Acceptable Use Policy

Informed by Keeping Children Safe in Education 2026, the Department for Education’s safeguarding guidance for out-of-school settings, and applicable UK data protection legislation.

1. Purpose and Scope

This Acceptable Use Policy sets out the expectations for the safe, responsible and respectful use of technology at StudyBox, a private tuition provider offering supplementary tuition outside normal school hours, including evenings and weekends.

It applies to all children and young people attending StudyBox, and to all staff, tutors, volunteers and visitors who use StudyBox devices, systems, accounts, internet access or digital learning platforms.

This policy supports StudyBox’s commitment to safeguarding children, promoting online safety, maintaining professional boundaries and protecting personal information. It should be read alongside StudyBox’s Safeguarding and Child Protection Policy, Staff Code of Conduct, Data Protection Policy and relevant complaints and incident-reporting procedures.

StudyBox uses Keeping Children Safe in Education 2026 as a safeguarding reference where relevant, alongside the Department for Education’s guidance for out-of-school settings and other applicable legal and regulatory requirements.

2. General Principles

  • The use of StudyBox digital systems, internet access, and devices must always support learning and wellbeing.
  • All users must act in accordance with StudyBox’s Safeguarding Policy, Code of Conduct, and Data Protection Policy.
  • Access to systems and devices is a privilege, not a right; it may be restricted or withdrawn if misused.
  • Inappropriate use may result in safeguarding action, loss of access, or disciplinary procedures.

3. Responsibilities

a. Staff, Tutors, and Volunteers
All adults working with children at StudyBox must:

  • Use IT systems, the internet, and email only for professional purposes.
  • Keep passwords secure and never share login credentials.
  • Use StudyBox email accounts for all work-related communications.
  • Never communicate with pupils through personal devices, email, or social media.
  • Avoid accessing or storing illegal, extremist, or inappropriate content.
  • Report any accidental access to such content immediately to the Designated Safeguarding Officer (DSO).
  • Ensure that any personal data or pupil information is stored and transmitted securely.
  • Use only approved devices and platforms for remote learning or online sessions.
  • Use only approved AI tools for StudyBox work, and must not enter confidential or identifiable pupil information, safeguarding records, or other sensitive personal data into unapproved AI tools or third-party services. AI tools must not replace professional safeguarding judgement.
  • Immediately report any safeguarding concerns, online incidents, or data breaches to the DSO.

Online Conduct:

  • Staff must maintain clear professional boundaries online at all times.
  • Staff should not “friend,” “follow,” or message pupils or their family members on social media.
  • Personal opinions shared online must not compromise StudyBox’s reputation or professionalism.

b. Pupils and Young People
All children and young people attending StudyBox must:

  • Use computers, tablets, and the internet for learning purposes only.
  • Treat others with respect online — no bullying, harassment, or sharing of harmful material.
  • Never share personal information such as their full name, address, phone number, or passwords.
  • Tell a member of staff or their parent/carer immediately if they see or receive anything online that upsets them.
  • Never meet anyone in person whom they’ve only met online.
  • Only use StudyBox devices and accounts with staff supervision and permission.
  • Not install or download unauthorised apps, software, or games on StudyBox equipment.
  • Follow staff instructions on online safety and digital etiquette.
  • Not use AI tools to create, request, possess, share or distribute non-consensual intimate imagery, sexualised images of children, or manipulated media intended to humiliate, threaten, exploit or harm another person.
  • Not attempt to bypass StudyBox’s filtering or security systems using VPNs, proxies, personal hotspots or other methods.
  • Follow staff instructions on the safe and responsible use of AI tools and report harmful AI-generated content to a member of staff.

c. Parents and Carers
Parents and carers are encouraged to:

  • Support StudyBox’s digital safety approach and reinforce safe online behaviour at home.
  • Talk to their children about responsible internet use.
  • Report any safeguarding or online safety concerns to StudyBox promptly.

4. Online Safety and Monitoring

StudyBox will implement proportionate filtering and monitoring arrangements appropriate to its educational setting, the ages and needs of its learners, and the risks associated with its use of technology.

StudyBox will identify the person responsible for managing filtering and monitoring, the person responsible for reviewing safeguarding alerts, and the arrangements for escalating concerns. Where technical systems are provided by a third party, StudyBox will ensure that responsibilities are clearly established.

Filtering and monitoring arrangements will be reviewed at least annually and following significant changes in technology, provision or identified risks. No filtering or monitoring system can eliminate every online risk.

Users will be informed about the nature and purposes of monitoring. Monitoring records will be accessed, retained, shared and disposed of in accordance with StudyBox’s privacy information, data protection procedures and applicable law.

StudyBox will consider risks associated with generative AI and other emerging technologies when reviewing its online safety arrangements. These risks may include harmful chatbot interactions, grooming, exploitation, misinformation, disinformation, conspiracy theories and digitally manipulated content. Filtering and monitoring arrangements will be reviewed periodically to ensure they remain appropriate to the needs of the setting.

5. Data Protection and Privacy

StudyBox will process personal data in accordance with the UK GDPR, the Data Protection Act 2018, applicable amendments to data protection legislation, and its Data Protection and Privacy Policies.

Personal data, photographs, videos and recordings of children may only be collected, accessed, used or shared for authorised purposes, with an appropriate lawful basis and suitable safeguards. Where consent is the appropriate lawful basis, valid consent must be obtained and recorded in accordance with StudyBox’s procedures.

Staff must not upload identifiable pupil information, safeguarding records, special category personal data or other confidential information to unapproved AI tools or third-party services. Any suspected personal data breach must be reported immediately in accordance with StudyBox’s incident reporting procedures.

6. Reporting Concerns

All staff, tutors, volunteers and other relevant adults must report online safety incidents and safeguarding concerns to the Designated Safeguarding Lead (DSL) or deputy without delay.

Concerns may include cyberbullying, harmful or sexual content, grooming, exploitation, threats, inappropriate contact, the sharing of images without permission, suspected illegal content, or a breach of professional boundaries.

Staff must:

  • Listen calmly and take a child’s concern seriously.
  • Record the concern factually, including the date, time, relevant details and action taken, in accordance with StudyBox’s safeguarding procedures.
  • Preserve relevant information where safe and appropriate, without forwarding, copying or downloading potentially illegal images.
  • Avoid investigating the incident themselves or promising confidentiality.
  • Escalate the concern if the DSL or deputy is unavailable, or if the concern involves that person, in accordance with the Child Protection Policy.

If a child is in immediate danger, contact emergency services. Safeguarding concerns must be handled under StudyBox’s Child Protection Policy, including any necessary referral to the relevant safeguarding authority or police.

Reports should go directly to the Designated Safeguarding Officer (DSO):
Shannon Hill – 07436 073299 / 020 8642 8884 / shannon@studybox.london

7. Breaches and Sanctions

  • Staff: Breaches of this policy may result in appropriate disciplinary action, up to and including dismissal, subject to applicable procedures. Where a concern or allegation about an adult meets the relevant safeguarding threshold, StudyBox will follow its safeguarding procedures and make a referral to the appropriate local authority or other relevant agency where required.
  • Pupils: Breaches may result in loss of device privileges, parental contact, or safeguarding intervention.
  • Volunteers/Visitors: Breaches may result in withdrawal of access or removal from the premises.

8. Review and Approval

This policy will be reviewed annually or sooner if statutory guidance changes.

Last Reviewed: September 2026
Next Review: September 2027