This policy sets out the rules for WhatsApp groups run by the 17th Newcastle Scout Group.
It mainly concerns parent groups, but leaders sometimes use WhatsApp to communicate with young people — on expeditions, camps and other events. The same rules then apply, with extra safeguarding measures (see section 5 and our Safeguarding Policy).
1Purpose
1.1This policy makes sure that all communication in the Group's WhatsApp groups is appropriate and in keeping with the values of Scouting.
1.2It guides leaders, trustees, parents and carers on how to use the Group's WhatsApp groups, and young people on how to use them safely and responsibly.
2Scope
2.1This policy applies to every WhatsApp group run by the Group, including groups for parents, carers and young people.
2.2WhatsApp groups that leaders use to plan and organise events are not covered by this policy.
2.3It applies to everyone invited to join one of the Group's WhatsApp groups.
3Who can join
3.1These people may be added to a WhatsApp group run by the Group:
- parents and carers of young people in the Group
- the Group's leaders and trustees
- young people in the Group, where appropriate (see section 5)
- members of Scouting from outside the Group, such as District or County members, where there is a legitimate reason
- anyone else approved by the Trustee Board.
3.2Anyone may be removed from a WhatsApp group at the discretion of the Trustee Board or the Group's leadership team.
4Rules
4.1These rules apply in every WhatsApp group run by the Group:
- Do not share personal information about young people in the Group — including names, addresses, phone numbers or anything else personal.
- Keep all communication respectful and in keeping with the values of Scouting.
- Do not use the group to message leaders about your child.
- Do not use the group to ask about the programme or to report absences.
4.2WhatsApp is hosted in the United States and subject to US law, so sensitive information — including special category data such as health information — should not be shared on it.
4.3Do not use the Group's WhatsApp groups to share personal information about yourself or others.
4.4Do not share inappropriate content, including (but not limited to):
- offensive language
- discriminatory language
- inappropriate images or videos
- links to inappropriate content.
5Young people in WhatsApp groups
5.1Young people may be added to a WhatsApp group where appropriate. When they are, these rules also apply:
5.1.1There must be two fully appointed adult leaders in the group — the national membership system must show their role as Full, not Provisional. Any full role that required a DBS and reference check is enough, including roles outside the section or Group.
5.1.2The Group's Safeguarding Policy must be followed at all times.
5.1.3No personal information about young people may be shared in the group.
5.1.4A young person must never be added without the express permission of their parent or carer.
5.1.5Leaders must not message young people directly on WhatsApp, except in an emergency. Any such message should be copied to another leader or a parent.
5.2No permanent WhatsApp group may be set up with young people. A temporary group may be set up for a specific event, and must be deleted afterwards.
5.3Despite 5.2, if there is a safety or safeguarding concern or incident, a group may be kept for a time so that it can be investigated. This should be agreed with the Group's leadership team or The Scout Association, as appropriate.
6Reporting concerns
6.1Adults with a concern about the content of a WhatsApp group should report it to the Group's leadership team. Concerns may also be reported to the Trustee Board.
6.2Leaders have a duty of care to every member of the Group. A leader with a concern about the content of a WhatsApp group should report it to the Trustee Board.