Northern Care Mobile Phone Policy

October 2013

3.23 Telephone Use Policy

SCOPE OF THIS CHAPTER
The Company recognises that the use of mobile telephones is an essential part of many employees' working
lives and access to a mobile phone is necessary for certain roles. The advantage of mobile phones to lone
workers and those accompanying young people on Home Visits etc. is recognised. In appropriate circumstances
mobile phones are provided for business use, and this Telephone Usage policy includes guidance on how they
should be used and managed. The term mobile phone in this policy also includes other portable devices such as
Blackberry's, PDA's etc.

Contents
Responsibilities
1.
2.

Lost or stolen equipment

3.

Use of Company mobile phone

4.

a)

General

b)

Use whilst driving

c)

Communications with Children

d)

Personal Use

e)

Confidential Data & Information Security

Breach of policy

1. Responsibilities
In making use of Northern Care landline and mobile telephones all users are expected to act responsibly,
keeping costs to a minimum.
Managers are responsible for ensuring that existing and new members of staff are made aware of the content of
this policy and for monitoring compliance with it.
Employees are responsible for all calls made on a Company mobile phone, and for the safe-keeping, proper use
and condition of the phone. It is the employees responsibility to ensure that the voicemail message is current
especially if on annual leave. The greeting should include name, title and establishment details and whenever
possible an assistance number should be offered or the number of a colleague. Diverting a call to voicemail
should only be used as a last resort. It should be seen as a means of helping to make more effective use of time,
not as a shield.
Company mobile phones remain the property of Northern Care and must be returned to Head Office if requested,
usually upon cessation of the companys employment.

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October 2013

2. Lost or stolen equipment

If a Company mobile phone is lost or stolen, it must be reported to Head Office as soon as possible to allow the
account to be closed and the service stopped. The Company reserves the right to claim reimbursement for the
cost of the phone should the correct procedures not be followed. If a user reports repeated loss of their mobile
phone, it is deemed that the user has not taken appropriate measures to safeguard the equipment. The
Company may carry out an investigation into any reports of repeated loss or theft of a Company mobile phone.

3. Use of a Company mobile phone

Northern Care telephones are primarily provided for business use in order to assist staff in carrying out official
Company business. Company landline and mobile phones must not be used for any secondary business
purpose.

3a. General Use

Employees should be aware that calls to mobile phones are expensive and therefore any calls should be clear,
succinct and as brief as possible. Wherever possible, calls should be made to landline numbers in the first
instance.
All Company mobiles are automatically barred from dialling international numbers and premium rate services and
being used abroad unless the network provider has been specifically instructed by Northern Care. If an
employee needs access to one of these services, prior permission must be obtained from their Assistant Director.
This will then be actioned by Head Office and the employee will be notified that the services are active.
While text messages can be more cost effective than making a brief call, the use of text messages for
conversational purposes is discouraged. Non business related text messaging should be kept to a minimum.
The following is a list of services not permitted on Company mobile phones (this is intended as examples and is
not an exhaustive list):

TV Competitions (Text or calling)

Directory Enquiries

Sports results

Mobile ring tones

Travel bulletins

Text voting

Text (SMS), picture messages (MMS) and e-mails must not contain, or have attachments that contain
defamatory, offensive or harassing language, fraudulent material, sexually explicit images or language, material
that infringes copyright or other intellectual property rights of third parties, or offensive cartoons or jokes or
otherwise involve lawful or wrongful conduct. Nor should they contain any remarks that might be potentially
embarrassing to the Company, its employees, young people or the general public. Where there is evidence of
any of the above the individual responsible may be subject to disciplinary action.

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October 2013

The SIM card from a Company mobile should not be placed into any other mobile unless to another Company
issued phone. Any costs incurred from placing a Company SIM card into a personal mobile phone will be
recharged to the user.
Smartphone users should only use the internet to access their Company e-mails and for other essential
Company use.
It is important on Smartphones to ensure that data roaming is switched off for any times other than checking
Company e-mails. Data roaming charges from abroad (which include the Isle of Man and Channel Islands) can
result in very high level charges. If it is found that these have been incurred due to personal use or negligence
on the part of the user, then charges may be passed onto the user. It is important therefore that if data is
required for use abroad that Head Office is contacted in order to seek authorisation for an international data
service. If approved, this will be actioned by Head Office and the employee will be notified that the services are
active.

3b. Use of a mobile phone whilst driving

It is an offence to use hand held mobile phones whilst driving or whilst the engine is turned on. The user will be
liable for prosecution if they are holding a mobile phone or any other type of hand held device to send or receive
any sort of data, be it voice, text or picture messages. The user will be regarded to be driving if they are in
charge of a vehicle with its engine running on a public road even if the vehicle is stationery. It is therefore strictly
forbidden for the user to use a hand held mobile whilst driving.
A mobile phone may only be used where there is an incoming call or an outgoing call through a hands free
device that is activated without a need to hold the phone at any time, in which case the call should be kept to the
shortest possible time and only to effect essential communications. When the phone needs to be operated to
make or deal with a call through the hands free device for longer than receiving or giving a short communication,
before doing so, the user must stop and park the vehicle where it is safe and lawful to do so and with the engine
switched off. Whilst driving, they must not use the text message facility on the mobile phone, or if available
through such a phone, an image facility or access to the internet.
Any convictions for driving offences, any driving endorsements and any fines incurred must be reported
immediately to Head Office as this may affect the Companys insurance.
Any breach of the Companys rules on the use of a mobile phone whilst driving may render the user liable to
action under the Northern Care disciplinary procedure.

3c. Communications with Children

Communication between children and employees, by whatever method, should take place within professional
boundaries and employees should avoid any personal subject matter. This includes the wider use of technology
such as mobile 'phones, text messaging, e-mails, digital cameras, videos, web-cams, websites and blogs.
Staff should be circumspect in their communications with children so as to avoid, any possible misinterpretation
of their motives or any behaviour which could be construed as grooming.

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October 2013

Employees must not give their personal contact details to children and young people including e-mail, home or
mobile telephone numbers and internal e-mail systems should only be used in accordance with the Computer
Users Policy and Procedure.
Employees must not give their personal contact details to children or young people, including their mobile
telephone number. Staff must only use equipment provided by Northern Care to communicate with children
when conducting trips, home visits etc.
Employees should only make contact with children for professional reasons and in accordance with Northern
Care policies.
Employees must recognise that text messaging is rarely an appropriate response to a child in a crisis situation or
at risk of harm. It should only be used as a last resort when other forms of communication are not possible.
Employees must not use mobile telephones to take picture or videos of young people unless expressly
authorised to do so by a senior Manager.

3d. Personal Use

It is accepted that there are occasions when making personal calls at work cannot be avoided. However, it
should be remembered that calls are logged and abuse of a telephone system or mobile telephone may result in
disciplinary action. .
Examples of acceptable personal use may include:

Emergency calls to deal with domestic situations. For example making alternative arrangements for
childcare or checking on a family member that is unwell

Advising others of late working

Returning important calls from a family member

Calls to arrange doctors or dentists appointments where the call cannot be made outside of the
employees normal working hours

Personal use applies equally to incoming calls and outgoing calls and such use should only be made where
alternative means are not available.
Where possible, personal calls should be made during recognised break times, thus minimising disruption to
others. Where this is not possible, call duration must be kept to an absolute minimum.

3e. Confidential Data & Information Security

Many of the general rules regarding personal and/or confidential data apply to the use of telephones.
Further information can be found:
Computer User Policy
Code of Conduct

Northern Care Mobile Phone Policy

October 2013

Information must never be given out over the phone unless it is absolutely clear who it is being given to and that
they are entitled to the information and are ready and able to accept it.
Care must be taken to ensure that conversations involving confidential and/ or personal information cannot be
overheard. Voicemail messages containing personal information should only be left after due consideration has
been given to any security and confidentiality risks involved.

4. Breach of Policy
All employees are responsible for their compliance with the policy, and for reporting any policy violation or other
abuse of the telephone system.
In addition to this, the Company reserves the right to pass on any charges incurred as a result of any failure to
adhere to this policy. Any breach of this Policy may result in disciplinary action in accordance with the Northern
Care disciplinary procedure, which for serious abuses may result in summary dismissal from the Company.
See: Disciplinary Procedures

Relevant Forms: Confirmation and Acceptance Form

End