Scottish charities need technology that protects beneficiary and donor data, supports staff and volunteers wherever they work, and costs as little as possible to run. Get five things right: the Microsoft nonprofit licences you're entitled to, cyber security that trustees and funders can see, phone lines ready for the January 2027 switch-off, secure access for volunteers, and a budgeted roadmap. This guide explains each one in plain terms.
Who this guide is for
It's for chief executives, operations and finance managers, digital leads and trustees of Scottish charities, social enterprises and community organisations. It's written by Indigo Unified Communications, a Glasgow-based managed IT, cyber security, connectivity and telephony provider that supports more than 30 charities and third sector organisations across Scotland.
Why technology matters more than ever for Scottish charities
Scotland has more than 46,500 voluntary organisations, including around 23,800 registered charities, employing 136,000 paid staff and supported by over a million volunteers (SCVO, State of the Sector 2026, September 2026). Almost all of them now depend on email, cloud files, online fundraising and phones to deliver services.
Three changes make 2026 and 2027 a good time to review your setup:
- Licensing has changed. Microsoft ended its free Microsoft 365 Business Premium grant for nonprofits on 1 July 2025. Business Basic is still free for up to 300 users, and paid plans are discounted by up to 75%, but many charities are on the wrong mix of licences.
- Cyber risk is real. 28% of UK charities reported a cyber breach or attack in the last 12 months, yet only 38% use two-factor authentication and only 19% have a formal incident response plan (DSIT, Cyber Security Breaches Survey 2025/2026, April 2026).
- The copper phone network closes on 31 January 2027. Helplines, alarm lines, telecare and door entry that still rely on analogue lines need to move.
At the same time, 79% of charities now use AI in some form (Charity Digital Skills Report 2026), so trustees are being asked to make decisions about data, security and AI that they may not feel equipped for.
What's in this guide
- What are the biggest technology challenges for charities? Eight common problems.
- How can a charity get good IT on a tight budget? Microsoft nonprofit offers after 2025, and the real cost of IT.
- How should charities protect themselves from cyber attacks and data breaches? Cyber Essentials, UK GDPR and trustee duties.
- How can charities get more from Microsoft 365? Teams, SharePoint, Intune and Copilot.
- What do charities need to know about phone systems, helplines and the PSTN switch-off? Cloud telephony and the 2027 deadline.
- How do charities give staff and volunteers secure access from anywhere? Accounts, devices and leavers.
- How do you choose an IT provider for a charity? What to look for and ten questions to ask.
- Charity technology readiness checklist 20 yes/no questions to test where you stand.
The biggest misconception we come across
How Indigo does this. Many charities assume good IT is out of reach on their budget. In our experience supporting more than 30 charities from Glasgow, the money is usually already being spent, just in the wrong places: full-price licences where nonprofit ones apply, contracts that have quietly risen, and phones nobody uses. When we reviewed Erskine's estate we found suppliers that had raised prices by up to 1,200%. Fixing that first frees budget for security and support.
Frequently asked questions
Is Microsoft 365 still free for charities?
Partly. Eligible charities can still get Microsoft 365 Business Basic free for up to 300 users. Microsoft ended the free Business Premium grant on 1 July 2025, so Business Premium, Business Standard and E3 are now discounted, by up to 75%, rather than free. Business Basic includes web and mobile Office apps but not the desktop apps, so most charities need a mix of plans.
Do charities need Cyber Essentials?
It isn't a legal requirement, but it's a sensible baseline and increasingly expected by funders, local authorities and public sector commissioners. It's required for some central government contracts. Only 16% of UK charities are even aware of Cyber Essentials (DSIT, 2026), so holding it helps a charity show trustees and funders that its data is protected.
Who is responsible for cyber security in a Scottish charity?
The trustees. The Scottish Charity Regulator (OSCR) has said that acting in the charity's best interests includes addressing cyber security. Day-to-day work can be delegated to staff or an IT provider, but the board should see regular reports. Only 30% of UK charities have a trustee with explicit cyber responsibility (DSIT, 2026).
What happens to our phone lines on 31 January 2027?
Openreach closes the UK's analogue phone network (PSTN) on that date. Lines still on it move to a temporary emergency service with limited features. Check helplines, alarm and telecare lines, lift phones, door entry and card machines, and move them to digital services well before the deadline.
Where to start
Start with a structured review of your licences, contracts, security and phone lines. It shows immediate risks, savings and longer-term improvements before you commit to new systems or suppliers. Book a free Charity Technology Assessment →
Chapters
Download the full guide (PDF, 612 KB) Free, no sign-up. Every chapter is also below.
What are the biggest technology challenges for charities?
The eight technology problems we see most in Scottish charities, from tight budgets and licensing to cyber risk, volunteers and the PSTN switch-off.
How can a charity get good IT on a tight budget?
Good IT on a charity budget: Microsoft nonprofit licensing after the 2025 changes, TechSoup UK, total cost of IT and a three-phase roadmap.
How should charities protect themselves from cyber attacks and data breaches?
How Scottish charities protect beneficiary and donor data: 2026 breach figures, Cyber Essentials, UK GDPR and the ICO, and what OSCR expects of trustees.
How can charities get more from Microsoft 365?
How Scottish charities get more from Microsoft 365: Teams, SharePoint, Intune, volunteer accounts, protecting sensitive records and Copilot.
What do charities need to know about phone systems, helplines and the PSTN switch-off?
What Scottish charities need to know about cloud phone systems, helpline call queues, call recording and the 31 January 2027 PSTN switch-off.
How do charities give staff and volunteers secure access from anywhere?
How Scottish charities give staff and volunteers secure access from home, community venues and their own phones, with quick starters and leavers.
How do you choose an IT provider for a charity?
What Scottish charities should look for in an IT provider, ten questions to ask before signing, and the signs you've outgrown your current IT support.
Charity technology readiness checklist
A 20-question yes/no checklist to test your charity's IT strategy, licensing, cyber security, data protection, phones and volunteer access.
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