1. Purpose
This policy sets out how the provision promotes safe, responsible, and lawful use of digital technologies, online services, and artificial intelligence (AI) tools. It aims to safeguard learners, staff, and families from online harms while supporting the effective use of technology to enhance learning, communication, and administration.
Online safety is recognised as a fundamental safeguarding responsibility and forms part of the provision’s wider safeguarding and child protection framework.
2. Legislative and Regulatory Framework
This policy is informed by and complies with:
∙Keeping Children Safe in Education (KCSIE)
∙UK General Data Protection Regulation (UK GDPR)
∙Data Protection Act 2018
∙The Prevent Duty
∙The SEND Code of Practice
∙Guidance issued by the relevant Local Safeguarding Partnership
∙Relevant Department for Education (DfE) guidance on online safety and emerging technologies
The provision recognises that online risks may arise through:
Content
Exposure to harmful, inappropriate, misleading, extremist, or age-inappropriate material.
Contact
Interactions with individuals who may pose a risk to children and young people.
Conduct
Unsafe, abusive, illegal, or inappropriate online behaviour, including cyberbullying, harassment, and misuse of technology.
Commerce
Financial exploitation, scams, phishing attempts, fraudulent activity, and other online commercial risks.
3. Scope
This policy applies to:
∙All employees, volunteers, contractors, and governors/trustees
∙All learners attending the provision
∙Parents, carers, and visitors where relevant
∙All devices, networks, applications, platforms, and digital systems used within the provision
The policy applies both on-site and during any educational activities conducted remotely or online.
4. Safeguarding Responsibilities
The provision is committed to maintaining a safe digital environment. To achieve this:
Leadership Responsibilities
The Designated Safeguarding Lead (DSL) will:
∙Lead on online safety matters across the provision
∙Monitor emerging online risks and trends
∙Respond to concerns relating to online harm or AI misuse
∙Ensure appropriate safeguarding records are maintained
∙Liaise with external agencies where necessary
Staff Responsibilities
All staff must:
∙Complete regular online safety and AI awareness training
∙Follow safeguarding and data protection procedures
∙Report concerns promptly through established safeguarding channels
∙Exercise professional judgement when using digital tools and AI technologies
∙Model safe and responsible online behaviour
Learner Responsibilities
Learners will be supported and encouraged to:
∙Use technology safely and respectfully
∙Protect their personal information
∙Report concerns or inappropriate content immediately
∙Engage responsibly with online platforms and AI tools
Where appropriate, learning materials will be adapted to meet individual communication, processing, and accessibility needs, including those of neuodiverse learners.
5. Filtering, Monitoring and Security
The provision will maintain appropriate technical safeguards to reduce online risks.
These measures include:
∙Internet filtering systems appropriate to learners’ ages and needs
∙Monitoring systems to identify safeguarding concerns
∙Secure user accounts and password management procedures
∙Regular review of filtering and monitoring arrangements
∙Appropriate cybersecurity measures to protect systems and information
Any identified concerns will be investigated and managed in accordance with safeguarding procedures.
6. Artificial Intelligence (AI) Use Policy
Principles
Artificial intelligence technologies may be used where they support education, administration, accessibility, or operational effectiveness.
All use of AI must be:
∙Safe – appropriately supervised and risk assessed
∙Appropriate – suitable for the age, developmental stage, and needs of learners
∙Secure – compliant with data protection requirements
∙Transparent – users understand when AI tools are being used
∙Human-Led – staff remain responsible for all decisions affecting learners
AI systems must never replace professional judgement, safeguarding responsibilities, or educational decision-making.
7. Acceptable Use of AI
Approved AI tools may be used for purposes such as:
∙Supporting lesson planning and resource creation
∙Generating ideas and educational content
∙Improving accessibility and communication
∙Administrative assistance
∙Supporting learner engagement under staff supervision
All AI-generated outputs must be reviewed by a member of staff before being shared with learners or used in educational activities.
8. Prohibited Uses of AI
The following activities are not permitted:
∙Entering personal, confidential, or sensitive learner information into public AI systems
∙Using AI to make safeguarding, behavioural, disciplinary, educational, or welfare decisions without human oversight
∙Using AI tools that profile, label, predict, or monitor learner behaviour inappropriately
∙Creating deceptive, harmful, discriminatory, or misleading content
∙Circumventing safeguarding, monitoring, or security controls
∙Using unapproved AI applications that have not been appropriately assessed
Any misuse may result in disciplinary action and, where appropriate, referral to safeguarding authorities or other relevant agencies.
9. Data Protection and Privacy
When using digital technologies and AI systems:
∙Personal data must be processed lawfully, fairly, and transparently
∙Data minimisation principles must be followed
∙Confidential information must only be shared through authorised systems
∙Staff must comply with all organisational data protection procedures
∙Any suspected data breach must be reported immediately in accordance with the provision’s Data Protection Policy
No personal learner information should be entered into AI tools unless explicitly authorised, risk assessed, and compliant with UK GDPR requirements.
10. Reporting Concerns
All concerns relating to online safety, cybersecurity incidents, inappropriate content, AI-generated outputs, or suspected misuse of technology must be reported immediately to the DSL or an appropriate safeguarding lead.
Reports will be:
∙Taken seriously
∙Recorded appropriately
∙Investigated proportionately
∙Managed in accordance with safeguarding and data protection procedures
Where necessary, concerns may be referred to external agencies, including social care, the police, internet service providers, or regulatory bodies.
11. Training and Awareness
The provision will ensure that:
∙Staff receive regular online safety and AI awareness training
∙Safeguarding updates include emerging digital and AI-related risks
∙Learners receive age-appropriate online safety education
∙Parents and carers are provided with relevant information and guidance where
appropriate
Training will be reviewed regularly to reflect changes in legislation, technology, and safeguarding practice.
12. Monitoring and Review
This policy will be reviewed annually, or sooner if:
∙Changes are made to statutory guidance, including KCSIE
∙New online risks emerge
∙New AI technologies are introduced
∙Safeguarding incidents indicate a need for review
∙Changes occur in legislation or regulatory requirements
The DSL and senior leadership team will ensure that policy updates are communicated to staff and incorporated into practice without delay.