When communicating it’s vital that messages are passed on via appropriate means, and that personal or sensitive data is shared securely.
The University deploys many technologies to help staff and students communicate effectively. Wherever you’re based you’ll encounter MS Teams meetings, calls, chats, Outlook emails, calendar invites and reactions.
The University discourages using personally downloaded software for work purposes, but we’re aware that some teams use group chats on third-party apps such as WhatsApp and Slack. Wherever possible, work currently taking place on third-party apps should be moved to appropriate University-supported software.
Staff, doctoral researchers and students must select appropriate channels to share personal and commercially sensitive information, but with so many tools at our disposal how do we choose the right one?
- Quick questions: Use MS Teams chat for quick, non-sensitive queries or updates. Please note business critical questions should be sent via email to ensure a record is kept and that they aren’t missed.
- Meetings: Host meetings on MS Teams and avoid recording calls if sensitive, personal data will be discussed. Tell people in advance if it's necessary to record a call or meeting. For more details see our guidance on how to effectively communicate using Outlook email and MS Teams.
- Sensitive or personal data: Communicate personal information via internal University email, or, where appropriate, face-to-face. Avoid sharing personal details in MS Teams chat or third-party messaging apps.
- File sharing: Share files securely using OneDrive or in Teams channels. When creating a link, you can select your intended recipients, reducing the likelihood of your files being shared with unauthorised recipients.
Why does choosing the right technology matter?
It’s not just about reaching the right people; it’s also about compliance and professionalism. Wherever University business is conducted—whether on personal or work devices—if you’re handling personal or commercial data, it falls within the scope of UK GDPR, the Data Protection Act 2018 and/or the Freedom of Information Act 2000.
This means that individuals can request data held by the University as a public authority, and we are legally obliged to collate, review, and share this information. Misusing communication tools or storing data in unapproved platforms could lead to data breaches, unnecessary complications, or reputational risks.
Don’t get caught out!
By following these tips, you’ll help protect sensitive information, and ensure your communications remain professional, compliant, and effective.
Loughborough University is committed to a policy of protecting the rights and privacy of individuals. All Loughborough University staff have a responsibility to protect personal identifiable data and respect the data protection rights of all people.