{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"sidebar","areas":[{"items":[{"type":"Plain","cta":"","body":"\u003Cp\u003EPlease note that nothing on this page should be deemed as an endorsement or mandate for the use of certain tools and the decision to progress with any tool should be made by your local Trustee Board.\u003C/p\u003E","link":null,"colour":"#003982","title":"","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003EThere are many different platforms you can use to communicate online. If you\u2019re not familiar with some of these platforms, ask family and friends what platforms they use, and whether they\u2019re finding them easy to use. They\u2019re all slightly different with different features, and most importantly, different levels of security and privacy.\u003C/p\u003E\n\u003Cp\u003EAs we\u0027re not able to give any tech advice or help you with using specific digital tools, if you have technical questions it\u0027s best to contact customer services for the platform you\u0027re using.\u003C/p\u003E\n\u003Cp\u003EIt\u0027s important to differentiate between your own personal use of these platforms and when using them for Scout matters. Personal data that is captured within these platforms, when being used for Scout matters may be subject to data subject rights requests under the UK Data Protection Act 2018.\u003C/p\u003E\n\u003Ch3\u003EPopular platforms\u003C/h3\u003E\n\u003Cp\u003EHere are some popular platforms you might want to look at when deciding how to run your activity or session online. They have different benefits and features, so think about which might work best for you and your group.\u003C/p\u003E\n\u003Cp\u003EFor any concerns related to the apps in this guidance or any others, please raise formally through the volunteer line-management chain.\u003C/p\u003E\n\u003Cp\u003EMake sure the platform you\u0027re using is secure and that no one who isn\u2019t part of your group can gain access. Platforms like WhatsApp, Skype and FaceTime only allow access to selected users, ie: no one can join a group on one of these platforms without approval from the admin or a code/link to the call.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EBreakout rooms\u0026nbsp;\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EDuring your virtual meetings, if you have an activity that will involve breaking out into a smaller group, as long as there is more than one young person within the group, you do not need more than one adult to be present. This will ensure that the \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/safe-scouting-cards/safeguarding-code-of-conduct-for-adults-yellow-card/\u0022 title=\u0022Young People First - Yellow Card\u0022\u003EYellow Card\u003C/a\u003E is being adhered to at all times.\u003C/p\u003E\n\u003Cp\u003EFor example: If you have five young people within a breakout activity with one adult, this is acceptable. Although it is not OK to have one adult with one young person in any activity.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EIf you experience an incident:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul style=\u0022font-variant: normal; text-decoration: none;\u0022\u003E\n\u003Cli\u003EClose the chat immediately.\u003C/li\u003E\n\u003Cli\u003ETell the parents that an incident has occurred.\u003C/li\u003E\n\u003Cli\u003EReport to the police locally if the incident involved criminal activity.\u003C/li\u003E\n\u003Cli\u003EReport to \u003Ca href=\u0022mailto:safeguarding@scouts.org.uk\u0022\u003Esafeguarding@scouts.org.uk\u003C/a\u003E to log the incident and the team can provide support to any young people affected if required.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":false,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3\u003EZoom\u003C/h3\u003E\n\u003Cp\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://zoom.us/\u0022 target=\u0022_blank\u0022 title=\u0022Zoom website\u0022\u003EGo to the Zoom website\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGood for:\u003C/strong\u003E\u0026nbsp;Can be used for interactive video calling for free for up to 100 participants for up to 40 minutes.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ENot good for:\u003C/strong\u003E Should not be used as a file store.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESecurity: \u003C/strong\u003EYou can protect your Zoom meeting from uninvited guests (often known as \u2018gatecrashing\u2019) by following the below guidance:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe host should use the most up-to-date version of Zoom.\u003C/li\u003E\n\u003Cli\u003EUse a different password for each meeting using alphabetical and numerical characters.\u003C/li\u003E\n\u003Cli\u003ESend the password separately to the room ID, preferably through a separate channel.\u003C/li\u003E\n\u003Cli\u003EChange your meeting settings to allow only signed-in users to join.\u003C/li\u003E\n\u003Cli\u003EOperate a waiting room this will allow the moderator to not admit anyone not recognised.\u003C/li\u003E\n\u003Cli\u003EDo not allow screen sharing.\u003C/li\u003E\n\u003Cli\u003ELock the meeting.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ERead more on the \u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.zoom.com/en/blog/keep-uninvited-guests-out-of-your-zoom-meeting/\u0022 target=\u0022_blank\u0022 title=\u0022How to Keep Uninvited Guests Out of Your Zoom Meeting\u0022\u003EZoom blog\u003C/a\u003E on keeping your meetings private.\u003C/p\u003E\n\u003Cp\u003ESettings can be configured based on your needs. The \u003Ca rel=\u0022noopener\u0022 href=\u0022https://support.zoom.com/hc/en/article?id=zm_kb\u0026amp;sysparm_article=KB0064901\u0022 target=\u0022_blank\u0022 title=\u0022Zoom meeting settings\u0022 data-anchor=\u0022?id=zm_kb\u0026amp;sysparm_article=KB0064901\u0022\u003EZoom help centre\u003C/a\u003E provides further guidance on how to do this.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EMinimum age\u003C/strong\u003E: 16 years old to sign up to host a call.\u003C/p\u003E\n\u003Cp\u003EFor further support using digital tools like Zoom, email the Digital Eagles at \u003Ca href=\u0022mailto:digitaleaglehq@barclays.com\u0022\u003Edigitaleaglehq@barclays.com\u003C/a\u003E to be linked up with one of their team.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EBackgrounds you can use on your Zoom calls:\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EYou can find backgrounds for you to use on your live video calls, such as on Zoom, on the\u0026nbsp;\u003Ca rel=\u0022noopener\u0022 href=\u0022https://scoutsbrand.org.uk/catalogue/category/digital/wallpaper-and-backgrounds\u0022 target=\u0022_blank\u0022 title=\u0022Wallpaper and backgrounds (Scout brand centre website)\u0022\u003EScout brand centre\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EAccessibility features on Zoom:\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cspan\u003EThe Zoom help centre has a useful\u0026nbsp;\u003Ca rel=\u0022noopener\u0022 href=\u0022https://support.zoom.com/hc/en/article?id=zm_kb\u0026amp;sysparm_article=KB0067050\u0022 target=\u0022_blank\u0022 title=\u0022keyboard shortcuts zoom\u0022 data-anchor=\u0022?id=zm_kb\u0026amp;sysparm_article=KB0067050\u0022\u003Earticle on hot keys and keyboard shortcuts\u003C/a\u003E.\u003C/span\u003E\u003C/p\u003E","label":"Zoom"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3\u003EWhatsApp\u003C/h3\u003E\n\u003Cp\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.whatsapp.com/\u0022 target=\u0022_blank\u0022 title=\u0022WhatsApp website\u0022\u003EGo to the WhatsApp website\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGood for:\u003C/strong\u003E Closed group text communications on mobile devices. Ability to share photos and video.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ENot good for:\u003C/strong\u003E Group video/voice calls, groups are limited to four people. Should not be used as a file store.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESecurity:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EData is encrypted.\u003C/li\u003E\n\u003Cli\u003EAs a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EMinimum age:\u003C/strong\u003E 13 years old.\u003Cbr\u003E\u003Cbr\u003E\u003Cstrong\u003EPlease note:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe user must adhere to the age restrictions of the platform.\u003C/li\u003E\n\u003Cli\u003EThere must be more than 1 adult in the group.\u003C/li\u003E\n\u003Cli\u003EThere must never be 1:1 contact between an adult and a young person (and any 1:1 contact from a young person should not be responded to and parent/carer and line manager should be informed).\u003C/li\u003E\n\u003Cli\u003EEnsure you only use WhatsApp with individuals that are your contacts.\u003C/li\u003E\n\u003Cli\u003EGain the permission of individuals who you intend to add to WhatsApp groups, as their details will be shared with all members on that group.\u003C/li\u003E\n\u003Cli\u003EIndividuals must never be pressured into using WhatsApp, and those who choose not to should not be put at any disadvantage.\u003C/li\u003E\n\u003Cli\u003ELimit the number of WhatsApp group admins to only those that are required.\u003C/li\u003E\n\u003Cli\u003ERemove individuals from WhatsApp groups when they are no longer required in them, this is especially important for group admins.\u003C/li\u003E\n\u003Cli\u003EWhen WhatsApp groups themselves are no longer required the group admin should remove all members and then delete the group.\u003C/li\u003E\n\u003Cli\u003ELimit the data exchange on WhatsApp to what is needed and appropriate, avoid adding any data relating to young people or volunteers.\u003C/li\u003E\n\u003Cli\u003EAvoid discussing personal or sensitive matters on Scouts groups.\u003C/li\u003E\n\u003Cli\u003EDo not share inappropriate material or things that may cause offense.\u003C/li\u003E\n\u003Cli\u003EEnsure that all posts adhere to the Scout values of integrity, respect, care, belief and co-operation.\u003C/li\u003E\n\u003Cli\u003EReview the security and privacy sections of the WhatsApp website for any updates.\u003C/li\u003E\n\u003C/ul\u003E","label":"WhatsApp"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3 style=\u0022font-variant: normal; text-decoration: none;\u0022\u003EFacebook\u003C/h3\u003E\n\u003Cp\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.facebook.com/\u0022 target=\u0022_blank\u0022 title=\u0022Facebook website\u0022\u003EGo to the Facebook website\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGood for:\u003C/strong\u003E Communicating within a closed group. Ability to share photos and video. Can stream video live.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ENot good for:\u003C/strong\u003E Should not be used as a file store.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESecurity:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe password should be set as complex and unique to any other platform account.\u003C/li\u003E\n\u003Cli\u003EData is encrypted.\u003C/li\u003E\n\u003Cli\u003EAs a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.\u003C/li\u003E\n\u003Cli\u003EIf using a Facebook groups for communication, make sure you set your group to \u2018private\u2019 and only allow access to those people who are part of your Scout Group.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EMinimum age:\u003C/strong\u003E 13 years old.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EPlease note: \u003C/strong\u003EFacebook (now Meta) introduced an updated privacy policy in June 2024, which specifies that they will now use the personal data within the platform (excluding personal messages) to train their Artificial Intelligence engine. This is a very open statement and groups should review this stance. There is an ability to opt out of this activity and this should be considered by Facebook administrators.\u003C/p\u003E","label":"Facebook"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3 style=\u0022font-variant: normal; text-decoration: none;\u0022\u003ESkype\u003C/h3\u003E\n\u003Cp\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.skype.com/en/\u0022 target=\u0022_blank\u0022 title=\u0022Skype website\u0022\u003EGo to the Skype website\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGood for:\u003C/strong\u003E Up to 25 people can chat together with video or audio, screen sharing, chat.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ENot good for:\u003C/strong\u003E Should not be used as a file store.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESecurity:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe password should be set as complex and unique to any other platform account.\u003C/li\u003E\n\u003Cli\u003EData is encrypted.\u003C/li\u003E\n\u003Cli\u003EAs a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EMinimum age:\u003C/strong\u003E 13 years old.\u003C/p\u003E","label":"Skype"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3 style=\u0022font-variant: normal; text-decoration: none;\u0022\u003EMicrosoft Teams\u003C/h3\u003E\n\u003Cp\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://products.office.com/en-gb/microsoft-teams/group-chat-software\u0022 target=\u0022_blank\u0022 title=\u0022Microsoft Teams website\u0022\u003EGo to the Microsoft Teams website\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGood for:\u003C/strong\u003E Interactive chat, live video calls, screen sharing, file sharing.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ENot good for:\u003C/strong\u003E Everyone needs to download the programme, which normally comes with a wider set of Microsoft tools. You may need to pay for a licence.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESecurity:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EComplex passwords required.\u003C/li\u003E\n\u003Cli\u003EData is encrypted.\u003C/li\u003E\n\u003Cli\u003EAs a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EMinimum age:\u003C/strong\u003E 13 years old.\u003C/p\u003E","label":"Microsoft Teams"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3 class=\u0022xmsonormal\u0022\u003E\u003Cspan\u003EGoogle Meet\u0026nbsp;\u003C/span\u003E\u003C/h3\u003E\n\u003Cp\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://meet.google.com/\u0022 target=\u0022_blank\u0022 title=\u0022Google Meet\u0022\u003E\u003Cspan\u003EGo to the Google Meet website\u003C/span\u003E\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E\u003Cspan\u003EGood for:\u003C/span\u003E\u003C/strong\u003E\u003Cspan\u003E\u0026nbsp;\u003Cspan style=\u0022background: white;\u0022\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://gsuite.google.com/compare-editions/?feature=meet\u0022 target=\u0022_blank\u0022 title=\u0022Compare G Suite Editions\u0022 data-anchor=\u0022?feature=meet\u0022\u003EUp to 250 people\u003C/a\u003E (if you have a G-Suite subscription) or 100 (if you have a basic G-Suite account) can chat together with video or audio, screen sharing, and chat. Quick and easy to use and set up for basic video calls.\u003C/span\u003E\u003C/span\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E\u003Cspan\u003ENot good for:\u003C/span\u003E\u003C/strong\u003E\u003Cspan\u003E\u0026nbsp;\u003Cspan style=\u0022background: white;\u0022\u003EShould not be used as a file store. Limited settings and choice for the more advanced users.\u003C/span\u003E\u003C/span\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E\u003Cspan\u003ESecurity:\u003C/span\u003E\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cspan\u003EData is\u003C/span\u003E\u003Cspan\u003E encrypted.\u003C/span\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Cspan\u003EIf you have signed up with G-Suite and completed the\u0026nbsp;\u003Ca rel=\u0022noopener\u0022 href=\u0022https://cloud.google.com/security/gdpr/resource-center\u0022 target=\u0022_blank\u0022 title=\u0022GDPR resource center\u0022\u003EUK GDPR set up\u003C/a\u003E, \u003C/span\u003E\u003Cspan\u003Ethen UK GDPR alignment is adequate using the US Data Privacy Framework.\u003C/span\u003E\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E\u003Cspan\u003EMinimum age:\u003C/span\u003E\u003C/strong\u003E\u003Cspan\u003E 16 years old.\u003C/span\u003E\u003C/p\u003E","label":"Google Meet"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Ch3\u003E\u003Cspan\u003EData protection and GDPR\u003C/span\u003E\u003C/h3\u003E\n\u003Cp\u003EMake sure you read each platform\u0027s security and privacy policies to find out about the below issues.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ELimit personal data usage:\u003C/strong\u003E Many collaboration platforms allow the sharing of files, but this should only be used as required and with limited personal data.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ELimit access to any personal data:\u003C/strong\u003E Access to the collaboration platform and the data within it should be limited to only those who require it. Collaboration platforms should be used with closed/private groups. This means the administrator only invites people to join who are part of their local Scout Group.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ERetention of personal data:\u003C/strong\u003E It\u2019s important that any personal data captured in collaboration platforms is only kept as long as necessary. Data should be deleted as soon as possible to avoid the potential for any breaches of personal data and in line with the individuals\u2019 expectations.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EInform the participants of personal data usage:\u003C/strong\u003E Where personal data will be captured or used you should inform the participants of this. This will need to be clear and transparent, so the participants can make their own decisions about whether they are comfortable to take part.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ERecordings and transcriptions:\u003C/strong\u003E These should be turned off as a default and only used when deemed appropriate. They should only be used with the full knowledge or consent of all participants. Careful consideration should be given to the storage of the outputs, and ensuring they are stored securely and for no longer than necessary.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EIs the platform secure?\u003C/strong\u003E Most collaboration platforms out there take security seriously and are transparent about the measures they adopt to keep data safe.\u003C/p\u003E\n\u003Cp\u003EWhen assessing the security principles of a platform, it\u2019s important to consider these questions:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EDoes the platform require a strong password?\u003C/li\u003E\n\u003Cli\u003ECan you create roles based on access requirements?\u003C/li\u003E\n\u003Cli\u003EIs the platform encrypted?\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EWhere is the platform located?\u003C/strong\u003E The GDPR applies in the EU, meaning all EU countries abide by the same principles. Post Brexit, the UK operates independently to the EU but has adopted fully the regulations within the GDPR, now known as the UK GDPR. If a collaboration platform exists outside the EU and UK (for example Zoom is a US based company) then you need to make sure the company align to UK GDPR principles. This is usually described in the company\u2019s privacy policy.\u003C/p\u003E","label":"Data protection and GDPR"}]}]},{"items":[{"type":"Image top","cta":"","body":"\u003Cp\u003E\u003Cspan\u003EMost collaboration platforms have an age requirement, on most users need to be over 13 to make an account. \u003C/span\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cspan\u003ECheck the terms and conditions of services to make sure they are suitable for the Scouts in your group. \u003C/span\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cspan\u003EIf the young people in your group are under the age limit of the tool you want to use, then their parents or carers must set up the required accounts and remain nearby through the meeting.\u003C/span\u003E\u003C/p\u003E","link":null,"colour":"#002f6c","title":"Age requirements","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""},{"type":"Promo","cta":"Read the guidance on staying safe online","body":"\u003Cp\u003EKeeping everyone safe is the number one concern for all of us at the Scouts. 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