About this policy

This Acceptable Usage Policy covers the security and use of all Bradford South District Scouts IT systems. This policy applies to all Bradford South District Scouts employees, volunteers and partners.

This policy applies to all information, in whatever form, relating to Bradford South District Scouts charity activities, and to all information handled by Bradford South District Scouts relating to other organisations with whom it deals. It also covers all IT and information communications facilities operated by Bradford South District Scouts or on its behalf.

This policy will be issued to all new users of Bradford South District Scouts IT systems to agree to. Thereafter, the continued use of IT systems will be considered as acceptance of this policy.

Services provided by Bradford South District Scouts

Bradford South District Scouts provides members with free access to Microsoft 365. This gives anywhere access to professional email, calendar, word pressing and cloud storage services to volunteers within the District and its Scout Groups.

Microsoft 365 provides members with access to the full suite of Office business apps, including; Word, Excel, PowerPoint, Publisher and Outlook, as well 1TB of free cloud storage via OneDrive.

Services Include:

  • A free email address either; firstname.lastname@bradfordsouthscouts.org.uk or role@bradfordsouthscouts.org.uk.
  • Secure personalised business-class email, calendar, and contacts.
  • Personal file storage and sharing, including collaboration services to securely store and backup documents.
  • Unlimited online meetings, instant messaging, audio, HD video & web conference.

Access Control

Access to the Stafford District Scouts IT systems and digital services is controlled by the use of user IDs and passwords.

All User IDs and passwords are to be uniquely assigned to named individuals and consequently, individuals are accountable for all actions on Stafford District Scouts IT systems.

The District Media and Communications team are responsible for administering IT services and accounts.

Accounts must be requested via the District Website.

Upon request, the District Media and Communications team may perform a check on the Scout Association’s adult membership system to ensure you are eligible for an account. further checks may be performed to check continued eligibility.

Account Entitlement

If your role is registered on the Scout Association’s adult membership system then we can supply you with an IT account. This does not apply to those with only Group/District Occasional Helper roles.

Accounts can be deactivated for the following reasons.

  • Account not logged into for over 130 days.
  • You leave Scouting with Stafford District.
  • You are suspended from Scouting.
  • You have not agreed to the Acceptable Use Policy.

Deactivated accounts will be archived and may be made available to your Scouting line manager, or delegate, for continuity and compliance purposes.

Account Conditions of Use

Use of Bradford South District Scouts digital services are intended for charity use. All individuals are accountable for their actions across all the digital services.

What is expected?

  • Members are responsible for their behaviour on the District’s digital services.
  • You are bound by the Scout Association and Stafford District Scout’s rules for behaviour, communications, and safeguarding (Yellow Card), and the values of the Scout Law and Promise.
  • Adult Volunteers will do their induction training which includes GDPR, Safeguarding etc, within 3 months of their role start date.

Do’s

  • Be kind online.
  • Reset your password as soon as you have been sent your login information.
  • Be respectful of others and their opinions, even if they are wrong.
  • Keep your password private – no one else should know it.
  • Think about your online safety and the safety of others, by thinking about what you share, only send messages and pictures that you would be happy to receive.
  • Use your account and applications positively.
  • Report any suspicious emails or other things that look suspicious – please email the Media and Communications Team.

Do Not’s

  • Allow anyone else to use your account.
  • Leave your user accounts logged in and unattended on an unlocked computer.
  • Use someone else’s user ID and password.
  • Leave your password unprotected.
  • Perform any unauthorised changes to Bradford South District Scouts IT systems or information.
  • Attempt to access data you are not authorised to use or access.
  • Exceed the limits of their authorisation or specific business need to interrogate the system or data.
  • Give or transfer Bradford South District Scouts data or software to any person or organisation outside Bradford South District Scouts without the authority of Bradford South District Scouts.
  • Use the internet or email for harassment or abuse.
  • Use profanity, obscenities, or derogatory remarks in communications.
  • Access, download, send or receive any data (including images), that Stafford District Scouts considers offensive in any way, including sexually explicit, discriminatory, defamatory or libellous material.
  • Use the internet or email to make personal gains or conduct personal business.
  • Send unprotected sensitive or confidential information externally.
  • Make official or contractual commitments through the internet or email on behalf of Stafford District Scouts unless authorised to do so.
  • In any way infringe any copyright, database rights, trademarks or other intellectual property.

Important Information:

  • This email account is the property of Bradford South Scouts and is to be used exclusively for Scouting-related activities.
  • All data within this mailbox is subject to Bradford South Scouts’ IT policies and the UK General Data Protection Regulation (GDPR).
  • As a data controller, you are responsible for ensuring the confidentiality and integrity of any personal data processed through this account.

This includes:

  • Only collecting and processing data necessary for your Scouting role
  • Storing data securely and not sharing it with unauthorised parties
  • Reporting any potential data breaches immediately to the designated Data Protection Officer (help@bradfordsouthscouts.org.uk)
  • Upon the conclusion of your role, access to this mailbox may be granted to authorised members of the district team as part of the off-boarding process and role re-allocation.
  • You have a duty to keep your login credentials secure and not share them with anyone else.
  • Regularly review and delete any unnecessary personal data to comply with data minimisation principles.
  • Be aware that Bradford South Scouts may monitor email usage for security and compliance purposes, in accordance with applicable laws and internal policies.
  • If you have any questions about data protection or the use of this email account, please contact our Data Protection Officer at help@bradfordsouthscouts.org.uk

Review

Last Updated: January 2024
Approved District Trustee Board: January 2024