Online Safety Policy

As a registered charity, [Charity name] is committed to ensuring that online environments, digital platforms, and technology-enabled activities are used safely, responsibly, and ethically.
This Online Safety Policy sets out the Charity’s approach to protecting individuals, information, and the organisation from online risks while enabling positive and effective digital engagement.

The Trustees recognise that online safety is a critical aspect of safeguarding, data protection, and reputational risk management.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Promote safe and responsible use of online platforms and digital tools.
Protect children, vulnerable adults, and other users from online harm.
Reduce risks associated with cyber threats, misuse, or inappropriate online behaviour.
Ensure compliance with legal, regulatory, and safeguarding obligations.

1.2 This Policy supports a safe digital culture across the Charity.

Scope of the Policy

2.1 This Policy applies to:

Trustees.
Employees.
Volunteers.
Contractors and third parties acting on behalf of the Charity.

2.2 It applies to all online and digital activities connected to the Charity, including:

Websites and online services.
Email and messaging platforms.
Social media and digital communications.
Online events, meetings, and learning platforms.

Definition of Online Safety

3.1 Online safety refers to:

Measures and practices that protect individuals and organisations from harm when using digital technologies, online platforms, and internet-based services.

3.2 Online risks may include:

Exposure to inappropriate or harmful content.
Cybercrime, fraud, or phishing.
Data breaches or loss of personal information.
Online bullying, harassment, or exploitation.

Principles of Online Safety

4.1 The Charity’s approach to online safety is guided by the following principles:

Safety and wellbeing as a priority.
Proportionate and risk-based controls.
Respect for privacy and dignity.
Accountability and transparency.
Continuous learning and improvement.

4.2 Online safety responsibilities are shared by all individuals acting on behalf of the Charity.

Roles and Responsibilities

5.1 Board of Trustees

5.1.1 The Board of Trustees has overall responsibility for:

Oversight of online safety governance.
Ensuring appropriate policies and controls are in place.

5.2 Management and Designated Leads

5.2.1 Designated individuals may be responsible for:

Implementing online safety measures.
Responding to incidents or concerns.
Providing guidance and support.

5.3 Staff, Volunteers, and Others

5.3.1 All individuals must:

Use online platforms responsibly.
Follow this Policy and related procedures.
Report concerns or incidents promptly.

Safeguarding and Protection of Children and Vulnerable Adults

6.1 Where the Charity engages with children or vulnerable adults online:

Safeguarding policies apply equally to digital environments.
Additional precautions will be taken to minimise risk.

6.2 Online interactions must be:

Appropriate, professional, and transparent.
Conducted through approved platforms where possible.

Acceptable Online Behaviour

7.1 All online conduct must:

Be respectful and lawful.
Reflect the Charity’s values and codes of conduct.

7.2 Prohibited behaviour includes:

Harassment, bullying, or abusive behaviour.
Sharing inappropriate, offensive, or harmful content.
Misuse of Charity systems or platforms.

Use of Online Platforms and Social Media

8.1 Online platforms and social media must be:

Used in accordance with the Charity’s Social Media and Communications Policy.
Managed by authorised individuals.

8.2 Personal use must not:

Compromise online safety.
Damage the Charity’s reputation.

Data Protection and Privacy

9.1 Online activities must comply with:

Data protection legislation.
The Charity’s Data Protection Policy.

9.2 Personal data must be:

Collected and shared securely.
Used only for authorised purposes.

Cybersecurity and Technical Controls

10.1 The Charity will:

Implement appropriate technical and organisational measures.
Promote awareness of cyber threats such as phishing and malware.

10.2 Users must:

Follow security guidance.
Protect passwords and access credentials.

Online Content and Moderation

11.1 Where the Charity hosts online spaces:

Content will be moderated appropriately.
Clear standards of behaviour will be communicated.

11.2 Inappropriate content may be removed and further action taken.

Reporting Online Safety Concerns and Incidents

12.1 Online safety concerns or incidents must be:

Reported immediately to a designated person.

12.2 Incidents may include:

Safeguarding concerns.
Cybersecurity breaches.
Online harassment or abuse.

Responding to Online Safety Incidents

13.1 The Charity will:

Take prompt and proportionate action.
Prioritise safety and wellbeing.
Escalate matters where required.

13.2 Serious incidents may be reported to:

Regulators.
Law enforcement.
Other relevant authorities.

Training and Awareness

14.1 The Charity will:

Promote awareness of online safety risks.
Provide training or guidance where appropriate.

14.2 Training will be proportionate to roles and responsibilities.

Monitoring and Review

15.1 Online safety arrangements will be:

Monitored periodically.
Reviewed following incidents or changes in risk.

15.2 This Policy will be reviewed:

At least annually, or
Following significant legal, technological, or operational changes.

Conclusion

By adhering to this Online Safety Policy, [Charity name] ensures that digital activities are conducted safely and responsibly, protects individuals from online harm, safeguards information and reputation, and supports effective, inclusive, and compliant use of online technologies in pursuit of its charitable purposes.

Signed: ………………………………………
Chair of the Board of Trustees

Date: ………………………………………

Charity Policy templates

Accessibility Policy, Anti-Bribery Policy, Anti-Fraud and Corruption Policy, Anti-Harassment Policy, Board of Trustees Code of Conduct, Charitable Objectives Policy, Child Protection Policy, Code of Conduct for Employees and Volunteers, Community Development Policy, Community Engagement Policy, Complaints Handling Policy, Confidentiality Policy, Conflict of Interest Policy, Conflict Resolution Policy, Crisis Management Policy, Cultural Competence Policy, Data Protection and Privacy Policy, Digital Inclusion Policy, Emergency Preparedness Policy, Environmental and Sustainability Policy, Equality and Diversity Policy, Ethical Fundraising Policy, Exit Policy, Expenses Policy, Feedback and Evaluation Policy, Feedback Mechanism Policy, Financial Controls Policy, Foreign Receipts and Payments Policy, Fundraising Policy, Gift Acceptance and Donation Policy, Governance and Accountability Policy, Grant-Making Policy, Health and Safety Policy, Incident Reporting Policy, Information Sharing Policy, Intellectual Property Policy, Investment Policy, IT and Cybersecurity Policy, Learning and Development Policy, Media and Public Relations Policy, Membership Policy, Mentoring and Coaching Policy, Online Safety Policy, Partnership and Collaboration Policy, Peer Support Policy, Privacy Impact Assessment Policy, Procurement and Supplier Management Policy, Public Benefit Policy, Records Retention Policy, Remuneration and Compensation Policy, Reserves Policy, Risk Management Policy, Safeguarding Vulnerable Beneficiaries Policy, Service Delivery Policy, Social Media and Communications Policy, Social Responsibility Policy, Succession Planning Policy, Technology Use Policy, Transparency and Accountability Policy, Travel and Subsistence Policy, Volunteer Induction and Training Policy, Volunteer Management Policy, Volunteer Rights and Responsibilities Policy, Whistleblowing Policy

Disclaimer:

Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.

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