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Staff Handbook Policies

Communications, Internet and Devices Policy Templates

These Communications, Internet and Devices Policy Templates bring together a suite of ready-to-use policies that help UK employers control how email, internet, social media, mobile phones and personal devices are used at work. Together, they support data protection compliance, protect your organisation’s reputation, and set clear expectations for staff in an increasingly digital and mobile workplace.

Communications, Email, Internet and Social Media Policy

The Communications, Email, Internet and Social Media Policy is a comprehensive, “all-in-one” template setting out the ground rules for all company communication methods such as telephones, email, internet and intranet use including fully integrated social media provisions into the same policy. It is suitable for small and medium-sized UK employers who prefer simplicity and a single point of reference.

Communications, Email and Internet Policy

The Communications, Email and Internet Policy template covers the core communications issues  concerning email, internet, telephones and mobiles. It leaves detailed social media rules to a separate Social Media Policy (see below) if employers choose to use one. It is better suited to employers who want to treat social media separately; for example where different parts of the business face very different social media risks.

Social Media Policy

The Social Media Policy provides a dedicated, in-depth treatment of social media risks, suitable for organisations where online reputation, brand protection and information security are key concerns. Focusing solely on social media, rather than general email and internet use, it is easier to update as platforms and social media risks evolve. When combined with the Communications, Email and Internet Policy (as above), it creates a modular set of policies: One for core communications infrastructure; one for social media conduct.

Mobile Phone Use Policy

The Mobile Phone Use Policy deals specifically with company-issued mobile phones and employees’ personal mobiles used at work, including safe use while driving. 

How it complements the other templates

  • Provides extra detail on mobile phones beyond what is covered in the general communications policies.
  • Pairs well with the BYOD Policy where staff also use personal mobiles to access work systems.

Bring Your Own Device (BYOD) Policy

The BYOD Policy is designed for employers who allow staff to use their own smartphones, laptops, tablets and other devices to access company systems and personal data. It focuses heavily on data protection and security obligations under UK law.

How it differs from the other templates

  • It does not duplicate general email/internet rules; instead it adds specific obligations arising because the device is privately owned but used for company business.
  • It is particularly valuable for remote, hybrid or field-based workers, or any business using flexible, low-cost device strategies.

Each template is drafted for inclusion in a staff handbook or as a standalone policy, with optional wording so you can decide, for example, whether to allow limited personal use, how much monitoring is appropriate, and how strictly to control staff use of their own devices. 

Using the templates together

For a typical UK staff handbook, employers might:

  • Use either the combined Communications, Email, Internet and Social Media Policy or the paired Communications, Email and Internet Policy + Social Media Policy;
  • Add the Mobile Phone Use Policy where staff regularly use mobiles, especially when driving on company business; 
  • Add the BYOD Policy wherever employees use their own devices to access company data or systems.

The policies link to wider HR and compliance frameworks, including data protection, equal opportunities and harassment/bullying policies, so your approach to technology and communication is consistent across the business.

Please click on the links below for full details of these templates and to download:

Communications, Internet and Devices Policy Templates is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.

Frequently Asked Questions

Do I need a separate social media policy, or will a general communications policy cover everything? +
You can choose between an all-in-one combined policy or pair a general communications policy with a standalone social media policy, depending on your business. The Communications, Email, Internet and Social Media Policy suits smaller employers wanting a single point of reference. Alternatively, pair the Communications, Email and Internet Policy with the standalone Social Media Policy where different parts of the business face very different social media risks, or where you want to update social media rules quickly as platforms evolve without reissuing your entire communications policy.
Can my business legally monitor staff email and internet use, and what do I need to put in the policy? +
Yes, if monitoring is proportionate and transparent. The Investigatory Powers (Interception by Businesses etc. for Monitoring and Record-keeping Purposes) Regulations 2018 permit monitoring without consent for specified purposes, including preventing crime, ensuring regulatory compliance and checking system use, provided you have made all reasonable efforts to tell staff it may occur. UK GDPR and the Data Protection Act 2018 also require a lawful basis, telling employees what data is collected and why, and a Data Protection Impact Assessment where monitoring is large-scale or high-risk. The Simply-Docs communications policy templates include optional monitoring wording to tailor oversight to your business.
My staff use their own phones and laptops for work. Do I need a BYOD policy, and what should it cover? +
No, a BYOD policy is not legally required, but the ICO strongly recommends one where personal devices access company data, and UK GDPR requires you to stay in control of personal data whichever device holds it. Without a policy you cannot enforce security, and a breach on a personal device risks fines up to £17.5 million. The Simply-Docs Bring Your Own Device (BYOD) Policy covers data protection and security obligations, acceptable use, separation of personal and work data and what happens to company data when an employee leaves. It complements rather than duplicates the general communications policies.
Some of my staff drive for work and use company mobiles. What does the law say, and does a mobile phone policy help protect the business? +
Using a handheld mobile phone while driving is illegal, carrying six points and a £200 fine, and an employer can be prosecuted for causing or permitting handheld use while driving or requiring an employee to take calls at the wheel. Under health and safety law, the HSE says employers must manage work-related road safety risks, including mobile phone use. A Mobile Phone Use Policy sets the rules for company-issued and personal phones used at work, prohibiting handheld use while driving and helping show the employer took reasonable steps to prevent an offence.
Which of these policy templates do I need for a typical staff handbook, and can I use more than one? +
Most employers need a core communications policy, a mobile phone policy and a BYOD policy, and yes you can combine them. Use either the all-in-one Communications, Email, Internet and Social Media Policy, or the Communications, Email and Internet Policy with the standalone Social Media Policy. Add the Mobile Phone Use Policy where staff use mobiles, especially if they drive for work, and the BYOD Policy wherever staff use personal devices for company data or systems. Each can sit in a handbook or stand alone, and they complement rather than duplicate one another.
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