1.1. This policy is intended to help you make appropriate decisions about the use of social media such as blogs, wikis, social networking websites, podcasts, forums, message boards, or comments on web-articles, such as Twitter, Facebook, LinkedIn, etc. 1.2. This policy outlines the standards we require you to observe when using social media, the circumstances in which we will monitor your use of social media and the action we will take in respect of breaches of this policy. 1.3. This policy supplements our BA VETTING PACK. 1.4. This policy does not form part of any contract of employment and it may be amended at any time.
2. Who is covered by the policy
2.1. This policy covers all individuals working at all levels and grades, including senior managers, officers, directors, employees, consultants, contractors, trainees, homeworkers, part-time and fixed-term employees, casual and agency staff and volunteers (collectively referred to as you in this policy
3.1. You are expected to comply with this policy at all times to protect the privacy, confidentiality, and interests of our company and our services, employees, partners, customers, and competitors. 3.2. Breach of this policy may be dealt with under our Disciplinary Procedures and, in serious cases, may be treated as gross misconduct leading to summary dismissal.
4. Responsibility for implementation of the policy
4.1. MARKETING MANAGER has overall responsibility for the effective operation of this policy. 4.2. MARKETING MANAGER is responsible for monitoring and reviewing the operation of this policy and making recommendations for changes to minimise risks to our operations. 4.3. You are responsible for your own compliance with this policy and for ensuring that it is consistently applied. You should ensure that you take the time to read and understand it. Any breach of this policy should be reported to MARKETING MANAGER. 4.4. Questions regarding the content or application of this policy should be directed to MARKETING MANAGER.
5. Using social media sites in our name
5.1. Only MARKETING MANAGER is/are permitted to post material on a social media website in our name and on our behalf. Any breach of this restriction will amount to gross misconduct.
6. Data Protection requirements
6.1. The Information Commissioner’s Office has strict restrictions on social media. The ICO rules apply to all communications made by you in your capacity as our consultant or which in any way relate to our services and products. 6.2. All communications we make using social media which promote our services can only be made by MARKETING MANAGER and must have been through our formal approval process. 6.3. Otherwise, you must not make any communication using social media which promotes our services or our products. This means that broadly: (a) you must not recommend, advise, discuss, promote or mention any specific products; (b) you must not discuss or recommend our services; or (c) you must not invite or encourage any customer or potential customer to contact you in order to do either of the above. Any breach of these restrictions will amount to gross misconduct. 6.4. If you are in any doubt as to what you can and cannot say using social media, then please contact the MARKETING MANAGER
7. Using work-related social media
7.1. We recognise the importance of the internet in shaping public thinking about our company and our services, employees, partners and customers. We also recognise the importance of you joining in and helping shape industry conversation and direction through interaction in social media. 7.2. You are therefore permitted to interact on approved social media websites about the Company when you have been given permission by MARKETING MANAGER. 7.3. Before using work-related social media you must: (a) have read and understood this policy ; and (b) have sought and gained prior written approval to do so from MARKETING MANAGER.
8. Personal use of social media sites
8.1. We permit the incidental use of social media websites for personal use subject to certain conditions set out below. However, this is a privilege and not a right. It must neither be abused nor overused and we reserve the right to withdraw our permission at any time at our entire discretion. 8.2. The following conditions must be met for personal use to continue: (a) use must be minimal and take place substantially out of normal working hours (that is, during lunch hours, before 9 am or after 5.30 pm); (b) use must not breach any of the rules set out in paragraph 9 below. (c) use must not interfere with business or office commitments; (d) use must comply with our policies including the Data Protection Policy and Disciplinary Procedure].
9. Rules for use of social media
Whenever you are permitted to use social media in accordance with this policy, you must adhere to the following general rules: 9.1. Always write in the first person, identify who you are and what your role is, and use the following disclaimer “The views expressed are my own and don’t reflect the views of the Company”. 9.2. Do not upload, post, forward or post a link to any abusive, obscene, discriminatory, harassing, derogatory or defamatory content. 9.3. Any colleague who feels that they have been harassed or bullied, or are offended by material posted or uploaded by another colleague onto a social media website should inform MARKETING MANAGER. 9.4. Never disclose commercially sensitive, anti-competitive, private or confidential information. If you are unsure whether the information you wish to share falls within one of these categories, you should discuss this with The Head of Media. 9.5. Do not upload, post or forward any content belonging to a third party unless you have that third party's consent. 9.6. It is acceptable to quote a small excerpt from an article, particularly for the purposes of commenting on it or criticising it. However, if you think an excerpt is too big, it probably is. Quote accurately, include references and when in doubt, link, don't copy. 9.7. Before you include a link to a third party website, check that any terms and conditions of that website permit you to link to it. All links must be done so that it is clear to the user that they have moved to the third party's website. 9.8. When making use of any social media platform, you must read and comply with its terms of use. 9.9. Do not post, upload, forward or post a link to chain mail, junk mail, cartoons, jokes or gossip. 9.10. Be honest and open, but be mindful of the impact your contribution might make to people’s perceptions of us as a company. If you make a mistake in a contribution, be prompt in admitting and correcting it. 9.11. You are personally responsible for content you publish into social media tools – be aware that what you publish will be public for many years. 9.12. Don't escalate heated discussions, try to be conciliatory, respectful and quote facts to lower the temperature and correct misrepresentations. Never contribute to a discussion if you are angry or upset, return to it later when you can contribute in a calm and rational manner. 9.13. If you feel even slightly uneasy about something you are about to publish, then you shouldn’t do it. If in doubt, always discuss it with MARKETING MANAGER first. 9.14. Don’t discuss colleagues, competitors, customers or suppliers without their prior approval. 9.15. Always consider others’ privacy and avoid discussing topics that may be inflammatory e.g. politics and religion. 9.16. Avoid publishing your contact details where they can be accessed and used widely by people you did not intend to see them, and never publish anyone else's contact details. 9.17. Before your first contribution on any social media site, observe the activity on the site for a while before launching in yourself to get a feel for the style of contributions, the nature of the content and any ‘unwritten’ rules that other contributors might follow. 9.18. Activity on social media websites during office hours should complement and/or support your role and should be used in moderation.