WhatsApp Guidance

Request

1. What is your policy in regards to retaining and deleting of messages using the WhatsApp platform?
2. Do officers dealing with FOI and GDPR have access to those messages if so can you provide a copy of the policy?
3. Can you give me a copy of the last review of this policy?

Response

Thank you for your request which has been processed under the Freedom of Information Act 2000 (FOIA).

In your email you have requested:

1. What is your policy in regards to retaining and deleting of messages using the WhatsApp platform?
2. Do officers dealing with FOI and GDPR have access to those messages if so, can you provide a copy of the policy?
3. Can you give me a copy of the last review of this policy?

The Cabinet Office recently published a policy on the use of non-corporate communication channels (NCCCs) (opens in a new tab).

NCCCs are communication channels which do not provide corporate access to information. This primarily includes private email accounts, text messages, and WhatsApp, although other communication channels can also fall within this definition. In response, we are developing guidance to outline the Commission’s approach, this guidance is currently in a draft format. However, please see the attached information we currently hold falling within the scope of your request.

WhatsApp is not a standard method of communication used at the Gambling Commission.

For context, it should be noted that, in line with the Commissions Wireless and Mobile Devices Policy, employees may not use privately owned wireless equipment for business purposes or connection to the Commission’s networks.

Further to this, as stipulated by the Commissions Acceptable Usage Policy, IT Services must approve all software (such as WhatsApp) used on Commission equipment. If it is found that there is a need for software that is not currently used in the organisation, a business case must be put forward to the Programme Director, IT Services, who will assess its impact on the technical architecture and consider it for approval.

As such, only a very small group staff have WhatsApp installed on their Commission devices, for the purposes of very specific areas of work.

Review of the decision

If you are unhappy with the service you have received in relation to your Freedom of Information request you are entitled to an internal review of our decision. You should write to FOI Team, Gambling Commission, 4th floor, Victoria Square House, Victoria Square, Birmingham, B2 4BP or by reply to this email.

Please note, internal review requests should be made within 40 working days of the initial response. Requests made outside this timeframe will not be processed.

If you are not content with the outcome of our review, you may then apply directly to the Information Commissioner (ICO) for a decision. Generally, the ICO cannot make a decision unless you have already exhausted the review procedure provided by the Gambling Commission.

The ICO can be contacted at: The Information Commissioner’s Office (opens in a new tab), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Information Management Team
Gambling Commission
Victoria Square House
Victoria Square
Birmingham B2 4BP

Files

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