1. Purpose of the Policy
The purpose of this Online Safety Policy is to ensure that children and young people are
protected from harm when engaging with Thames Valley Church through digital
communication, online platforms, and electronic media. This policy provides clear guidance
for workers and volunteers on safe, appropriate, and accountable online behaviour.
2. Scope
This policy applies to all paid staff, volunteers, children and young people under 18, parents
and carers, and any online or electronic communication carried out on behalf of Thames
Valley Church.
3. Guidelines for Workers and Volunteers
Workers and volunteers must maintain open and transparent communication with parents
and carers, be clear and explicit in communication, avoid grooming behaviours, keep
records of communication, use approved equipment, respect confidentiality unless harm is
suspected and use official branding in online communications.
Personal devices including phones, laptops and computers should only be used for accessing
youth and children’s ministry resources, and with the consent of the SG Representative or
Lead. NO ADULT , INCLUDING A VOLUNTEER OR YOUTH WORKER IS ALLOWED TO
PHOTOGRAPH A CHILD WITHOUT CONSENT FROM THE SGL. Devices used around children
should be registered and accounted for, including those used by young people. Youth
Workers will keep to Safeguarding Policy rules when setting out phone/devices rules at
church events.
Mentoring or Bible Study communications between adults and children should be
purposeful and youth mentors and workers should keep their private lives and activities
separate from their role as a person in a Position of Trust. No youth volunteer is to
communicate on platforms outside of those approved by Thames Valley Church SFG Team.
All history of messages should be made available upon request by a parent/carer or the SGL.
These investigations will be conducted in line with GDPR policies and legislation.
4. Video Conferencing and Online Calls
Consent must be obtained from parents. If two leaders cannot be present, a parent needs to
be invited on the call. In all cases, appropriate locations and attire used, and one-to-one calls
avoided unless agreed with parents and after consultation with the SG Representative.
5. Social Media Policy
All interaction must take place in monitored groups. WhatsApp is the only approved
platform used in closed, monitored groups overseen by the Safeguarding Team. Groups must
be moderated by two leaders. All communication must be recorded and disappearing
messages turned off. Groups are used for announcements and information. Any unofficial
WhatsApp groups operating within the church community will only consist of adult
members as per their own choice.
Thames Valley Church Instagram page will solely be used by adults and no photos or videos
of children will be posted on these platforms unless specific consent had been granted by
SGL and parents/carers where appropriate. Thames Valley Church members will always be
consulted and consent requested before their personal information is shared with a third
party online, in line with national and church GDPR legislation. Members of Thames Valley
who leave the congregation, or do not wish to be part of the particular online group,
including Church Suite, will be removed by the administrator only (Church Leader), Any
new members will also be added by the administrator to protect GDPR.
Concerns of misuse must be reported to the Safeguarding Lead. Users must meet age
requirements, privacy settings must be high, and reporting links (e.g. CEOP) provided. All
members of the Thames Valley Church should be made aware of the reporting flow chart for
online safety breaches.
6. Consent for Photographic Images and Videos
Images will be carefully selected, names only used in line with parental consent obtained,
purposes clearly stated, diversity reflected, and livestreaming advertised with consent.
Thames Valley Church is not to be held responsible for the sharing of information between
families and friends online. These communications are conducted in a private capacity and
outside the umbrella of organised church events or groups. Any photographic images of
children shared within these contexts are solely the responsibility of the particular child’s
parents.
7. Acceptable Use Policy
Internet use may be monitored. Users must not access illegal, offensive, discriminatory, or
copyrighted material without permission.
8. Sexting and Indecent Images
The sharing of sexual and/naked or semi-naked images, videos or texting with another
person (including amongst teens) is a criminal offense. Any incident of this nature occurring
within the church environment, or reported to Thames Valley Church, will be treated with
utmost vigilance. Youth workers will ensure that preteens and teens are made aware of this
and signpost the Safeguarding Team, as well as external agencies in case they need them.
9. Sanctions
Breaches of above policies may result in restricted access, disciplinary action, or referral to authorities.
10. Parent / Carer Agreement
Parents/Carers will sign the Thames Valley Church online communication agreement before
their children can be added to any online groups. Parents/Carers will understand their
responsibilities in relation to online safety.
11. Child / Young Person Agreement
Children agree to safe use and reporting concerns, as well as BYOD policies stipulated by
Youth Ministry workers.
12. Policy Approval and Annual Review
This policy is reviewed annually and signed by the SFGL and Trustees.
