IT Acceptable Use Policy

Acceptable Use of Technology, Artificial Intelligence (AI), E-Safety and Cyber Security Policy

Statement of Intent

SV Academy is committed to providing a safe, secure, and effective digital learning environment for all students, staff, volunteers, contractors, and visitors.

Technology plays a vital role in teaching, learning, communication, administration, safeguarding, and personal development. This policy outlines the acceptable use of Academy technology systems, devices, networks, internet services, Artificial Intelligence (AI) tools, and digital resources.

All users are expected to use technology responsibly, legally, ethically, and safely, ensuring that their actions do not compromise the security, wellbeing, or reputation of the Academy or others.

Failure to comply with this policy may result in disciplinary action, withdrawal of IT privileges, referral to external agencies, or other sanctions where appropriate.

Equipment and Devices

The Academy’s IT equipment is provided to support education, training, administration, and Academy-related activities.

Users must:

Use Academy equipment responsibly and only for authorised purposes.

Take reasonable care of computers, laptops, tablets, printers, projectors, and other technology.

Report faults, damage, or suspected security incidents immediately.

Obtain permission before installing software, applications, browser extensions, or hardware.

Ensure removable media such as USB drives, memory cards, CDs, DVDs, or external drives are scanned for malware before use.

Store work appropriately and follow Academy backup procedures.

Log off shared devices when finished.

Protect Academy equipment from accidental damage, including food and drink spillages.

Users must not:

Deliberately damage, misuse, alter, disable, or interfere with Academy equipment.

Attempt to bypass security controls.

Connect unauthorised devices to Academy systems.

Remove Academy equipment from site without permission.

Use Academy devices for illegal activities.

Reconfigure hardware or network connections without authorisation.

Account Security and Passwords

All users are responsible for maintaining the security of their accounts.

Users must:

Keep passwords confidential.

Use strong passwords where required.

Change passwords when requested.

Report suspected account compromise immediately.

Lock or log out of devices when unattended.

Users must never:

Share passwords.

Use another person’s account.

Attempt to access accounts belonging to other users.

Store passwords where they may be easily discovered.

Internet Use

Internet access is provided to support learning, research, communication, and Academy operations.

Users are expected to:

Access only appropriate and educationally relevant content.

Use online resources responsibly.

Respect copyright, licensing, and intellectual property rights.

Verify information before relying upon it.

Report inappropriate content immediately.

Users must not:

Access illegal, offensive, extremist, discriminatory, violent, or inappropriate content.

Download or distribute unlawful material.

Use Academy systems for gambling, hacking, piracy, or criminal activities.

Attempt to bypass filtering, monitoring, or security systems.

Use proxy services, VPNs, anonymisers, or other methods to circumvent Academy controls without authorisation.

The Academy reserves the right to monitor internet usage in accordance with safeguarding, security, and legal requirements.

Artificial Intelligence (AI) Use

SV Academy recognises the growing role of Artificial Intelligence (AI) in education and administration and encourages its responsible and ethical use.

Examples of AI tools may include:

ChatGPT

Microsoft Copilot

Google Gemini

Claude

AI image generation tools

AI research and productivity tools

Students and staff may use approved AI tools where permitted for educational purposes.

Acceptable AI Use

Brainstorming ideas.

Research support.

Generating study materials.

Checking spelling, grammar, and readability.

Lesson planning and resource creation.

Administrative support.

Coding assistance.

Accessibility support.

Creating revision materials and learning resources.

Supporting differentiated learning activities.

Unacceptable AI Use

Submitting AI-generated work as entirely original work.

Using AI to cheat during assessments or examinations.

Generating harmful, offensive, discriminatory, or illegal content.

Using AI to impersonate another person.

Using AI to create fake evidence, images, videos, or documents.

Sharing confidential Academy information with public AI systems.

Using AI in ways prohibited by examination boards, awarding organisations, or Academy policies.

Creating deepfakes or misleading content.

Using AI to harass, bully, intimidate, or manipulate others.

Where AI is used in coursework or assignments, students must follow the requirements of awarding organisations and acknowledge its use where required.

Students remain responsible for all work submitted in their name regardless of whether AI tools were used.

Cyber Security

All users share responsibility for protecting Academy systems and information.

Users must:

Be alert to phishing emails and scams.

Report suspicious emails immediately.

Follow Academy cyber security guidance.

Keep devices updated where required.

Avoid clicking unknown links or attachments.

Protect personal and Academy information.

Users must not:

Attempt to gain unauthorised access to systems.

Install malicious software.

Circumvent security controls.

Share confidential information without authorisation.

Email and Communication

Users must communicate respectfully and professionally.

Users must:

Use appropriate language.

Respect others online.

Think carefully before sending messages.

Report abusive or concerning communications.

Users must not:

Send abusive, threatening, discriminatory, or offensive messages.

Engage in cyberbullying.

Share inappropriate content.

Send chain messages, spam, or malicious communications.

Open attachments or links from unknown or suspicious sources.

When communicating externally, users should remember that they may be perceived as representing SV Academy.

Social Media

Users are expected to act responsibly when using social media.

Students and staff must not:

Post content that could harm the reputation of the Academy.

Share confidential information.

Publish images, videos, or personal information without permission.

Engage in online behaviour that may constitute bullying, harassment, discrimination, or safeguarding concerns.

Staff must maintain appropriate professional boundaries when interacting with students online.

E-Safety and Online Safety

SV Academy is committed to safeguarding students online.

Students should:

Protect personal information.

Use privacy settings appropriately.

Report online concerns to staff immediately.

Avoid communicating with strangers online.

Think critically about information shared online.

The Academy will provide regular online safety education covering:

Cyberbullying.

Online exploitation.

Social media safety.

Misinformation and fake news.

Digital wellbeing.

Artificial Intelligence awareness.

Cyber security.

Online scams and fraud.

Monitoring

To protect students, staff, and Academy systems, SV Academy may monitor:

Internet activity.

Network usage.

Email traffic.

System access logs.

Use of Academy devices and services.

Monitoring is conducted in accordance with safeguarding requirements, data protection legislation, and Academy policies.

Data Protection and Privacy

All users must comply with the Academy’s Data Protection and GDPR requirements.

Personal information must only be accessed where authorised and required.

Confidential information must be handled securely and only shared appropriately.

Users must not:

Access information they are not authorised to view.

Share personal information without permission.

Store sensitive data insecurely.

Miscellaneous and Data Storage

Users are responsible for ensuring that important work and files are stored in approved Academy storage locations.

Users should:

Keep master copies of important documents on Academy servers, approved cloud storage platforms, or designated network drives.

Ensure important work is backed up regularly.

Follow Academy guidance regarding file storage and retention.

Be mindful of storage space and avoid storing unnecessary personal files on Academy systems.

Users should not rely solely on local computer storage. Student and shared computers may be refreshed, re-imaged, replaced, or cleared as part of routine maintenance and security procedures. Any work not appropriately saved or backed up may be permanently lost and may not be recoverable.

Personal Use

Reasonable personal use of Academy computers, devices, internet services, and communication systems may be permitted provided that such use:

Does not interfere with teaching, learning, work duties, or Academy operations.

Does not incur additional costs to the Academy.

Does not compromise cyber security or data protection requirements.

Does not breach any Academy policy or legal requirement.

Does not involve excessive use of Academy resources.

Does not negatively impact network performance.

Does not bring the Academy into disrepute.

The Academy reserves the right to restrict, monitor, or withdraw personal use privileges where necessary to protect Academy systems, users, or resources.

Reporting Concerns

Any concerns relating to:

Cyberbullying.

Online safety.

Inappropriate content.

AI misuse.

Security incidents.

Data breaches.

Safeguarding concerns.

Must be reported immediately to a member of staff, the Designated Safeguarding Lead (DSL), or the IT team.

Responsibilities

Students

Students are responsible for:

Using Academy technology safely and responsibly.

Following this policy.

Protecting passwords and personal information.

Reporting concerns promptly.

Using AI appropriately and honestly.

Staff

Staff are responsible for:

Promoting safe and responsible technology use.

Monitoring student use where appropriate.

Following data protection requirements.

Using AI ethically and professionally.

Reporting safeguarding and security concerns.

Senior Leadership Team

The Senior Leadership Team is responsible for:

Ensuring compliance with this policy.

Providing appropriate training and guidance.

Maintaining effective safeguarding arrangements.

Monitoring technology usage and emerging risks.

Reviewing this policy regularly.

Monitoring and Review

The effectiveness of this policy will be monitored through:

Safeguarding reviews.

Cyber security audits.

Behaviour and incident records.

Student and staff feedback.

Data protection reviews.

Technology usage reports.

AI usage and compliance reviews.

The policy will be reviewed annually or sooner if required by changes in legislation, technology, safeguarding guidance, cyber security risks, Artificial Intelligence developments, or Department for Education requirements.

Policy Owner: Executive Headteacher

Approved By: Proprietor and Executive Headteacher

Date Approved: June 2026

Review Date: June 2027

Version: 3.0