Mobile Phone Policy | West End Academy

West End Academy Mobile Phone and Personal Device Policy
Operated by: Smart Music Studios Limited
Contact: info@westend.academy
Last updated: 26 July 2026

1. Purpose
Mobile phones and personal devices can be useful for travel, communication, accessibility and emergencies, but inappropriate use can disrupt activities, affect concentration, breach privacy or create safeguarding concerns. This policy explains their safe and appropriate use during West End Academy activities.

2. Scope
This policy applies to students, parents and guardians, teachers, assistants, freelancers, volunteers, visitors and anyone supporting Academy classes, trials, rehearsals, performances, workshops, trips, events, backstage activity or agency-related activity.

3. Student Devices
Students may bring a phone where their parent or guardian considers it necessary. It must normally be switched off or silent, stored securely and kept out of sight during teaching, rehearsals, performances and group activities. It may be used only with staff permission or for an agreed medical, accessibility, safety or Academy purpose.

West End Academy is not responsible for loss, theft or damage unless caused by negligence. Students should not bring expensive or unnecessary devices.

4. Smartwatches and Other Devices
The same rules apply to smartwatches, tablets, laptops, cameras, gaming devices, audio recorders and other internet-enabled devices. A distracting device may be removed and stored safely for the remainder of the session.

5. Approved Use
Staff may permit a device for contacting a parent or guardian, a genuine emergency, medical monitoring, accessibility support, music, a script or rehearsal task, approved research, authorised recording, travel arrangements or another directed Academy activity.

6. Emergency Contact
During activities, families should normally contact West End Academy directly rather than messaging a student. Where a student needs urgent contact, a member of staff will assist. Families must keep emergency contact information up to date.

7. Photography, Filming and Audio
Students must not photograph, film or record during Academy activities unless staff permission has been given. They must never record other students without permission, private conversations, medical or safeguarding incidents, confidential information, toilets, changing areas or any place where privacy is reasonably expected.

Images or recordings must not be uploaded, forwarded or shared without appropriate permission. The Photography, Video and Image Use Policy also applies.

8. Social Media and Messaging
Devices must not be used to bully, threaten, discriminate, embarrass, secretly record, share inappropriate content, impersonate West End Academy, contact staff through personal accounts without authorisation or disclose confidential Academy information. Concerns may be handled under the Code of Conduct, Behaviour Management Policy or safeguarding procedures.

9. Staff Use
Staff may use devices for legitimate professional purposes including emergencies, attendance, parent contact, class resources, music, timetables, safeguarding, incident management and authorised photography. Personal use must not interfere with teaching, supervision or safeguarding.

Staff must not normally contact students through personal numbers, accounts, email or private messaging. Communication should go through the parent or guardian or an authorised Academy channel. Any necessary direct contact with an older student must be authorised and transparent.

10. Staff Photography
Staff must not normally photograph or film students on a personal device unless specifically authorised. Consent choices must be followed. Authorised content must be transferred promptly to an approved Academy system, removed from the personal device and not shared through personal accounts.

11. Parents, Guardians and Audiences
Adults must not use devices in a way that disrupts activities and must not photograph or film other children without permission. Event-specific instructions may allow, limit or prohibit photography and filming and must be followed.

12. Responding to Misuse
Staff may give a reminder, ask for a device to be put away or switched off, hold it securely for the shortest reasonable period, return it at the end of the session or to the parent or guardian, contact the family, record the incident and apply behaviour or safeguarding procedures.

Staff will not normally search a device. Where there is a serious safeguarding or legal concern, West End Academy may preserve relevant information, contact the parent or guardian and seek advice from appropriate authorities.

13. Medical and Accessibility Needs
Students who need a phone, smartwatch or other device for medical monitoring, communication, accessibility, additional needs or safety planning should have arrangements agreed in advance. Reasonable adjustments will be considered wherever possible.

14. Performances and Backstage Areas
Devices must normally be silent and securely stored. They must not distract performers, interfere with cues, create noise, reveal confidential production information or risk recording private costume changes. Specific storage arrangements may be introduced for productions and events.

15. Safeguarding
Concerns involving devices, messages, online contact, photography or recording should be reported to:
Designated Safeguarding Lead: Harry Smith
Email: info@westend.academy
Deputy Safeguarding Lead: Claire Smith
Email: info@westend.academy

Where a child may be at immediate risk, West End Academy may contact emergency services, children’s social care or the police.

16. Complaints and Review
Questions or complaints should be sent to info@westend.academy. This policy may be updated as technology, safeguarding guidance and Academy activities develop. It should be read with the Code of Conduct, Behaviour Management Policy and Photography, Video and Image Use Policy.