From 1 September 2025, the use of personal mobile phones and personal digital devices by staff in children’s spaces is prohibited under the updated National Quality Framework. This change was not unexpected, the government had flagged it as part of the broader 2025–2026 child safety reform package, but many operators are still grappling with what the ban specifically requires and how to implement it effectively.
This guide explains the scope of the personal device ban, what your written policy must address, and how to manage the practical challenges of enforcement.
What the Personal Device Ban Covers
The NQF personal device prohibition applies to staff use of personal mobile phones and personal digital devices, including tablets and smartwatches with communication functionality, in areas of the service where children are present.
The ban is about personal devices. It does not prohibit the use of service-owned devices for work purposes, such as a centre-issued tablet used for attendance recording or an iPad used for educational activities. The distinction between personal and service-owned devices must be clearly documented in your policy.
What Your Written Policy Must Cover
The NQF amendments require approved providers to have a current written policy addressing personal device use by staff. At minimum, your policy must address:
- Which devices are prohibited: Personal mobile phones, personal tablets, personal smartwatches with communication functions
- Where the prohibition applies: All areas where children are present; your policy may extend this to all areas of the service during work hours
- Permitted exceptions: Emergency situations where a personal device is the only means of communication; the policy should define what qualifies as an emergency and require the device to be put away immediately after the emergency communication
- Service-provided devices: How staff access service-owned communication devices for legitimate work purposes
- Personal time use: When and where staff may use personal devices during break times
- Consequences for breach: The disciplinary process for staff who use personal devices in prohibited areas
Connection to Your CCTV Policy
The personal device ban and your CCTV policy are closely related, both fall under the Quality Area 2 digital safety amendments that took effect in September 2025. Some providers are combining them into a single ‘Digital Technologies and Surveillance Policy’. This is acceptable, but care is needed to ensure that each topic is addressed with sufficient depth.
There is also a compliance intersection: CCTV systems that detect personal device use in children’s spaces can support enforcement of the personal device ban. Footage of a staff member using a personal phone in a prohibited area is evidence of a policy breach and may need to be documented as an incident or staff management matter.
Practical Enforcement Challenges
Staff Communication and Buy-In
The most effective device policies are those that staff understand and accept. Rather than framing the ban purely as a compliance obligation, operators who have implemented it successfully tend to communicate the child safety rationale clearly, distracted supervision is a genuine risk to children, and involve staff in developing practical solutions for legitimate communication needs.
Providing Alternatives
Staff need to be able to communicate in emergencies, access work platforms, and reach management without personal devices. Service-provided solutions might include a centre-owned phone available to staff, a communication platform accessible from service-owned tablets, or a designated staff area where personal phones may be checked during breaks.
Managing Emergencies
Your policy must have a clear, practical provision for genuine emergencies, a staff member whose child is seriously ill and needs to be contactable, for example. The policy should define the process (informing management, using the device once away from children, documenting the exception) without creating a loophole that undermines the general prohibition.
Documentation and Training Requirements
Your documentation must show:
- A current written personal device policy (reviewed within the last 12 months)
- Training records confirming all staff have read and acknowledged the policy
- Records of any policy breaches and how they were managed
For the full picture of your digital safety compliance obligations, see our CCTV policy requirements guide and the broader NQF child safety compliance guide.
Summary
The personal device ban is one of the clearer and more straightforward of the 2025–2026 NQF amendments, but implementing it effectively requires more than a policy document. It requires practical alternatives for staff, clear communication of the rationale, and consistent management of any breaches.
Book a free SafeDay consultation and review your complete digital safety compliance posture.
