Keeping Our Volunteers Safe Online – South Ribble Scouts

Hello everyone,

I hope you are all enjoying the festive break and getting some much-needed rest. As the Support Team Lead within South Ribble Scouts and the accountable owner of our IT and Digital Team, I wanted to share some important updates and guidance to help keep our volunteers and young people safe online.

Keeping Our Volunteers Safe Online

Keeping young people and volunteers safe is at the heart of everything we do at Scouts, both in person and online.

In recent months, there have been well-publicised cybersecurity incidents affecting charities, councils and community organisations across the UK. National bodies such as the National Cyber Security Centre (NCSC) and the Information Commissioner’s Office (ICO) continue to highlight that organisations built on trust and volunteering can be attractive targets, simply because they rely on shared access and goodwill.

Like many responsible organisations across the voluntary sector, this has prompted us in South Ribble District Scouts to review how we protect our digital systems and, more importantly, the people who use them.

Why This Matters

Our volunteers give their time generously and trust us with personal information about themselves, young people, and families. We take that responsibility seriously.

Across the charity sector, cyber incidents don’t just affect systems; they disrupt services, place additional pressure on volunteers, and can damage trust within communities. The ICO consistently reports that many data incidents are preventable through good digital habits, clear guidance and proportionate security controls.

As more of our Scout administration, planning and communication takes place online, our digital spaces must be just as safe, welcoming and well‑managed as our meeting places.

What’s Changing

Over the coming months, South Ribble District Scouts will be making improvements to our Microsoft 365 environment. These changes reflect best practice already in use across charities, local authorities and youth organisations.

They will help us to:

• Better protect volunteer accounts
• Reduce the risk of unauthorised access
• Improve how we manage and recover accounts if issues arise

These updates align with Scouts UK’s expectations under Policy, Organisation & Rules (POR), particularly regarding safeguarding, data protection, and the duty of care.

What Volunteers Can Expect

We will communicate clearly before any changes take place, explaining what they mean and what, if anything, volunteers need to do.

Our aim is simple: to make security stronger without making volunteering harder. Guidance and support will be available throughout, and we will take a calm, practical approach.

Volunteers should never handle digital concerns alone. If you have concerns about an email, account access, data handling, or anything you see within our WhatsApp communities, please report them to safety@southribblescouts.org.uk so we can support you.

Any safeguarding concerns, including concerns involving young people, behaviour, or online communication, must be reported immediately to safeguarding@scouts.org.uk, in line with the yellow card.

For any issues or questions specifically related to Microsoft 365, we have also set up an IT helpline email: ithelp@southribblescouts.org.uk. The team will be ready and willing to help with your issues.

What Volunteers Can Do Now

Good cybersecurity doesn’t require technical expertise. Small, everyday actions make a big difference.

We’re asking all volunteers to take a few simple steps to help protect themselves, each other, and the young people we support:

• Use strong, unique passwords for Scout-related accounts
• Be cautious of unexpected emails or urgent requests
• Handle personal data carefully and only when necessary
• Ask for help if something doesn’t look right

Using WhatsApp Safely for Scouts

Many of our volunteers use WhatsApp Communities and groups to help coordinate activities and share information. Used well, these are a helpful tool, but they must be used appropriately.

When using WhatsApp for Scout purposes:

• Use groups for coordination and information sharing, not for sensitive discussions
• Avoid sharing personal data unless necessary
• Be mindful of who is in each group and review membership regularly
• Keep communication appropriate, respectful and Scout-like at all times
• Remember that messages can be forwarded or screenshotted

If you notice something in a WhatsApp group that seems inappropriate or if you’re unsure about the appropriateness of any content being shared, please report it by emailing safety@southribblescouts.org.uk. Reporting such issues promptly allows us to support everyone involved. Remember, WhatsApp should enhance Scouting, not replace official records or safeguarding procedures. Any safeguarding concerns must be reported immediately to safeguarding@scouts.org.uk.

To support this, we’ve created two short, practical documents:

• Volunteer Digital Security FAQs – answering common questions and offering reassurance
• Cyber Safety Checklist for Volunteers – a simple one-page guide to good digital habits

You’ll find links to both below.

Good cybersecurity doesn’t require technical expertise. Small, everyday actions make a big difference.

We’re asking all volunteers to take a few simple steps to help protect themselves, each other, and the young people we support:

• Use strong, unique passwords for Scout‑related accounts
• Be cautious of unexpected emails or urgent requests
• Handle personal data carefully and only when necessary
• Ask for help if something doesn’t look right

To support this, we’ve created two short, practical documents:

• Volunteer Digital Security FAQs – answering common questions and offering reassurance
• Cyber Safety Checklist for Volunteers – a simple one‑page guide to good digital habits

A Proactive Approach

This work is about being proactive, not reactive.

By strengthening our systems and supporting good digital practice, we’re helping ensure South Ribble District Scouts remains a safe, trusted and well‑run organisation now and into the future.

Thank you to every volunteer who helps make Scouts possible.

Looking after our people on and offline will always come first.