Skills Shape Online Safety Policy
Last updated: 1st June 2026
Next review date: 1st June 2027
Designated Safeguarding Lead: Paul Baxter
Contact email: paul@skillsshape.co.uk
1. Purpose
Skills Shape uses online tools to deliver coaching, workshops, resources, booking support and communication.
This policy explains how we aim to keep online sessions, digital communication and personal information safe for young people, adults, parents/carers, staff, associates and partner organisations.
2. Who This Policy Applies To
This policy applies to:
Skills Shape directors, coaches, facilitators and associates.
Young people and adults using Skills Shape services.
Parents, carers and referrers where relevant.
Partner organisations and external delivery providers.
Anyone participating in Skills Shape online sessions, workshops or digital communities.
3. Our Online Safety Principles
Skills Shape will:
Use appropriate, recognised platforms for online delivery and communication.
Keep online activity professional, respectful and relevant to the service.
Protect personal information and only collect information that is needed.
Maintain clear boundaries between personal and professional communication.
Take online safety concerns seriously and follow safeguarding procedures.
Encourage safe, respectful and positive online participation.
Use privacy settings, passwords and secure accounts wherever possible.
Review online systems and procedures regularly.
4. Platforms and Online Delivery
Skills Shape may use tools such as Microsoft Teams, Microsoft Bookings, email, website forms, video-call platforms, cloud storage and social media.
When delivering online sessions, Skills Shape will aim to:
Use business accounts rather than personal accounts.
Send joining links directly to the participant, parent/carer, referrer or authorised organisation.
Use waiting rooms, passwords or similar access controls where available.
Keep session links private and not post them publicly.
Ensure participants know who is delivering the session.
Start and end sessions at the agreed time.
Keep communication focused on the planned support.
Avoid one-to-one contact through personal social-media accounts.
Only record sessions where this has been agreed in advance and there is a clear purpose.
Store recordings securely and only for as long as necessary.
5. Communication Boundaries
Skills Shape will communicate professionally and appropriately.
We will not:
Use personal social-media accounts to communicate privately with children or young people about support.
Send inappropriate, personal or overly frequent messages.
Contact participants late at night unless there is an agreed and appropriate reason.
Ask participants to share passwords, private images or unnecessary personal information.
Engage in online communication that could be misunderstood, harmful or outside professional boundaries.
Where a participant is under 18, communication arrangements should be agreed with the parent/carer, referrer or responsible organisation unless doing so would create a safeguarding risk.
6. Safe Participation Expectations
We ask participants to:
Treat others respectfully in online sessions and digital spaces.
Avoid sharing personal contact details, passwords or private information publicly.
Avoid recording, photographing or sharing session content without permission.
Use appropriate language and behaviour.
Tell a trusted adult, coach or facilitator if something online makes them feel unsafe, uncomfortable or worried.
Leave the session or platform if they feel unsafe and seek support.
Skills Shape may end or pause a session if behaviour is unsafe, abusive, discriminatory, threatening or inappropriate.
7. Online Risks
We recognise that online risks can include:
Bullying, harassment or discrimination.
Grooming, exploitation or coercion.
Inappropriate contact or messaging.
Scams, fraud, phishing or identity theft.
Exposure to harmful, illegal or unsuitable content.
Pressure to share images, personal information or passwords.
Misuse of recordings, screenshots or session links.
Data breaches or unauthorised access to information.
8. Responding to Online Safety Concerns
If someone raises an online safety concern, Skills Shape will:
Listen calmly and take the concern seriously.
Avoid promising complete confidentiality.
Record relevant information, including dates, times, platform details and screenshots where appropriate.
Report the concern to the Designated Safeguarding Lead.
Consider whether urgent action is needed.
Contact a parent/carer, referrer, partner organisation or statutory service where appropriate and lawful.
Call emergency services if someone is in immediate danger.
If a child or adult at risk is at immediate risk of harm, call 999.
9. Recording and Storing Information
Skills Shape will:
Keep safeguarding and online safety records secure.
Limit access to people who need the information for safeguarding, delivery or legal reasons.
Store information in password-protected systems where possible.
Follow the Skills Shape Privacy Policy and data-retention procedures.
Delete or securely dispose of information when it is no longer needed.
10. Social Media
Skills Shape may use social media to share information, resources, marketing and positive stories.
We will:
Use official business accounts.
Avoid sharing identifying information, photographs, videos or testimonials without appropriate consent.
Moderate comments where possible.
Remove or report harmful, abusive, discriminatory or unsafe content.
Not provide crisis support through public comments or direct messages.
Signpost urgent concerns to appropriate emergency or safeguarding services.
11. Training and Review
Skills Shape will keep safeguarding and online safety knowledge up to date through training, guidance and regular policy review.
This policy will be reviewed at least annually, or sooner if there are significant changes to delivery methods, technology, safeguarding guidance or legislation.