E-Safety Policy

E-Safety Policy

The purpose of this policy is to set out how we ensure our use of the Internet and all other forms of digital technology and electronic communication is safe and appropriate.

This policy should be read in conjunction with our Mobile Phones and Social Media and Safeguarding Policies as well as the Internet and Email policy in the Staff Handbook and the Privacy Notice on the Bristol Childcare website.

OUR ETHOS

We believe that digital technology (including communication) is a useful tool but can be damaging if overused or used in ways that do not show respect to ourselves or others.

We believe that the priority for young children is to have “whole brain” immersive experiences with real life objects. Therefore, we do not use “screen” based technology in our nurseries other than to engage in research, with the children, to further their interests and expand their learning.

We encourage a wider definition of technology that incorporates “the application of scientific knowledge for practical purposes” and “machinery and equipment developed from the application of scientific knowledge” and encourage children to learn and explore technology in its widest sense. See the Activities and Learning Policy.

We believe that E-Safety starts with boundaries, encouraging children to engage in real-life hands on experiences and face-to-face engagement. We support parents with this by:

• providing information and practical guidance on why we think this is important;
• helping parents reflect on their own screen use, how this is role-modelling to their children and the impact on their child and their own wellbeing; and
• helping parents understand how best to incorporate healthy strategies into family life.

 We also support staff to reflect on their own screen use and the impact it may have on their health and wellbeing.

We help children gain an effective understanding of when they might be at risk when using the internet, digital technology and social media, and where to get support if they need it by providing strong and consistent messages:

• only use the computer/tablets with adult permission and guidance; and
• always ask an adult if you see something that you are not sure about.

We do this through circle times; conversation; reading books; role modelling and playful activities.

 ROLES AND RESPONSIBILITIES 

1. The E-Safety Officer is Matthew Bullock.
2. The Nursery Managers have responsibility for day-to-day E-Safety under the guidance of the E-Safety Officer.
3. The E-Safety Officer is responsible for ensuring that adequate training is given to members of staff and to ensure they can carry out their E-Safety roles.
4. All computer and communication equipment such as desktops, laptops, tablets and phones are covered by this policy at all Bristol Childcare locations.
5. We have an E-Safety Risk Assessment which is reviewed annually.
6. In the event of evidence or concerns about misuse of any electronic device, the nursery manager/senior member of staff must ask the staff member to step away from the computer or remove the electronic device (laptop/tablet/phone) and notify the E-Safety Officer immediately.

FILTERS AND PROTECTIONS

7. Children will not have access to the office computer in nursery.
8. Only the Manager, Deputy Manager, Assistant Deputy Manager and Curriculum Leads will have access to email on the nursery office computer. Staff will only use the nursery office computer with permission from their manager.
9. Only nursery emails using nursery email addresses may be sent from the office computer. Any pre-school computer will not have an email facility.
10. Access to personal webmail accounts is not permitted from any company computer.
11. Only work-related Internet searches may be done on company computers/digital devices.
12. The E-Safety Officer will ensure that there are appropriate content filters on all company computers and devices, including Amazon Echo devices.
13. All broadband and wireless access will be secure and password protected. Voice enabled devices shall normally be set to mute (microphone off).
14. All computers will be installed with regularly monitored and updated virus protection software.
15. The nursery office computer and any pre-school computer will have separate passwords. Head Office computers shall be password protected.
16. Any pre-school computer, and the nursery office computer will be sited in areas of high visibility which will enable children and adults to be closely supervised and online use monitored. Staff will work on company laptops in staff areas or training rooms so will be monitored.
17. Company laptops will be checked (either a physical check or by remote access) by the E-Safety Officer to ensure there has not been any inappropriate use and that all security updates are in place. Any inappropriate use will be dealt with in accordance with the Disciplinary Policy in the Staff Handbook.
18. All checks will be done in accordance with requirements and frequencies detailed in the E-Safety Checklist, see Appendix 1. Managers will use the Tablet Spot Check report (9.7).
19. Other staff will not use the nursery manager’s laptop due to access to confidential information. Each nursery has a nursery laptop/and or a SEND laptop which staff can use for training, online meetings, preparing documents etc. Staff cannot use their own laptops for training or study whilst in nursery.
20. Access to Echo Dot speakers will only be via the Amazon and Amazon music app. Voice control will be deactivated at all times (the red microphone light shall always be lit).
21. Appropriate adult content filters shall be used when accessing Amazon music to ensure age appropriate music. Use of internet radio streaming is not permitted due to inability to control appropriate content.
22. Where possible, child access rights to Echo Dot devices shall be used.

USE OF INTERNET BY CHILDREN

23. Children will only be able to access the Internet on a pre-school or nursery computer under staff supervision. Access to social media and video streaming sites such as YouTube will not be permitted without express permission of the E-Safety Officer. No use of tablet computers by children is permitted.
24. All nursery staff will be responsible for monitoring the websites being used by the children and ensuring that material accessed by children is appropriate.
25. Should inappropriate material be accessed or discovered, this must be immediately minimised or hidden and the Manager informed as soon as practical.
26. The Manager must report all incidents to the E-Safety Officer on the electronic Online Incident Log Sheet. The E-Safety Officer will complete the Log and take appropriate action. All logs will be held electronically by Head Office.
27. The E-Safety Officer shall ensure that the search history on all nursery computers and tablets will be monitored at least once every 3 months, either by a physical check or remote access.
28. Children shall not be permitted to access Echo Dot devices or tablet based Amazon apps to control the Echo Dot speakers.

SUPPORT FOR PARENTS

29. We have strategies in place to support parents keep their children safe online, should they allow them to access electronic devices. See our E-Safety Parent Poster, Appendix 1.
30. We share information with parents on parent noticeboards, in our newsletter and on our website.
31. We use Safer Internet Day in February to work with children, parents and staff to reflect on our Internet use and how we can ensure we keep ourselves safe and respect each other online.

ICONNECT

32. iConnect allows information about all aspects of children’s care and development to be recorded electronically.
33. Tablets for use with iConnect will have no access to Internet browsers or other apps, unless specifically authorised by the E-Safety Officer.
34. No photographs shall normally be stored locally on the tablet but should be taken using the iConnect app. Where a photograph is taken and locally stored for later use, it shall be deleted by the end of the same working day.
35. No type of information is stored locally (in nursery) on any electronic device. All information is held securely on third party servers.
36. Access is by username and password which is specific to each member of staff. Logins must not be shared with colleagues.
37. Should a member of staff believe their password or username has been compromised by a third party, they should immediately inform the E-Safety Officer who will disable the account and review security.
38. Staff are reminded of the importance of secure passwords.
39. Bristol Childcare supplies tablets for use in each care area of the nursery. These tablets will not leave nursery premises, unless required for trips or events. Managers will check photos taken on return.
40. In the event of theft of any tablet, staff will notify the E-Safety Officer immediately.
41. The iConnect system may be accessed outside Bristol Childcare premises using two-tier authentication on a web-browser. This means that the nursery manager must give explicit permission for access on a case by case basis. Staff will only access the system outside Bristol Childcare premises in limited circumstances.
42. The Manager, Deputy Manager or Curriculum Lead will review all entries on to iConnect before publication.
43. Parents can access their own child’s iConnect entries using their email address and password. They will not have access to another child’s data.
44. Request under GDPR for iConnect data access and data removal should be submitted to the E-Safety Officer who will deal with all requests.

 USE OF ARTIFICIAL INTELLIGENCE (AI) 

45. Bristol Childcare recognises that AI tools are increasingly present in educational, administrative and consumer technology contexts. The following clauses govern any use of AI in connection with children in our care, in line with our safeguarding obligations under the Children Act 1989 and 2004, the UK GDPR, and statutory guidance including KCSIE (where applicable) and Working Together to Safeguard Children.
46. We will use AI to support us in procedural tasks and to assist with refining text, but it is not to be used in a way that replaces our individual and personal voices eg in correspondence with parents. Any work that is created by AI must be checked and verified by staff to ensure correctness, understanding that AI is only as good as the instructions it is given.
47. No AI tool, chatbot, generative AI assistant, or AI-powered application shall be used by staff in ways that involve inputting personal data relating to any child, including their name, date of birth, observations, photographs, development records or any information that could identify them. This includes, but is not limited to, tools such as ChatGPT, Google Gemini, Microsoft Copilot, and similar consumer AI services.
48. Where staff wish to use an AI tool for administrative or professional development purposes that do not involve children’s data (for example, drafting general policy text, summarising training materials, or creating generic planning templates), they must first obtain written approval from the E-Safety Officer. The E-Safety Officer will assess whether the tool meets appropriate data protection and security standards before approving use.
49. No images or photographs of children, including those taken via the iConnect app, shall be uploaded to, processed by, or shared with any AI tool or image-generation service under any circumstances.
50. Where any third-party service used by Bristol Childcare (including iConnect or any future platform) incorporates AI functionality, the E-Safety Officer must review the provider’s privacy policy and data processing agreement to confirm that: (a) children’s data will not be used to train AI models; (b) data processing complies with UK GDPR and the Data Protection Act 2018; and (c) appropriate safeguards are in place for special category data relating to minors.
51. Any concern that an AI tool has been used inappropriately in relation to a child – including any situation where a child’s data, image or voice may have been captured or processed without authorisation – must be treated as a potential safeguarding concern and reported to the Designated Safeguarding Lead (DSL) immediately, in accordance with our Safeguarding Policy.
52. Children shall not be permitted to interact with, or be exposed to, AI chatbots, AI-generated content, or AI voice assistants beyond what is already permitted under the “Use of Internet by Children” and “Filters and Protections” sections of this policy. Any proposed introduction of AI-driven educational tools must be risk-assessed and approved by the E-Safety Officer and nursery manager before use, with reference to the age-appropriateness of content and potential impact on children’s development.
53. Bristol Childcare will support parents by providing guidance on the risks of consumer AI tools in the home environment, including AI-enabled smart speakers, AI-powered toys, and AI features embedded in children’s apps and devices. This guidance will be made available via parent noticeboards, newsletters, and the Bristol Childcare website, and will be incorporated into our annual Safer Internet Day activities.

 

 SANCTIONS 

54. Failure to comply with this policy could result in disciplinary action which could result in dismissal.

 

Appendix 1 – E-Safety Checklist

Appendix 2 – E-Safety Information for Parents