Online Safety Policy

1. Purpose

The Wartime Vessels Association (WVA) is committed to safeguarding and promoting the welfare of children and young people in all activities, including those delivered or supported online. This Online Safety Policy explains how WVA manages digital engagement safely, transparently, and appropriately, and how online activity is governed as part of WVA’s wider safeguarding framework.

2. Scope

This policy applies to all online and digital activity provided by WVA, including:

• Online learning resources and activities
• Messaging and communication through the WVA platform
• Virtual sessions, workshops, and assessments
• User-generated content submitted as part of activities
• Any digital interaction involving participants under the age of 18

Online safeguarding is treated with the same importance as in-person safeguarding.

3. Key principles

WVA operates on the following principles:

• The welfare of the child or young person is paramount
• Safeguarding responsibilities apply equally online and offline
• Digital activity must be transparent, auditable, and supervised
• Clear boundaries are maintained at all times
• Parents and guardians play an active role in oversight

4. Registration and parental oversight

WVA student services operate on the basis that:

• A parent or legal guardian must register on behalf of the participant
• Account access and permissions are managed through the WVA platform
• Parents or guardians are able to view the participant’s messages and course status
• Participants do not communicate privately with volunteers outside the platform

This approach ensures appropriate supervision, transparency, and safeguarding oversight at all times.

5. Data protection and minimisation

WVA collects and processes only the minimum information required to enable a participant to undertake an activity.

• Personal data is limited to what is necessary for delivery, safeguarding, and assessment
• Information is stored securely and access is restricted
• Messaging and progress data remains within the WVA platform
• Personal contact details are not shared between participants and volunteers

Data is handled in accordance with WVA’s Privacy Policy and UK data protection legislation.

6. Acceptable behaviour online

All participants, volunteers, and contributors must behave respectfully and appropriately in all online spaces.

The following are expected at all times:

• Courteous and respectful communication
• Use of platforms only for their intended purpose
• Compliance with instructions provided by WVA
• Consideration for others’ safety and wellbeing

The following are not permitted:

• Bullying, harassment, or discriminatory behaviour
• Sharing inappropriate, offensive, or harmful material
• Attempting to move conversations outside the WVA platform
• Requesting or sharing personal contact details
• Any conduct that could place a participant at risk

WVA reserves the right to moderate content and restrict access where necessary.

7. Communication and messaging

To maintain safe digital boundaries:

• All messaging is conducted through the WVA platform
• Volunteers do not use personal email, messaging apps, or social media to contact participants
• Direct one-to-one communication is avoided unless necessary and logged
• Platform messaging is auditable and visible to parents or guardians

8. Images, media, and content

Where images, video, or audio are used:

• Appropriate consent is obtained where required
• Content is used only for educational or organisational purposes
• Identifying information is limited
• Material is stored securely and not reused inappropriately

User-submitted content is reviewed before publication where relevant.

9. Platform safety and moderation

WVA takes reasonable steps to ensure that digital platforms used are suitable and secure, including:

• Controlled access to accounts
• Moderation of content and interactions
• Removal of inappropriate material
• Suspension or restriction of users where behaviour standards are breached

10. Training and responsibilities

Volunteers involved in online delivery are expected to:

• Understand their safeguarding responsibilities
• Maintain appropriate professional boundaries online
• Remain alert to potential online safety concerns
• Act promptly if concerns arise

Online safety forms part of WVA’s overall safeguarding approach.

11. Reporting concerns

Any concern relating to online behaviour, content, or contact must be reported without delay.

Concerns should be raised using WVA’s safeguarding or complaints processes, as appropriate.

If a child or young person is at immediate risk of harm, emergency services should be contacted.

All concerns are handled in line with WVA’s Safeguarding Policy and relevant UK legislation.

12. Duke of Edinburgh’s Award (DofE)

Some WVA activities may be used by participants as part of their Duke of Edinburgh’s Award.

WVA’s online safety arrangements are designed to meet DofE safeguarding expectations. Complaints or concerns relating to DofE-linked activity should be raised with WVA in the first instance.

If concerns are not resolved through WVA’s processes, they may be escalated to the Duke of Edinburgh’s Award charity: https://www.dofe.org/complaints/.

13. Review

This policy is reviewed regularly and updated as required to reflect best practice, safeguarding guidance, and organisational learning.