Stepping Stones Policy
Use of WhatsApp and Informal Messaging Groups for Work Related Communication
1. Purpose of This Policy
This policy sets out Stepping Stones’ expectations regarding the use of WhatsApp and other informal messaging platforms in relation to work related communication.
The aim of this policy is to:
Protect staff personal data
Maintain professional boundaries
Ensure consistent and appropriate communication
Reduce the risk of misunderstanding, misrepresentation, or unintended impact on staff roles
2. Scope
This policy applies to all employees, contractors, and volunteers working on behalf of Stepping Stones.
It applies to the use of:
WhatsApp
SMS or group text messaging
Social media messaging platforms
Any other informal group messaging tools
3. Social Communication vs Work Related Communication
Stepping Stones recognises that colleagues may choose to communicate socially or as friends outside of work. This policy does not apply to purely social or personal messaging groups that exist independently of work.
This policy applies specifically to messaging groups that are created or used to discuss:
Stepping Stones business
Work related matters
Operational delivery
Other members of staff
4. Approved Communication Channels
Stepping Stones has established approved communication channels for work related matters, including:
Direct one to one text messages
Phone calls
Emails
Approved internal systems
Direct communication with managers or the office team
These channels are designed to:
Limit exposure of personal contact details
Protect confidentiality
Ensure clarity and accountability
Reduce data protection risks
Phone calls and direct one to one messages should be used appropriately and professionally and should not be replaced by informal group messaging for work related communication.
5. Use of Informal Messaging Groups
Stepping Stones does not approve the use of WhatsApp or other informal group chats for work related communication.
Any informal messaging group that is used to share company updates, coordinate lessons or cover, discuss venues, delivery, swimmers, or colleagues will be considered a work related communication channel and is not permitted.
6. When a Group Becomes Work Related
The examples below are intended to help clarify when a messaging group would be considered work related. This is not an exhaustive list.
A messaging group is likely to be considered work related if it includes, or primarily focuses on, any of the following:
Discussion relating to Stepping Stones, venues, lessons, timetables, cover, registers, or operational updates
Messages intended to influence or shape views about colleagues, management, or delivery decisions
Commentary about other members of staff
Sharing swimmer related information, including preferences, behaviours, likes or dislikes, or progress
Passing on, interpreting, or discussing company updates or decisions
Adding individuals in order to broaden discussion around work related matters
Where a group meets any of the above criteria, it must not be used as an informal messaging group and should be closed.
7. Data Protection and Personal Responsibility
Use of informal group chats for work related matters creates data protection risks, including:
Visibility of personal phone numbers
Individuals being added without clear consent
Loss of control over how information is shared or interpreted
Being part of a group does not remove personal responsibility. Staff remain responsible for content shared, engaged with, or left unchallenged within any messaging group.
8. Raising Concerns and Escalation Routes
Stepping Stones recognises that staff may not always feel comfortable raising concerns directly within their immediate team. Concerns can be raised at any point and will be handled fairly and appropriately.
Staff can raise concerns, questions, or issues through the following escalation routes:
Company Directors (Confidential):
Ewan Kennedy – [email protected]
Michelle – [email protected]
Swim Management:
Chris (Swim Manager) – [email protected]
Office Support:
Danielle – [email protected]
General Communication:
This inbox is monitored by multiple members of staff and should be used for day to day lesson queries. Messages sent here are visible to the wider office team.
Director Only Inbox:
This inbox is accessed only by Ewan and Michelle and should be used for sensitive or company level matters. Communication sent here will remain confidential.
Staff may choose to contact a specific individual directly using their email address if preferred.
9. Breach of This Policy
Failure to follow this policy may result in informal or formal action being taken, depending on the nature and seriousness of the breach. This may include disciplinary action where appropriate.
10. Review of This Policy
This policy will be reviewed periodically to ensure it remains appropriate, clear, and aligned with company practices and legal requirements.