Digital Scouts: which platform to use?
Privacy, security and data protection issues should be your first consideration when deciding which digital platform to use.
There are many different platforms you can use to communicate online. If you’re not familiar with some of these platforms, ask family and friends what platforms they use, and whether they’re finding them easy to use. They’re all slightly different with different features, and most importantly, different levels of security and privacy.
As we're not able to give any tech advice or help you with using specific digital tools, if you have technical questions it's best to contact customer services for the platform you're using. Nothing on this page should be deemed as an endorsement or mandate for the use of certain tools and the decision to progress with any tool should be made by your local Trustee Board.
It's important to differentiate between your own personal use of these platforms and when using them for Scout matters. Personal data that is captured within these platforms, when being used for Scout matters may be subject to data subject rights requests under the UK Data Protection Act 2018.
Popular platforms
Here are some popular platforms you might want to look at when deciding how to run your activity or session online. They have different benefits and features, so think about which might work best for you and your group.
For any concerns related to the apps in this guidance or any others, please raise formally through the volunteer line-management chain.
Make sure the platform you're using is secure and that no one who isn’t part of your group can gain access. Platforms like WhatsApp, Skype and FaceTime only allow access to selected users, ie: no one can join a group on one of these platforms without approval from the admin or a code/link to the call.
Breakout rooms
During your virtual meetings, if you have an activity that will involve breaking out into a smaller group, as long as there is more than one young person within the group, you do not need more than one adult to be present. This will ensure that the Yellow Card is being adhered to at all times.
For example: If you have five young people within a breakout activity with one adult, this is acceptable. Although it is not OK to have one adult with one young person in any activity.
If you experience an incident:
- Close the chat immediately.
- Tell the parents that an incident has occurred.
- Report to the police locally if the incident involved criminal activity.
- Report to safeguarding@scouts.org.uk to log the incident and the team can provide support to any young people affected if required.
Zoom
Good for: Can be used for interactive video calling for free for up to 100 participants for up to 40 minutes.
Not good for: Should not be used as a file store.
Security: You can protect your Zoom meeting from uninvited guests (often known as ‘gatecrashing’) by following the below guidance:
- The host should use the most up-to-date version of Zoom.
- Use a different password for each meeting using alphabetical and numerical characters.
- Send the password separately to the room ID, preferably through a separate channel.
- Change your meeting settings to allow only signed-in users to join.
- Operate a waiting room this will allow the moderator to not admit anyone not recognised.
- Do not allow screen sharing.
- Lock the meeting.
Read more on the Zoom blog on keeping your meetings private.
Settings can be configured based on your needs. The Zoom help centre provides further guidance on how to do this.
Minimum age: 16 years old to sign up to host a call.
For further support using digital tools like Zoom, email the Digital Eagles at digitaleaglehq@barclays.com to be linked up with one of their team.
Backgrounds you can use on your Zoom calls:
You can find backgrounds for you to use on your live video calls, such as on Zoom, on the Scout brand centre.
Accessibility features on Zoom:
The Zoom help centre has a useful article on hot keys and keyboard shortcuts.
Good for: Closed group text communications on mobile devices. Ability to share photos and video.
Not good for: Group video/voice calls, groups are limited to four people. Should not be used as a file store.
Security:
- Data is encrypted.
- As a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.
Minimum age: 13 years old.
Please note:
- The user must adhere to the age restrictions of the platform.
- There must be more than 1 adult in the group.
- There must never be 1:1 contact between an adult and a young person (and any 1:1 contact from a young person should not be responded to and parent/carer and line manager should be informed).
- Ensure you only use WhatsApp with individuals that are your contacts.
- Gain the permission of individuals who you intend to add to WhatsApp groups, as their details will be shared with all members on that group.
- Individuals must never be pressured into using WhatsApp, and those who choose not to should not be put at any disadvantage.
- Limit the number of WhatsApp group admins to only those that are required.
- Remove individuals from WhatsApp groups when they are no longer required in them, this is especially important for group admins.
- When WhatsApp groups themselves are no longer required the group admin should remove all members and then delete the group.
- Limit the data exchange on WhatsApp to what is needed and appropriate, avoid adding any data relating to young people or volunteers.
- Avoid discussing personal or sensitive matters on Scouts groups.
- Do not share inappropriate material or things that may cause offense.
- Ensure that all posts adhere to the Scout values of integrity, respect, care, belief and co-operation.
- Review the security and privacy sections of the WhatsApp website for any updates.
Good for: Communicating within a closed group. Ability to share photos and video. Can stream video live.
Not good for: Should not be used as a file store.
Security:
- The password should be set as complex and unique to any other platform account.
- Data is encrypted.
- As a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.
- If using a Facebook groups for communication, make sure you set your group to ‘private’ and only allow access to those people who are part of your Scout Group.
Minimum age: 13 years old.
Please note: Facebook (now Meta) introduced an updated privacy policy in June 2024, which specifies that they will now use the personal data within the platform (excluding personal messages) to train their Artificial Intelligence engine. This is a very open statement and groups should review this stance. There is an ability to opt out of this activity and this should be considered by Facebook administrators.
Skype
Good for: Up to 25 people can chat together with video or audio, screen sharing, chat.
Not good for: Should not be used as a file store.
Security:
- The password should be set as complex and unique to any other platform account.
- Data is encrypted.
- As a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.
Minimum age: 13 years old.
Microsoft Teams
Go to the Microsoft Teams website.
Good for: Interactive chat, live video calls, screen sharing, file sharing.
Not good for: Everyone needs to download the programme, which normally comes with a wider set of Microsoft tools. You may need to pay for a licence.
Security:
- Complex passwords required.
- Data is encrypted.
- As a US company, alignment to UK GDPR is adequate using the US Data Privacy Framework.
Minimum age: 13 years old.
Google Meet
Go to the Google Meet website.
Good for: Up to 250 people (if you have a G-Suite subscription) or 100 (if you have a basic G-Suite account) can chat together with video or audio, screen sharing, and chat. Quick and easy to use and set up for basic video calls.
Not good for: Should not be used as a file store. Limited settings and choice for the more advanced users.
Security:
- Data is encrypted.
- If you have signed up with G-Suite and completed the UK GDPR set up, then UK GDPR alignment is adequate using the US Data Privacy Framework.
Minimum age: 16 years old.
Data protection and GDPR
Make sure you read each platform's security and privacy policies to find out about the below issues.
Limit personal data usage: Many collaboration platforms allow the sharing of files, but this should only be used as required and with limited personal data.
Limit access to any personal data: Access to the collaboration platform and the data within it should be limited to only those who require it. Collaboration platforms should be used with closed/private groups. This means the administrator only invites people to join who are part of their local Scout Group.
Retention of personal data: It’s important that any personal data captured in collaboration platforms is only kept as long as necessary. Data should be deleted as soon as possible to avoid the potential for any breaches of personal data and in line with the individuals’ expectations.
Inform the participants of personal data usage: Where personal data will be captured or used you should inform the participants of this. This will need to be clear and transparent, so the participants can make their own decisions about whether they are comfortable to take part.
Recordings and transcriptions: These should be turned off as a default and only used when deemed appropriate. They should only be used with the full knowledge or consent of all participants. Careful consideration should be given to the storage of the outputs, and ensuring they are stored securely and for no longer than necessary.
Is the platform secure? Most collaboration platforms out there take security seriously and are transparent about the measures they adopt to keep data safe.
When assessing the security principles of a platform, it’s important to consider these questions:
- Does the platform require a strong password?
- Can you create roles based on access requirements?
- Is the platform encrypted?
Where is the platform located? The GDPR applies in the EU, meaning all EU countries abide by the same principles. Post Brexit, the UK operates independently to the EU but has adopted fully the regulations within the GDPR, now known as the UK GDPR. If a collaboration platform exists outside the EU and UK (for example Zoom is a US based company) then you need to make sure the company align to UK GDPR principles. This is usually described in the company’s privacy policy.
Age requirements
Most collaboration platforms have an age requirement, on most users need to be over 13 to make an account.
Check the terms and conditions of services to make sure they are suitable for the Scouts in your group.
If the young people in your group are under the age limit of the tool you want to use, then their parents or carers must set up the required accounts and remain nearby through the meeting.
Staying safe online
Keeping everyone safe is the number one concern for all of us at the Scouts. Read our guidance on staying safe online.
Read the guidance on staying safe online