2.8 Company Mobile 'Phones

Contents

1.	Executive Summary
2.	Use of Phones
	2.1	Personal Use of Mobile Phones
	2.2	Company Provided Mobile Phones
	2.3	Use of Mobile Phones in Vehicles
		2.3.1	Definition of hand-held phone or similar device
		2.3.2	Definition of hands-freephone or similar device
		2.3.3	Acceptable Use
		2.3.4	Exemptions

1. Executive Summary

Currently in the group there are different mobile phone solutions with some subsidiaries of the group offering Mobile phones and others asking Staff to use personal phones and claim business calls on expenses.

2. Use of Phones

For the purposes of this document the term ‘phones’ should be taken as any use of mobile phone functionality, i.e. text messaging, voicemail etc.

2.1 Personal Use of Mobile Phones

• The group accepts no responsibility for Staffs personal mobile phones that are damaged or lost during the course of Staffs work
• Staff using their mobile phones to send and receive personal calls or text messages should do so in their own time.
• Use of personal mobile phones whilst on duty for personal reasons is only permitted in the case of an emergency and with the permission of your line manager.
• If personal phones are brought into the home staff are expected to leave them in a secure place within the office at all times.
• Calls should not be made or answered by the driver of a car with a young person present with or without a hands free kit. The car must be stationary in order to make or receive calls.
• Staff who have phones that have camera, video or voice recording functionality are not to use these functions when on company business at work or wherever. There is to be no storage of young persons or any other work related information stored on the phones. Any voicemail or texts received relating to work or to be deleted at the earliest opportunity.

2.2 Company Provided Mobile Phones

• Any loss or damage to the phone or any supplied peripherals to be reported to their mobile phone controller.
• Company mobile phones are only to be used where no office phones are available. No personal voice or data calls are to me made from the device. Personal telephone calls (received or dialled) are not permitted; exception to this is where there is a personal, family or general emergency.
• The company reserves the right to examine mobile phone bills received by the company to ensure compliance.
• Staff who have phones that have camera, video or voice recording functionality are not to use these functions. There is to be no storage of young persons or any other work related information stored on the phones

2.3 Use of Mobile Phones in Vehicles

From the 1st of December 2003 a new regulation made under the Road Vehicles (construction and use) Regulations made it a specific offence to use a hand-held phone, or similar device, when driving and could result in prosecution. It should also be noted that drivers still risk prosecution for failure to have proper control if they use hands-free when driving.

2.3.1 Definition of hand-held phone or similar device

A hand-held phone or similar hand-held device is something that "is or must be held at some point during the course of making or receiving a call or performing any other interactive communication function". A device is "similar" to a mobile phone if it performs an interactive communication function by transmitting and receiving data. Examples of interactive communication functions are sending and receiving spoken or written messages, sending or receiving still or moving images and providing access to the internet. It should be noted that the definition of "held" includes cradling a phone between head and shoulder.

2.3.2 Definition of hands-free phone or similar device

The Department of Transport does not define a hands-free device as there are numerous types of hands-free phones and devices to convert hand-held phones to provide some level of hands-free use, these range from plug-in devices with their own speaker to systems that are permanently wired into the vehicle. The offence therefore prohibits a type of activity rather than the use of a specific type of device.

2.3.3 Acceptable Use

Provided that a phone can be operated without holding it, then such hands-free equipment is not prohibited by the Regulation. Pushing buttons on a phone whilst it is in a cradle or on the steering wheel or handlebars of a motorbike is not covered by the Regulation, provided the phone is not held.

2.3.4 Exemptions

There is an exemption for calls to 999 in genuine emergencies where it is unsafe or impractical to stop. The use of 2-way radio equipment (unless the device can also be used as a phone) when driving is not included in the new offence but remember there is still a risk of distraction and prosecution under other powers.

End