Online Safety & Digital Safeguarding
Moving MindSpace – Online Safety & Digital Safeguarding Policy (v1.0)
Online Safety Lead (DSL): Christopher Cooper Email: chris.cooper@movingmindspace.com Approved by: Directors of Moving MindSpace Review Date: Annually or sooner if legislation or technology changes
1. Policy Statement
Moving MindSpace recognises that digital technology and online communication are essential parts of how we support children, young people, and families. We are committed to ensuring that our online work is safe, secure, and trauma-informed. This policy outlines how we protect everyone involved in online sessions, communication, and digital information sharing.
2. Legal & Guidance Framework
This policy is informed by relevant UK legislation and statutory guidance, including: - The Children Act 1989 and 2004 - Keeping Children Safe in Education (KCSIE 2026), where relevant to educational settings - The Data Protection Act 2018 and UK GDPR - The Human Rights Act 1998 - The Prevent Duty (2015) - Guidance from the NSPCC and UK Safer Internet Centre
It should be read alongside Moving MindSpace’s Safeguarding & Child Protection Policy, Data Protection Policy, and Staff Code of Conduct.
3. Scope
This policy applies to all Moving MindSpace staff, mentors, counsellors, volunteers, and contractors who deliver or support services online or through digital communication. It also applies to children, young people, and families who engage with our online services. The policy covers all forms of online communication, including video calls, instant messaging, emails, and social media where relevant.
4. Roles & Responsibilities
• **Directors** are responsible for ensuring this policy is implemented and regularly reviewed. • **Online Safety Lead (Christopher Cooper)** oversees online safeguarding, investigates concerns, and ensures staff training. • **All staff, mentors, and volunteers** are responsible for following this policy and maintaining professional digital conduct. • **Young people and families** are encouraged to understand their rights, boundaries, and responsibilities online through discussion and the Digital Safety Agreement.
5. Approved Platforms & Secure Communication
Moving MindSpace primarily uses Microsoft Teams for online sessions, but may use other secure and approved platforms where appropriate. All communication should take place through official Moving Mindspace accounts or platforms approved by the Online Safety Lead. Personal email addresses, personal social media, or non-secure messaging apps must not be used for professional contact.
6. Privacy, Recording & Consent
No online sessions should be recorded without explicit written consent from all participants and their parents or carers (where applicable). Screenshots, photos, or video recordings of online sessions are not permitted unless pre-approved and securely stored. All participants should be in a safe, private space and reminded that sessions are confidential within safeguarding limits.
7. Staff Device & Account Security
Staff and mentors may use their own devices for online sessions, provided they: - Use a secure password-protected device. - Access services only through their Moving MindSpace account. - Ensure antivirus and software updates are active. - Never store personal or session data locally on devices. - Report any lost or compromised devices immediately. Staff must always log out of shared devices and use strong, unique passwords for all accounts. 8. Online Conduct, Boundaries & Social Media
All staff and mentors must maintain the same professional boundaries online as they would in person. This includes using respectful language, ensuring appropriate dress and background during sessions, and avoiding informal or private communication outside of sessions. Staff must not accept friend requests, follow, or communicate with service users via personal social media accounts. Any contact with young people or families should occur only through approved Moving MindSpace channels. Online sessions and digital communication will take place only within agreed session times and through approved Moving MindSpace platforms, unless there is an immediate safeguarding concern requiring escalation in line with the Safeguarding & Child Protection Policy.
9. Filtering, Monitoring & Cyber Security
Moving MindSpace ensures appropriate filtering, monitoring, and security measures are in place across all digital systems and accounts to prevent access to harmful or inappropriate content. Any suspected data breach, hacking attempt, or unauthorised access to systems must be reported immediately to the Data Protection Officer (Charlene Rolls) in line with the Data Protection & GDPR Policy.
10. Responding to Online Risks & Incidents
If a safeguarding concern, incident, or online risk is identified during a session, the staff member must: - End the session if anyone is at immediate risk. - Report the concern to the Online Safety Lead (Christopher Cooper) as soon as possible. - Complete a safeguarding record within 24 hours. - Preserve any relevant evidence (messages, screenshots) securely for investigation. If a concern relates to the conduct of a staff member or volunteer, it must be reported immediately to the DSL, who will follow Safeguarding & Allegations Procedures in line with LADO (Local Authority Designated Officer) guidance. Where online behaviour raises wider conduct concerns, this will also be considered in line with the Positive Behaviour & Relationships Policy.
11. Digital Wellbeing & Trauma-Informed Practice
We recognise that online environments can impact emotional regulation, focus, and comfort. Staff are encouraged to check in with young people about how they experience online sessions, and to offer breaks, visual aids, or alternative formats where needed. Our goal is to make digital engagement feel as safe, grounded, and person-centred as possible. 12. Training, Support & Parental Awareness
All staff and mentors receive training in online safety, digital safeguarding, and trauma- informed digital practice. Refresher sessions are provided annually or when significant changes occur in technology or guidance. Parents and carers are encouraged to be aware of how online sessions are delivered and to discuss online safety expectations with their child or young person.
13. Monitoring & Review
The Online Safety Lead and Directors will review this policy annually, or sooner if required by changes in legislation, technology, or organisational practice. Feedback from staff and families will inform updates to ensure ongoing relevance and safety.
Appendix: Young People’s Digital Safety Agreement
Each young person and family taking part in online sessions is invited to review and agree to our Digital Safety Agreement, which includes: - Using only approved platforms and accounts. - Respecting privacy and confidentiality during sessions. - Not recording or sharing session content. - Speaking up if anything online feels uncomfortable or unsafe. Parents and carers are encouraged to review this agreement with their child or young person to ensure understanding and shared commitment.
Approved by: The Directors of Moving MindSpace Date: 24/10/2025 Next Review: 24/10/2026 Version: 1.0
Policy reference: OS01 — Version 1.0 — Approved by Directors of Moving MindSpace — Review due: 24/10/2026