{"id":177232,"date":"2022-10-17T19:14:30","date_gmt":"2022-10-17T18:14:30","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=177232"},"modified":"2024-05-29T06:05:24","modified_gmt":"2024-05-29T05:05:24","slug":"staff-personal-mobile-phones-work","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/data-privacy-it\/staff-personal-mobile-phones-work\/","title":{"rendered":"Managing Staff Using Personal Mobile Phones at Work in the UK\u00a0"},"content":{"rendered":"\n<p><span style=\"font-weight: 400\">Managing how staff use their personal mobile phones or other electronic devices at work can be challenging. Given the widespread availability of mobile phones, there is a natural overlap between performing work on work devices and personal smartphones. If your staff use their mobile phone in the workplace, there are issues around <\/span><a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/benefits-data-protection-officer\/\"><span style=\"font-weight: 400\">data protection<\/span><\/a><span style=\"font-weight: 400\"> rules which you must understand. This article will explore ways to manage staff using their personal mobile phones and other electronic devices at work and relevant data protection laws to note.<\/span><span style=\"font-weight: 400\">&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Personal Mobile Phones in the Workplace<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Personal mobile phones are becoming common in the workplace for two main reasons:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">people can use their personal devices to access work emails; and<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">the increase in home working has blurred the lines between work devices and personal devices.<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400\">For example, it is now more common for individuals to log into work networks from personal mobile phones or laptops. However, while many of your employees may have a work laptop, they may not have a work mobile phone.&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Employees\u2019 Use of Personal Mobiles<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Although employees accessing work-related emails and information on personal devices can provide flexibility for your business, it can cause issues in several ways, including:<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(a) blurring work information from <a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/delete-personal-information\/\">personal information<\/a>;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(b) being able to access, store and process confidential information; and<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(c) security risks on personal devices if they do not have adequate antivirus protection.<\/span><\/p>\n\n\n\n\n<a href=\"#content-next\"\n   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This avoids complications when asking your employee to delete work-related information, particularly when they leave your business.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">For example, suppose an employee is due to leave your company in two weeks and has used their mobile phone to contact key clients during their employment. An issue can arise regarding who owns the contacts list in your employee\u2019s digital address book. If the information is on a work mobile phone, you can easily argue that the phone, including the contact list, is the property of your business. However, the lines become blurred when the data is on their personal mobile phone.<\/span><\/p>\n\n\n\n    <div class=\"my-7 lg:my-10 border-y-2 border-gray-100 py-7 lg:py-10 flex flex-col sm:flex-row items-start gap-10\">\n                    <img decoding=\"async\" class=\"w-52 mx-auto my-0! rounded\" src=\"https:\/\/img.legalvision.com.au\/wp-content\/uploads\/sites\/4\/2022\/09\/06164254\/uk-startup-manual-290x410-1.jpg\" alt=\"Front page of publication\"\n                 loading=\"lazy\" width=\"208\" height=\"298\">\n                <section>\n            <div class=\"text-2xl font-bold\">UK Startup Manual<\/div>\n            <div class=\"body-text\">\n                <p>LegalVision&#8217;s Startup Manual is essential reading material for any startup founder looking to launch and grow a successful startup.<\/p>\n            <\/div>\n            \n\n<a href=\"https:\/\/go.legalvision.co.uk\/uk-startup-manual.html\" class=\" block px-5 py-3.5 max-w-fit bg-orange button__hover transition rounded text-white font-bold text-lg no-underline uppercase leading-tight text-center\" target=\"\" rel=\"\">Download Now<\/a>        <\/section>\n    <\/div>\n\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Security Risks When Employees Use Their Mobiles<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\"><a href=\"https:\/\/ico.org.uk\/\">The Information Commissioner&#8217;s Office (ICO)<\/a>, the legal body that <a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/ico-affect-business\/\">regulates data protection<\/a>, warns of the consequences of employees using less secure devices.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">Some individuals do not use passwords on their phones, and some tend to send sensitive information insecurely. In comparison, most work devices have in-built anti-virus software and restrictions that limit sensitive information transmission.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">There is also an increased risk of theft or accidental loss of a mobile phone compared to a work laptop.<\/span> This can jeopardise your business&#8217; private data and any confidential information that your employee had stored on their personal device. Additionally, if their device is stolen, it may be difficult to identify who may have gained access to the information. <\/p>\n\n\n\n<p><span style=\"font-weight: 400\">Also, a cross-border transfer of data can occur if your employee goes on holiday with their mobile phone. This would put your company&#8217;s data in another country and potentially breach data protection rules like those in the <a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/biggest-fines-ico\/\">GDPR<\/a>.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">ControllingData<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">As a UK employer, you are responsible for taking appropriate steps to safeguard against business data loss.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">You may consider conducting a <a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/audit-business-uk-gdpr-compliance\/\">&#8216;data audit&#8217;<\/a>, which involves finding out the following:<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(a) which devices employees use;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(b) what data exists on those devices;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(c) whether others have access to those devices;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(d) how access to company data occurs on those devices; and<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">(e) the risks of data being leaked or stolen, such as device loss.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">You could also create a Bring Your Own Devices (BYOD) policy for your workplace, which will set out what is and is not considered acceptable use. A BYOD policy should also:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">detail what staff should do if a personal mobile device used for work purposes is lost or stolen; and&nbsp;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400\">set out rules for what happens to company information on personal devices when a staff member leaves your business.<\/span><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Key Takeaways<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">If your staff use their mobile devices for work purposes, you will need to understand the risks and relevant data protection rules that apply. For example, there are greater security risks when individuals access work information on their personal phones and do not have adequate anti-virus software. A fundamental way to manage personal device usage is through a Bring Your Own Device (BYOD) policy. This policy might detail how your business owns work-related information, even if your employee stores it on their personal phone. Likewise, your policy might specify the rules for when an employee leaves your business and the process for obtaining information from their personal devices.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">If you need help with data protection rules, our experienced <\/span><a href=\"https:\/\/legalvision.co.uk\/it-lawyers-lp\/\"><span style=\"font-weight: 400\">data, privacy and IT lawyers<\/span><\/a><span style=\"font-weight: 400\"> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents.&nbsp;Call us today on <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <\/span><a href=\"https:\/\/legalvision.co.uk\/membership\"><span style=\"font-weight: 400\">membership page<\/span><\/a><span style=\"font-weight: 400\">.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Frequently Asked Questions<\/span><\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1666028715991\"><strong class=\"schema-faq-question\"><strong>What are the risks if my employees use their personal devices for work purposes?<\/strong><\/strong> <p class=\"schema-faq-answer\">When employees use personal devices for work purposes, there are increased risks of data protection and security breaches for your business.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1666028737534\"><strong class=\"schema-faq-question\"><strong>How can I mitigate the risks associated with staff using a personal device for work purposes?<\/strong><\/strong> <p class=\"schema-faq-answer\">To mitigate the risks of staff using a personal device for work purposes, you could, for example, conduct a data audit at work.<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"9eb4f72322\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/177232\" \/>            <input value=\"https:\/\/legalvision.co.uk\/data-privacy-it\/staff-personal-mobile-phones-work\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"Managing Staff Using Personal Mobile Phones at Work in the UK\u00a0\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Managing how staff use their personal mobile phones or other electronic devices at work can be challenging. Given the widespread availability of mobile phones, there is a natural overlap between performing work on work devices and personal smartphones. If your staff use their mobile phone in the workplace, there are issues around data protection rules<a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/staff-personal-mobile-phones-work\/\">Continue reading <span class=\"sr-only\">&#8220;Managing Staff Using Personal Mobile Phones at Work in the UK\u00a0&#8220;<\/span><\/a><\/p>\n","protected":false},"author":13349,"featured_media":3246,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"1279,176104,1134,176736,174034,173150","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[27],"tags":[20,365,642,798],"class_list":["post-177232","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-privacy-it","tag-small-business","tag-gdpr","tag-gdpr-complicance","tag-data-protection-rules"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Managing Staff Using Personal Mobile Phones at Work | LegalVision UK<\/title>\n<meta name=\"description\" content=\"As an employer, you should manage how your staff use personal mobile phones at work. 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He has particular expertise in Commercial and Employment litigation, as well as data protection and privacy regulations. He is a qualified Solicitor in England and Wales and has a decade of legal experience, including advocacy within civil courts and Tribunals. Tom specialises in civil and employment litigation. He has extensive experience in advising employers and companies as to the requirements of employment law and data protection rules, as well as day-to-day advice on smooth running from a commercial perspective. Qualifications: Professional Skills Course - Law, University of Law; Legal Practice Course - Law, College of Law; Bachelor of Laws, University of Southampton.","sameAs":["https:\/\/www.linkedin.com\/in\/tom-sutherland-72b4509b\/"],"url":"https:\/\/legalvision.co.uk\/author\/thomassutherland\/"},{"@type":"Question","@id":"https:\/\/legalvision.co.uk\/data-privacy-it\/staff-personal-mobile-phones-work\/#faq-question-1666028715991","name":"What are the risks if my employees use their personal devices for work purposes?","acceptedAnswer":{"@type":"Answer","text":"When employees use personal devices for work purposes, there are increased risks of data protection and security breaches for your business.","inLanguage":"en-GB"},"inLanguage":"en-GB"},{"@type":"Question","@id":"https:\/\/legalvision.co.uk\/data-privacy-it\/staff-personal-mobile-phones-work\/#faq-question-1666028737534","name":"How can I mitigate the risks associated with staff using a personal device for work purposes?","acceptedAnswer":{"@type":"Answer","text":"To mitigate the risks of staff using a personal device for work purposes, you could, for example, conduct a data audit at work.","inLanguage":"en-GB"},"inLanguage":"en-GB"}]}},"_links":{"self":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts\/177232","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/users\/13349"}],"replies":[{"embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/comments?post=177232"}],"version-history":[{"count":10,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts\/177232\/revisions"}],"predecessor-version":[{"id":188500,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts\/177232\/revisions\/188500"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/media\/3246"}],"wp:attachment":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/media?parent=177232"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/categories?post=177232"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/tags?post=177232"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}