Technology Use Policy

As a registered charity, [Charity name] is committed to the responsible, secure, and effective use of technology to support its charitable purposes and day-to-day operations.
This Technology Use Policy sets out the standards and expectations governing the use of information technology, digital tools, and electronic systems by individuals acting on behalf of the Charity.

The Trustees recognise that appropriate use of technology is essential to safeguarding information, maintaining operational effectiveness, and protecting the Charity’s reputation.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Promote responsible and appropriate use of technology.
Protect the Charity’s digital systems, data, and information assets.
Reduce risks associated with misuse, security breaches, or inefficiency.
Ensure compliance with legal, regulatory, and ethical obligations.

1.2 This Policy supports safe, consistent, and effective use of technology across the Charity.

Scope of the Policy

2.1 This Policy applies to:

Trustees.
Employees.
Volunteers.
Contractors, consultants, and third parties with access to Charity technology.

2.2 It applies to all technology used for Charity purposes, including:

Computers, laptops, and mobile devices.
Email and communication systems.
Cloud services, databases, and software.
Internet and digital platforms.

Principles of Technology Use

3.1 Technology use within the Charity will be guided by the following principles:

Appropriate use for authorised Charity purposes.
Security and protection of information.
Compliance with law and Charity policies.
Respect for confidentiality and privacy.
Accountability for individual actions.

3.2 Technology must not be used in a manner that brings the Charity into disrepute.

Authorised Use of Technology

4.1 Technology provided or approved by the Charity must be used:

Primarily for Charity-related activities.
In accordance with this Policy and related procedures.

4.2 Limited personal use may be permitted where:

It does not interfere with duties.
It does not incur additional cost or risk.
It complies with this Policy.

Prohibited Use

5.1 The following activities are strictly prohibited:

Accessing or distributing unlawful, offensive, or inappropriate material.
Attempting to gain unauthorised access to systems or data.
Downloading unauthorised software or content.
Using Charity technology for personal gain or non-Charity business.

5.2 Misuse may result in disciplinary or other appropriate action.

Access Controls and User Responsibilities

6.1 Access to systems will be:

Role-based.
Restricted to authorised users only.

6.2 Users must:

Keep login credentials secure.
Not share passwords or access rights.
Log out or secure devices when unattended.

Data Protection and Confidentiality

7.1 All use of technology must comply with:

Data protection legislation.
The Charity’s Data Protection and Confidentiality Policies.

7.2 Personal and sensitive data must:

Be accessed only where authorised.
Be handled securely at all times.

Email, Internet, and Communications Use

8.1 Email and internet access must be used responsibly and professionally.

8.2 Users must:

Be vigilant against phishing and cyber threats.
Avoid opening suspicious links or attachments.
Use official Charity accounts for Charity business.

Mobile Devices and Remote Access

9.1 Mobile devices used for Charity purposes must:

Be protected with appropriate security measures.
Be reported immediately if lost or stolen.

9.2 Remote access to Charity systems must:

Be authorised.
Use secure connections and approved devices.

Software and Systems

10.1 Only approved software and systems may be installed or used for Charity business.

10.2 Users must not:

Modify system settings.
Install unauthorised applications.

Monitoring and Privacy

11.1 The Charity reserves the right to:

Monitor use of its technology systems.
Access information where necessary for security, compliance, or investigation.

11.2 Monitoring will be:

Proportionate.
Conducted in accordance with legal requirements.

Incidents and Breaches

12.1 Any suspected or actual technology misuse, security incident, or data breach must be:

Reported immediately.

12.2 Incidents will be managed in accordance with:

The Charity’s Incident Reporting and IT/Cybersecurity Policies.

Training and Awareness

13.1 The Charity will:

Provide guidance and training on appropriate technology use.
Promote awareness of cyber risks and responsibilities.

13.2 Users are responsible for familiarising themselves with this Policy.

Governance and Responsibility

14.1 The Board of Trustees has overall responsibility for technology governance.

14.2 Day-to-day management may be delegated, but accountability remains with the Trustees.

Monitoring and Review

15.1 This Policy will be reviewed:

At least annually, or
Following significant changes in technology, law, or Charity operations.

15.2 Any amendments must be approved by the Board of Trustees.

Conclusion

By adhering to this Technology Use Policy, [Charity name] ensures that technology is used responsibly, securely, and effectively, supporting its charitable purposes while protecting information assets, maintaining compliance, and safeguarding public trust.

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

Date: ………………………………………

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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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