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Privacy, security and data protection issues should be your first consideration when deciding which digital platform to use to keep Scouts going.
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 or not they’re finding them easy to use. They’re all slightly different with different features, and most importantly, different levels of security and privacy.
Be sure to check the platform’s own websites, as many of them are changing their features and offers to help and support people because of the coronavirus.
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.
Watch our webinar about how to run virtual meetings on Zoom (Password: 8I%7de#9)
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 or for confidential or sensitive meetings.
Security: There’s been a lot of stories in the news about uninvited users on Zoom ‘gatecrashing’ video calls. You can protect your Zoom meeting from uninvited guests by following the below guidance:
Read more on the Zoom blog on keeping your meetings private.
If you are experience an incident:
To ensure the safe use of Zoom for our Volunteer members, Scouts are taking the following steps;
Further details will be announced and made available on the Scouts website as soon as these steps have been taken and the solution is finalised.
Minimum age: 16 years old to sign up to host a call
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 among 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 decision about whether they are comfortable to take part.
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: