Social Media Policy

Contents

  1. Policy Statement
  2. Who is Covered by This Policy?
  3. Who is Responsible for This Policy?
  4. When This Policy Applies
  5. Complying with Other Policies and Obligations
  6. Breaches of Our Policies
  7. Breaches of Our Obligations
  8. Personal Social Media Use at Work
  9. Responsible Use of Personal Social Media Accounts
  10. Responsible Use of Social Media
  11. Providing References and Recommendations for Others
  12. Monitoring Social Media Use
  13. Breaches of This Policy
  14. Monitoring and Review of the Policy

1. Policy Statement

We understand that your personal social media profiles are your own. However, what you post and, more generally, your actions on social media (whether personal or business use) can impact our reputation and business and jeopardise our compliance with legal obligations (such as to keep personal data secure and certain information confidential).

You must follow this policy and use social media responsibly and safely to help us minimise these risks, avoid loss of productivity and make sure that our IT Equipment and Information Systems are used appropriately.

Please read our Use of IT Equipment, Information Systems and Data Policy for more information on our acceptable standards for internet use.

This policy does not form part of any employee’s contract of employment and it may be amended at any time. We may also vary elements, such as any time limits, as appropriate in any case.

2. Who is Covered by This Policy?

This policy applies to all employees, directors and other officers, workers and agency workers, volunteers and interns.

We also require in any contracts with self-employed consultants or contractors that they comply with this policy. We will ensure they are given access to a copy.

All individuals covered above are referred to as ‘staff’ in this policy.

3. Who is Responsible for This Policy?

While we ask all managers to take responsibility for making sure this policy is complied with, its successful operation also depends on you. Please take the time to read and understand it and to go back to your manager with any questions you may have. References to Directors in this policy mean the most senior people within our organisation.

4. When This Policy Applies

This policy applies to your use of all forms of social media, including Facebook, LinkedIn, X (formerly Twitter), YouTube, Instagram, Snapchat, Pinterest, WhatsApp, TikTok, Feefo, Trustpilot, Reviews.com, Google Reviews and all other social networking sites, internet postings, messages, apps and blogs.

This policy also applies whether you use social media for business or personal purposes, whether during working hours or otherwise, and regardless of how you access it, including via:

  • IT Equipment — any hardware including computers, laptops, mobile devices, USB drives, telephones, fax machines, copiers, scanners, CCTV, and electronic key fobs and cards (yours or ours).
  • Information Systems — anything used to store, process or communicate information or data, such as the internet, Wi-Fi, email, telephone, voicemail or cloud-based systems or other networks (yours or ours).
  • Personal data — any personal information about an individual that can be used to identify them, directly or indirectly.
  • Confidential information — information marked as confidential or which you are required to keep confidential under your employment contract or other agreements. This includes Personal Data and sensitive Special Category Data as defined in data protection laws.

5. Complying with Other Policies and Obligations

We have other policies, procedures and obligations that must be followed when you are using social media. Please be aware that if a social media post would breach any of our policies in one type of forum, it will also breach them in any online forum.

6. Breaches of Our Policies

You must not use social media in a way that breaches any of our other policies, including our policies on:

  • Use of IT Equipment, Information Systems and data
  • Anti-harassment and bullying
  • Data protection (including disclosing personal data about a colleague online)
  • Equality, Diversity and Inclusion
  • Anti-corruption and bribery
  • General disciplinary rules and procedures

7. Breaches of Our Obligations

You must not use social media in a way that prevents us from complying with any of our obligations, including:

  • Obligations to any relevant regulatory authorities
  • Obligations for confidentiality or intellectual property
  • Any other laws or ethical standards — such as by claiming to be someone other than yourself, making false statements, or defaming our organisation, staff, customers, clients, suppliers, vendors, business partners, affiliates, stakeholders or any other person reasonably associated with us

8. Personal Social Media Use at Work

You can use your own IT Equipment (such as mobile phones) to access social media during non-working hours (such as break times or before or after work). However, this must not involve unprofessional or inappropriate content, interfere with your work or productivity, and must comply with this policy.

Personal use of social media, even using your own IT Equipment, is not permitted during working hours. Please silence your mobile phone social media notifications during working hours.

If you want to use social media for personal use with our IT Equipment or via any of our Information Systems, please only do so in line with our policy on Use of IT Equipment, Information Systems and Data.

9. Content Creation

You are a content creator if you produce your own media content for distribution through platforms such as TikTok and Instagram.

You must not create content for your own social media accounts either in the workplace or while you are working, unless you have your manager’s approval in advance.

10. Responsible Use of Personal Social Media Accounts

We understand that personal social media profiles are your own. However, what you post and how you manage your accounts can impact our reputation and business and may cause us to be liable to other third parties for your actions.

You are personally responsible for what you communicate on social media. Before posting any content, please keep in mind that it might be read by anyone — including us, future employers and social acquaintances — for a long time.

Although some posts may be set to ‘private’, even the most secure privacy settings may not prevent your contacts from passing them on and bringing them into public view.

If you are uncertain about how appropriate a statement or posting might be, please discuss it with your manager before publishing it.

In addition to using your common sense, the following rules can help:

  • Do not identify, mention, comment on, or refer to any information relating to us, staff, our customers or clients, suppliers, vendors, affiliates, stakeholders or any other people associated with us, unless you have received clear permission to do so beforehand.
  • Be clear in your social media postings that you are speaking on your own behalf. Write in the first person and use your personal email address when communicating via social media.
  • If you mention your affiliation with us on your profile or in any social media postings, make it clear that your views do not represent ours — for example by stating: “The views in this posting do not represent the views of my employer.” Your profile and content should be consistent with your professional image at work.

All staff are responsible for protecting our organisation. Please notify your manager if you see content in social media that reflects poorly on us, our staff, customers, clients, suppliers, vendors, business partners, affiliates, stakeholders or any other person reasonably associated with us.

11. Responsible Use of Social Media

Blogs and social media can be exciting and innovative ways for our organisation to thrive. However, if this type of marketing or business development is not directly part of your role, please do not participate in it without your manager’s approval.

You may be required to create business profiles on social media and should not use personal accounts for business use unless authorised by your manager to do so.

You may include your employment with us on your LinkedIn profile, but please make sure the information is accurate, not misleading and does not include any confidential information. If you are unsure what to write, please ask your manager in advance.

If your role requires you to speak on our behalf through social media, you will still need approval from your manager for your communications. Your manager will let you know of any requirements and restrictions, and may require you to have additional training.

The contact details of business contacts made while working for us, whether on business or personal accounts, are considered our confidential information. Please follow what is in your contract on handling confidential information, which may include deleting it from your accounts at the end of your contract with us.

What you should do

  • Always act in the best interests of our organisation.
  • Limit online postings to your area of knowledge and expertise.
  • Use any guidance we give you about our brand, style and values to inform your postings.
  • Try to stimulate interest in the work you do and connect with others doing similar things.
  • Try to add value through your posts, such as solving a problem or helping others in the online community.
  • Quickly correct any errors in your posts and be upfront with us about it if necessary.
  • If you disagree with others online, do so respectfully and objectively.
  • Review and comply with the terms of use of all social media sites you access.
  • If you are contacted for comments about our organisation to be published, direct the enquiry to your manager.

What you should not do

  • Do not post anything that might be offensive to others, such as sexual comments or racial slurs, and think carefully before posting on sensitive topics such as religion, culture or politics.
  • Do not use social media in a false or misleading way, such as by claiming to be someone other than yourself or creating an artificial buzz around us or any business, products or shares.
  • Do not refer to our customers, vendors, business associates or investors by name or post any information related to them without getting written permission in advance.
  • Do not discuss or conduct business with a customer, supplier, business associate or investor in an online forum.
  • Do not disclose or comment on our confidential information or any related rumours, including information on sales, customer lists, financials, business or marketing plans, performance or prospects. If asked directly, refer the inquiry to a manager.

12. Providing References and Recommendations for Others

Any references or recommendations you give for others on social or professional networking sites (such as LinkedIn, Feefo, Trustpilot and Facebook) can be attributed to our organisation and create legal liability for both you and us.

Please always seek approval in advance from your manager or HR before providing references or recommendations on social media that could be attributed to our organisation.

13. Monitoring Social Media Use

We reserve the right to monitor, intercept and review staff activities that use our IT Equipment and Information Systems, including for social media, to make sure that our rules are followed and for other legitimate business purposes, and without prior notice to you. If you use our IT Equipment or our Information Systems, this means you consent to our monitoring.

Please read our Use of IT Equipment, Information Systems and Data Policy for more information.

14. Breaches of This Policy

If you become aware of any misuse of social media, report it immediately to your manager or HR.

If you are suspected of breaching this policy, you must co-operate with our investigation and provide any relevant passwords and login details of the accounts you used if necessary.

Any breach of this policy — whether during working hours or not, whether using personal or business accounts, or whether using our IT Equipment and Information Systems or not — may result in disciplinary action and may lead to dismissal.

You may be required to remove any social media content if we believe it does not follow this policy. Failure to do so will also be considered a breach of this policy and may result in disciplinary action.

15. Monitoring and Review of the Policy

We will continue to review the effectiveness of this policy to ensure it is achieving its stated objectives.