E-Safety and Acceptable Use Policy

Global School Exchanges Ltd is committed to promoting the safe and responsible use of digital technology by all participants and staff. This policy applies to the use of mobile phones, tablets, cameras, and social media during all programme activities, including time spent in UK host schools, during excursions, and in homestay accommodation.

This policy should be read in conjunction with the organisation’s Staff Code of Conduct and Participant Code of Conduct.

1. Scope

This policy applies to:

All students participating in Global School Exchanges Ltd programmes

All staff, including Programme Coordinators and activity staff

Visiting staff, such as Teachers accompanying student groups

2. General Principles

• Digital devices are permitted but must be used responsibly and appropriately
• The safety, privacy, and wellbeing of all participants must be respected at all times
• Use of devices during time in a UK school will be determined by the host school’s policies. In most cases, host schools do not allow mobile phone use during the school day.
• Use of devices must not interfere with participation in programme activities or the normal operation of host schools

3. Use of Devices (Students)

Students may use personal devices, including mobile phones and tablets, during designated free time. Use is restricted:

• During lessons or organised activities, unless explicitly permitted by staff
• In any situation where device use may pose a safeguarding or safety risk

Students must:

• Follow instructions given by staff regarding device use
• Ensure their behaviour online reflects the standards set out in the Participant Code of Conduct
• Not access or share inappropriate or harmful content
• Not use devices in a way that disrupts others

4. Photography and Video

Students must:

• Obtain permission before taking photos or videos of others
• Respect the privacy of fellow students, staff, host families, and members of the public
• Not take or share images in private settings (e.g. bathrooms, bedrooms)

The sharing of images or videos on social media must be appropriate and must not:

• Cause embarrassment, distress, or harm to others
• Damage the reputation of the organisation, host schools, or participants

GSE Staff and Visiting Staff may use personal mobile phones to take photographs or videos for authorised programme purposes only, including promotional, educational, or safeguarding-related documentation, where appropriate permissions and consents are in place.

When taking photographs or videos, staff must:

• Adhere to the host school’s mobile phone and photography policies at all times
• Use mobile phones respectfully and appropriately during the school day and while moving around school premises
• If unclear about a school’s policy, seek guidance from the GSE Management Team before taking photographs or videos
• Ask host school lead which local students don’t have permission to be photographed and ensure no photos or videos are taken of these students
• Never take photographs or videos in private areas such as toilets, changing rooms, or bedrooms

All photographs and videos taken on personal devices for programme purposes must:

• Be uploaded to the approved GSE Google Drive folders as soon as possible (daily)
• Be permanently deleted from personal devices once successfully uploaded
• Not be shared, stored, or distributed through personal social media accounts, messaging apps, or unauthorised platforms

5. Social Media Use

Students are expected to:

• Use social media responsibly and respectfully
• Avoid posting content that is offensive, inappropriate, or misleading
• Not engage in any form of online bullying or harassment

Any concerns about online behaviour should be reported to a member of staff.

6. Staff Responsibilities

GSE Staff and Visiting Staff must adhere to the Staff Code of Conduct at all times, including:

• Using mobile phones and digital devices professionally and appropriately
• Following the host school’s policies relating to mobile phone use, photography, and digital safety
• Asking the GSE Management Team for clarification if a school’s policy is unclear
• Using personal devices to take photographs or videos only for authorised programme purposes
• Uploading all programme-related images and videos to approved GSE storage systems and deleting them from personal devices afterwards
• Not engaging with students via personal social media accounts
• Using professional communication channels only
• Ensuring appropriate supervision of student device use where necessary
• Taking action where misuse of devices or unsafe online behaviour is identified

7. Safeguarding and Reporting

Any concerns relating to online safety, inappropriate use of devices, or potential safeguarding issues must be reported immediately to the Designated Safeguarding Lead.

Appropriate action will be taken in line with the organisation’s safeguarding procedures.

8. Breaches of this Policy

Failure to comply with this policy may result in:

• Restrictions on device use
• Disciplinary action in line with the Participant Code of Conduct
• In serious cases, removal from the programme

9. Monitoring and Review

This policy is reviewed annually to ensure it reflects current best practice and the needs of the organisation’s programmes.

Date of next review: January 2027

For further information, please refer to the Staff Code of Conduct and Participant Code of Conduct.

May 2026