UKGC Lacks Finalised WhatsApp Policy

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A Freedom of Information (FOI) request has revealed that the UK Gambling Commission (UKGC) does not have a finalised policy for the use of non-corporate communication channels like WhatsApp, despite the application being used by some staff.

The disclosure, dated 24 February 2024, shows the regulator is currently developing formal guidance for its employees. This follows a recent Cabinet Office policy on the use of channels such as private email, text messages, and WhatsApp for government business.

The State of Play

In its response, the UKGC confirmed that it does not consider WhatsApp a "standard method of communication." However, it acknowledged that a "very small group of staff have WhatsApp installed on their Commission devices, for the purposes of very specific areas of work."

The regulator stated that its current internal rules, such as the 'Wireless and Mobile Devices Policy' and 'Acceptable Usage Policy', place restrictions on such software. Key points include:

• Employees may not use privately owned equipment for business purposes.
• All software used on Commission equipment must be approved by IT Services.
• A business case must be made to and approved by the Programme Director for any new software.

While these rules govern the installation of applications, the FOI response confirms the lack of a specific, finalised policy governing how communications on these platforms should be retained or deleted. The Commission provided a copy of its draft guidance on the matter, indicating that a formal policy is still a work in progress.

Why This Matters for Consumers

As the primary regulator for gambling in Great Britain, the UKGC's internal processes are a matter of public interest. Clear and robust information management policies are essential for ensuring transparency and accountability.

Official communications, regardless of the platform used, may be subject to FOI requests from the public and press. Without a clear policy on how to retain and manage messages from apps like WhatsApp, there is a risk that important information could be inconsistently managed or lost. This could impact the ability of the public to scrutinise the regulator's decision-making processes.

Industry Implications

The development of a formal policy shows the UKGC is adapting to modern communication methods, aligning itself with broader government standards. The response highlights a transitional period for the regulator, where the use of new technology has, in this instance, preceded the finalisation of specific written policy. The creation of this new guidance will be a critical step in ensuring all regulatory communications are captured, auditable, and accessible under UK information laws.