At Key, you have the convenience of accessing work apps like Outlook and Teams on your own phones and tablets. Our aim is to make this as easy, secure and straightforward as possible for you.
These Frequently Asked Questions (FAQs) explain what you can expect when using your personal device for work, including:
- What Key can and cannot see
- How your information is protected and,
- What you need to get started.
Our goal is to give you confidence and reassure you that your privacy is protected and your device remains your own.
Can I use work apps such as Microsoft Outlook and Teams on my personal device?
Yes, you can securely access your work email, Teams and other Microsoft 365 apps on your own device using Key’s secure sign‑in and data‑protection controls.
Will these apps use a lot of mobile data on my personal device?
These apps are designed to work efficiently on mobile networks with most day-to-day activities such as accessing emails and Teams chats only using small amounts of data, around about 150MB each month.
Some activities can use more data such as uploading large files or joining Teams video calls. For those scenarios we would recommend being on a Wi-Fi network where possible or turning off your video in Microsoft Teams calls.
Can Key access my personal device?
No, Key cannot access anything personal on your device.
This includes your photos, messages, browsing history, personal apps, or any personal files.
Key can only manage work‑related apps and data, such as:
- Work information inside Microsoft 365 apps
- Security settings for those apps
- Removing only work data if your device is lost/stolen or you leave Key
Key cannot:
- See your contacts, photos or files
- Read your messages or emails
- See your call history
- Track your location
- Use your camera
- Change your personal device settings
- Monitor your activity on your device
Your personal device and data stays personal.
What information can Key see about my device?
Only a small amount, such as:
- Your name
- Your work email
- Your device make/model (e.g., iPhone, Samsung)
- Software version (e.g., iOS 17)
- The version of your Microsoft 365 apps
Nothing else.
Can Key wipe my personal device?
No. If needed, Key can only remove work data from Key work apps.
Your personal device, photos, apps and information are never touched.
Do I need to install any additional software onto my personal device?
No additional software is required for Apple or Windows devices.
For Android devices, Microsoft requires the Company Portal app to enable data‑protection controls, but you do not need to sign in or use it.
What do I need before I can use work apps?
- Your work email and password
- Multi‑Factor Authentication set up
- A device password or unlock PIN code of 6 digits (The Microsoft 365 apps will ask you to set an app PIN for access instead if this is not in place)
- Up‑to‑date device software
- Company Portal app (Android only)
- Microsoft Edge browser (Windows only)
Our ICT support website and our ICT Team can help you, if need be.
Are there restrictions in place when using work apps on my personal device?
Yes, to keep information safe, you won’t be able to:
- Take screenshots of work data
- Download work documents to your device
- Copy/paste work information into personal apps
- Print work documents
- Use third‑party email apps for work
These safeguards help protect you, Key, our tenants and the people we support.
Why are these restrictions in place?
Key must follow the Cyber Essentials security framework and the UK GDPR (2018).
These controls help us meet legal and security requirements while keeping personal information safe and secure.
How can I check if my personal device is up to date?
To find out more about your own phone you can find this on under ‘settings’ on your device; or please see our Operating Systems Support Guide
What if my personal device is lost or stolen?
Contact the ICT helpdesk as soon as possible and they can remove work data associated with your work Microsoft 365 account.
Why can’t Key provide a dedicated work mobile phone to me?
Providing a work phone for every colleague across Key would cost in the region of £1 million once handsets, contracts, replacements and ongoing support are considered, and we simply aren’t funded to meet that level of cost.
Why Wi-Fi?
A quick reminder to please connect to Wi‑Fi whenever it’s available while using your phone or tablet for work. This helps keep your data usage down and makes sure the apps run smoothly. using Wi‑Fi when you can.
Our work apps can hold information in the background and will upload or sync automatically when your device connects to a Wi‑Fi network. Even when you’re not actively using the apps, they can still send and receive small amounts of data in the background to keep things up to date.
By connecting to Wi‑Fi wherever it’s available, you’ll make sure this information flows securely without using up your personal mobile data allowance. This helps keep everything running smoothly and avoids unnecessary data usage.
Where can I connect to Wi-Fi?
You can connect to Wi‑Fi in lots of places while you’re out and about:
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Key offices and worker bases – many of our locations have Key Guest Wi‑Fi, which you’re welcome to use
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Shops, cafés and restaurants - most big chains (and many independents) offer free customer Wi‑Fi, so places like cafés, food outlets and retail stores are often good options.
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Libraries and community hubs - local libraries provide free public Wi‑Fi, along with many community centres and shared spaces.
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Community Wi‑Fi schemes - some areas now have public or community‑based Wi‑Fi available in town centres, parks or shared outdoor spaces.
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Public transport - many buses and trains now provide free Wi‑Fi for passengers, which can be helpful when travelling.
Finally, please check out our ICT Support Website for further information or help, and if you’ve any specific questions let us know.