Safeguarding Policy: Supervision and Moderation of Virtual Work Experience

Last updated: 26 September 2025

1. Introduction

The Data Inspiration Group Ltd is committed to ensuring a safe, secure, and supportive environment for all students who participate in our virtual work experience programmes. This policy sets out our safeguarding measures relating to the supervision, moderation, and management of live Zoom sessions, the handling of student data, and the reporting of concerns.

2. Supervision and Moderation

  • Session Hosts and Moderators
    All Zoom sessions are hosted and moderated by Rachel Keane, Founder of the Data Inspiration Group Ltd, together with members of our virtual work experience partner organisations.
  • Staff Vetting
    All members of the Data Inspiration Group team who moderate or facilitate live sessions hold an up-to-date DBS certificate.
  • Live Moderation
    Every live session is moderated by the Data Inspiration Group team to ensure a safe and professional environment.
  • Recording of Sessions
    All sessions are recorded for quality assurance and to provide students with access to session materials via our online library after the live event.
  • Student Participation Controls
    • Cameras and microphones of student participants are disabled during live sessions.
    • Student communication is limited to the chat function and Q&A, which is continuously monitored by the Data Inspiration Group team.
    • Any attendee found misusing the chat function or behaving inappropriately will be immediately removed from the session.
    • Students are able to contact the Data Inspiration Group team at any time via email – info@digdata.online.

3. Student Privacy and Data Protection

  • Data Collected
    During registration, students are required to provide:

    • First initial and surname
    • Year group
    • School name and town location
    • Parental/guardian permission if under the age of 13
  • Data Storage and Security
    • Student data is securely stored in HubSpot, a cloud-based database system.
    • Access to HubSpot is protected with two-factor authentication.
    • The Data Inspiration Group holds Cyber Essentials certification, reflecting our commitment to strong data security practices.
  • Use of Data

    • Student data is used only to:
      • Notify them of upcoming events.
      • Send certificates for virtual work experience participation, once work has been submitted.
    • We do not hold student telephone numbers. Only email addresses are collected.
    • Students may unsubscribe from our platform at any time.
  • Images/Videos
    Students will not be required to share personal information, images, or videos as part of participation or challenge submissions.

4. Code of Conduct

  • Expectations of Students
    • All communication via the chat and Q&A function must be event-related and respectful.
    • Misuse of the above will result in the student being removed immediately from the session.
    • Students must not share personal contact details or inappropriate content.
  • Expectations of Facilitators
    • Always maintain professional and respectful communication
    • Monitor interactions to ensure safe and appropriate engagement.
    • Act promptly to remove students if inappropriate behaviour occurs
  • Monitoring
    A dedicated team is present in the background during all live events to monitor the student interactions.

5. Reporting Concerns

  • Safeguarding Lead
    The designated safeguarding lead (DSL) for the Data Inspiration Group is: Rachel Keane, Founder
  • Reporting Process
    • During a live session: safeguarding concerns can be reported via the chat function or by contacting the safeguarding lead directly.
    • At any time: concerns may be reported immediately by email to info@digdata.online, which is monitored throughout each live event by the Data Inspiration Group team.
  • Escalation
    All safeguarding concerns will be:

    • Taken seriously.
    • Logged and documented appropriately.
    • Reported to the relevant school safeguarding lead or external safeguarding authority if necessary.

6. Review and Updates

This safeguarding policy is reviewed annually and updated to reflect best practice, legal requirements, and feedback from participating schools and students.