Personal Mobile Devices Policy

This policy has been designed to help colleagues understand the parameters of using their personal mobile devices at work and to reduce any risk to the Society and/or individual colleagues as a result of improper use. This policy lays out the rules for accessing Society networks, systems and information on personal mobile devices and the correct use of such equipment during working time to ensure that neither bring the Society as a whole or individual colleagues into disrepute.

Personal mobile devices for the purpose of this policy are defined as equipment and technology that is not purchased or supplied by The Midcounties Co-operative 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

The use of personal devices at work

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. The Society recommends that all personal mobile devices are stored in an appropriate secure facility such as a locked unit or a safe in a designated staff area.

When working in or visiting any of the Society’s premises, colleagues are prohibited from using any personal mobile device during working time unless they are in a designated staff area where the use of such devices is expressly permitted and no children are present or in view. Personal devices should not be used whilst on shift and in your place of work i.e. shop floor, offices, on sites around the Society estate. The use of personal mobile devices is permitted during colleagues designated break times and areas only. Charging personal mobile phone devices at work 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.

We expect colleagues to behave appropriately and reasonably using their personal mobile devices whilst at work in accordance with this policy, but the Society accepts that there may be some emergency reasons why colleagues may need to use them during working time. In such instances, colleagues must discuss this with their Line Manager and any necessary personal calls or text messages should be done during break time or at lunch times wherever possible. Personal mobiles and other personal communication devices are not to be visible, answered or used in customer facing environments.

If you are a carer and you need to make or receive urgent calls in connection with your carer responsibilities, please ensure that you agree this with your Line Manager so that your access to a telephone at work is agreed between you, particularly because there are some areas within the business where use of a phone is otherwise prohibited.

In the unlikely event that colleagues use their own personal mobile device for essential work calls, the cost of this may be claimed back in line with the Society’s Expenses Policy.

Childcare sites

In our Childcare establishments the use of personal mobile devices (including other such telecommunication devices with camera and/or video recording capability) is strictly prohibited. Any such device must be kept in a locker or other secure place in a designated staff area when children are on site. All colleagues are under a duty to make any person (including contractors, inspectors and prospective clients) visiting our Childcare establishments aware of the Society’s policy relating to mobile devices and ensure that all such devices are turned off whilst the person is on the premises. Any person visiting our Childcare establishments is prohibited from using any mobile device whilst on the premises. It is prohibited for photographs or videos to be filmed on the premises of our Childcare establishments, except in exceptional circumstances (e.g. annual class photography) and with the prior written consent of the Nursery Manager. All colleagues are under a duty to ensure that this policy is adhered to and complied with by parents and visitors to our Childcare establishments.

Accessing Society systems and data on personal devices

The Society understands that colleagues may choose to access Society systems and data on their personal mobile devices outside of working hours (Intranet, Outlook emails, Kronos app), however 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 IT policy. It is important to note that colleagues do not have the permission to connect to and or use the Society’s Wi-Fi networks on their personal mobile device at any time.

You must not access any part of the IT facilities for which you do not have authorisation. If you have a legitimate business reason or are wishing to access data or programs on your personal mobile device, you must first gain express authorisation from your Line Manager. Colleagues are reminded that when accessing any Society systems or data on their personal mobile device they are prohibited from exchanging details of this activity with any other party. Any breach of this policy, including if you deliberately or without good cause access any part of the Society’s IT facilities on your personal mobile device for which you do not have authorisation, or breach data protection by sharing Society information that you have access to on your personal mobile device, may result in disciplinary action being taken against you which may include dismissal.