to support this policy is clearly displayed in the appropriate places.

The Use of Personal Devices at Work

The Society understands that colleagues may need to use their personal mobile devices during their working day. However, colleagues must limit the use of their own devices to allocated break times and in dedicated break areas, unless otherwise agreed with their manager. Colleagues and visitors of our Society nurseries must never use mobile devices whilst children are present or in view.

Under no circumstances should personal mobile devices be used whilst colleagues are working in or visiting designated customers, or member areas, for example: shop floors or nursery premises. Personal mobile devices should be stored in a safe place and turned off, or in silent mode.

It is important to note that the Society does not accept liability for personal mobile devices which colleagues choose to bring to their place of work.

Colleagues should adhere to any local procedures in relation to the use of mobile phones in their work area.

Charging personal mobile devices on Society premises is not permitted as the Society does not have visibility that the charging device has been PAT tested (Portable Appliance Tested) accordingly. 

Emergencies and Exceptional Circumstances

We appreciate there may be emergency situations or exceptional circumstances that require colleagues to use personal mobile devices during working time. In such instances, colleagues must discuss this with their line manager and any necessary communication should be done during break times wherever possible.

Colleagues should record their workplace contact number so they can be contacted in the event of an emergency.

Accessing Society Systems and Data on Personal Devices

Colleagues may access certain Society systems on their personal mobile devices outside of working hours, for example: Colleague Connect, Kronos app and Outlook. Colleagues are reminded that this practice is entirely voluntary on their behalf, and when doing so are bound by the content of the Society’s Acceptable use of IT Facilities Policy and Data Protection Policy

Colleagues must not access any part of the IT facilities for which they do not have authorisation. If colleagues have a legitimate business reason or are wishing to access data or programs on their personal mobile device, they must first raise this with their line manager. Colleagues are provided with Society mobile phones where it is necessary in the performance of their role.  

Additional Support

If you have any questions regarding this policy or require additional support, you should speak to your line manager. Alternatively, you can contact the HR advisor for your business group, or contact the HR advice line on 01926 516 469.