Governance in the Digital Age: Board Responsibilities, Remote Meetings & Digital Security

In a world where charities and CICs rely increasingly on technology for communication, fundraising, and record-keeping, governance has entered a new era.

Digital transformation has brought enormous benefits, faster decision-making, easier collaboration, and global connectivity, but it has also introduced new risks. Cyberattacks, data breaches, and governance blind spots can quickly undermine public trust.

At Third Sector Experts International, we work with boards and leadership teams across the UK and beyond to strengthen governance in a digital world. Here’s how to protect your charity’s integrity, manage risks, and use digital tools responsibly.

Why Digital Governance Matters

The Charity Commission’s guidance (CC3 – The Essential Trustee) makes it clear: trustees are legally responsible for how a charity is run, including its use of digital systems and data.

As technology becomes central to operations, from storing beneficiary information to running online fundraising campaigns trustees must ensure:

• The charity uses technology safely, ethically, and efficiently.

• Risks such as cybercrime, data loss, or misinformation are appropriately managed.

• Digital tools enhance, not replace, effective oversight and accountability.

In short, digital transformation must go hand-in-hand with good governance.

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The Evolving Role of Trustees in a Digital World

Trustees are no longer just guardians of strategy and compliance; they are stewards of digital trust.

Key responsibilities include:

• Data protection compliance (GDPR and Data Protection Act 2018).

• Cybersecurity oversight ensures appropriate systems, software, and backups are in place.

• Digital inclusion ensures beneficiaries and volunteers have safe, fair access to online services.

• Transparency publishing accurate, accessible information online (annual reports, financials, safeguarding).

• Ethical leadership sets expectations for responsible social media use and digital communication.

For international charities, trustees must also consider how data flows across borders, especially when working with overseas partners or cloud-based systems.

Governance Meets Technology: The New Boardroom

The pandemic proved that remote governance is possible and, in many cases, preferable. But moving board activity online requires clear structure and discipline.

Best practice for digital board meetings:

·         Choose the right platform: Microsoft Teams, Zoom, or Google Meet should include password protection, waiting rooms, and recording options.

·         Prepare and circulate papers early, and send board packs electronically at least 5 days before meetings.

·         Set digital etiquette, mute when not speaking, use chat responsibly, and keep cameras on for transparency.

·         Assign a moderator to manage the technology, ensure everyone contributes, and troubleshoot live issues.

·         Record decisions accurately. Minutes should capture key discussions, decisions, and votes, just as in-person meetings would.

·         Maintain confidentiality even in virtual spaces; sensitive information must be protected.

Hybrid governance, where some trustees join online and others in person, is now widely accepted by the Charity Commission, provided the governing document allows it and all can participate effectively.

Digital Record-Keeping and Accountability

Charities are legally required to keep accurate records of meetings, financial transactions, and decisions. In the digital age, that responsibility extends to how and where those records are stored.

Trustee essentials:

• Use secure cloud storage (e.g., Microsoft SharePoint, Google Workspace, or Dropbox Business).

• Restrict access to authorised users only.

• Maintain clear version control of key documents (constitution, policies, risk register).

• Back up data regularly and store at least one copy offline.

• Review data retention policies, and don’t keep personal data longer than necessary.

If you’re working internationally, ensure overseas data storage complies with UK GDPR and any local laws.

Cybersecurity: A Governance Imperative

Cybercrime is one of the fastest-growing risks facing UK charities. Recent data from the National Cyber Security Centre (NCSC) shows that one in five charities experience some form of cyberattack each year.

Even small organisations can be targets often because they hold sensitive donor or beneficiary data.

Trustees should ensure the following:

1. Cyber Essentials: Achieve this government-backed certification to demonstrate basic cybersecurity competence.

2. Strong password and MFA policies. Implement multi-factor authentication for all key systems.

3. Regular training. Staff and trustees should recognise phishing and social engineering attempts.

4. Incident response plan. Have clear steps to follow in the event of a breach, including who to notify and how to contain the issue.

5. Insurance cover. Consider adding cyber liability to your charity insurance policy.

Remember, cybersecurity isn’t an IT issue; it’s a board-level governance responsibility.

Social Media Governance: Balancing Voice and Risk

Social media can be a powerful advocacy tool, but also a reputational risk. Every tweet, post, or video reflects on your organisation’s brand and values.

Best practice for trustees and staff:

• Have a clear social media policy that defines tone, permissions, and accountability.

• Designate authorised users for official accounts.

• Monitor online sentiment and address misinformation promptly.

• Encourage authenticity but maintain professionalism.

• Avoid engaging in political or controversial debates that could breach charity law restrictions.

Digital reputation management is now part of governance, not marketing.

International Operations: Added Layers of Complexity

For UK-registered charities delivering projects abroad, digital governance comes with added challenges:

• Cross-border data sharing. Ensure contracts and due diligence cover information security.

• Local laws. Understand how data protection and media regulations vary by country.

• Connectivity and access. Remote trustees must still have reliable, secure systems for oversight.

• Risk reporting. International programmes should include regular digital security updates in trustee reports.

At Third Sector Experts International, we help international charities create governance frameworks that align UK standards with local practice, reducing risk while strengthening collaboration.

Building a Digitally Confident Board

A digitally confident board doesn’t mean every trustee is a tech expert, but they must be willing to learn.

Practical steps:

• Include “digital governance” in trustee inductions.

• Provide annual training on GDPR, cybersecurity, and online communication.

• Encourage trustees to use digital dashboards and CRM reports to inform decisions.

• Recruit at least one trustee with digital or IT expertise.

A proactive, informed board builds confidence not just within the organisation but also with funders and regulators.

The Governance Checklist for the Digital Age

Here’s a simple checklist for your board to review annually:

☐       Do we have a clear Digital Governance Policy?

☐       Are all trustees trained in GDPR and cybersecurity awareness?

☐       Is our data storage compliant, secure, and regularly reviewed?

☐       Are our board meetings effective and inclusive (online and hybrid)?

☐       Do we have a social media and communications policy?

☐       Is digital risk included in our risk register?

☐       Do we have an incident response plan for data breaches or reputational crises?

☐       Are we using digital tools to improve transparency, not replace accountability?

If you can’t confidently tick most of these, it’s time to review your governance systems.

Case Example: Strengthening a Global Charity’s Digital Resilience

A UK-registered education charity working in East Africa asked Third Sector Experts International for help after a near-miss cyber incident.

We conducted a Digital Governance Audit and found:

• Unsecured personal data is stored on staff laptops.

• Inconsistent use of passwords;

• No formal incident response plan.

Within six weeks, we helped them:

·         Implement a data management policy and secure cloud system;

·         Deliver trustee cybersecurity training;

·         Create a simple incident response checklist;

The result? Improved confidence from trustees, safer data handling, and renewed trust from funders.

How Third Sector Experts International Can Help

We support charities and CICs to modernise their governance for a digital world by offering:

·         Digital Governance Audits and Cyber Readiness Reviews

·         Trustee and Staff Training on GDPR and Cybersecurity

·         Development of Digital and Social Media Policies

·         Support for Hybrid and International Governance Models

·         Crisis and Reputation Management Planning

Our goal is simple: to help boards lead confidently, protect reputation, and future-proof governance in a rapidly changing environment.

Final Thoughts

Good governance in 2025 is about more than meetings and minutes; it’s about trust, transparency, and technology.

Boards that embrace digital tools responsibly will not only reduce risk but also strengthen their organisation’s agility and credibility. As the Charity Commission continues to emphasise accountability and resilience, now is the time to ask:

“Are we governing for the world we’re in or the one we used to know?” If your answer is the latter, it’s time to modernise.

Download our Digital Governance Audit Template