SOCIAL MEDIA POLICY

1          Purpose.

2          Scope.

3          General rules.

4          Breach of this policy.

5          Related policies and documents.

6          Further information.

7          Policy owner.

1                         Purpose

1.1                   Social media includes blogs; wikipedia and other similar sites where text can be posted; multimedia or user generated media sites (YouTube); social networking sites (such as Facebook, LinkedIn, X.com (formerly known as Twitter, Instagram, TikTok, etc); virtual worlds (Second Life); text messaging and mobile device communications and more traditional forms of media such as TV and newspapers. Care should be taken when using social media at any time, either using our systems or at home.

1.2                   Personal use of social networking/media and chat sites should be restricted to breaks during working hours, or after hours with permission.

1.3                   We recognise the importance of employees joining in and helping to shape industry conversation and enhancing our image through blogging and interaction in social media.  Therefore, where it is relevant to use social networking sites as part of the employee’s position, this is acceptable.

1.4                   However, inappropriate comments and postings can adversely affect the reputation of our organisation, even if it is not directly referenced. It should be noted that if comments/photographs are likely to be construed as linked to us or, in more direct cases, if comments about colleagues or customers could be regarded as abusive, humiliating, discriminatory or derogatory, or could constitute bullying or harassment, we will treat this as a serious disciplinary offence. Employees should be aware that competitors or other organisations may read employees' personal weblogs, to acquire information on, for example, their work, products, technical developments and employee morale. Therefore, even if our business is not named, care should be taken with any views expressed.

1.5                   This policy is not contractual but sets out our current rules and procedures for the use of social media.

2                         Scope

2.1                   This policy applies to all employees and is extended to all contractors, freelancers or any person acting on our behalf.

3                         General rules

3.1                   To protect both our business and our business interests, we ask that everyone complies with the following rules about social media, whether in relation to our employment or personal social networking sites, and irrespective of whether this is during or after working hours.

3.1.1              Contacts from any of our databases should not be downloaded and connected with on LinkedIn or other social networking sites with electronic address book facilities, unless this has been authorised.

3.1.2              Any blog that mentions our business, our current or potential products, employees, partners, customers, suppliers and competitors, should identify the author as one of our employees and state that the views expressed on the blog or website are theirs alone and do not represent the views of the Organisation. Even if our organisation is not mentioned, care should be taken with any views expressed on social media sites and any views should clearly be stated to be the writer’s own (eg via a disclaimer statement such as: “The comments and other content on this site are my own and do not represent the positions or opinions of my employer.” Writers must not claim or give the impression that they are speaking on behalf of our business.

3.1.3              Any employee who is developing a site or writing a blog that will mention our business, employees or customers must inform their manager they are writing this and gain agreement before going ‘live’.

3.1.4              We expect our employees to be respectful about our business and our current or potential employees or customers and not to engage in any name calling or any behaviour that will reflect negatively on our reputation. Any unauthorised use of copyright materials, any unfounded or derogatory statements, or any misrepresentation is not viewed favourably and could constitute gross misconduct.

3.1.5              Photos or videos showing any employee or worker in uniform or other clothing that includes our logo and that could reflect negatively on the employee, their job, their colleagues, or our business should not be posted on social media; neither should photos, videos or sound recordings be taken on our property without explicit permission.

3.1.6              Comments posted by our employees on any sites should be knowledgeable, accurate and professional and should not compromise us in any way.

3.1.7              Inappropriate conversations with customers should not take place on any social networking sites, including forums.

3.1.8              Any writing about or displaying photos or videos of internal activities that involves current employees, might be considered a breach of data protection and a breach of privacy and confidentiality.  Therefore, their permission should be gained prior to uploading any such material. Details of any kind relating to any events, conversations, materials or documents that are meant to be private, confidential or internal to the business should not be posted. This includes manuals; procedures; training documents; sales databases; non-public financial or operational information; personal information regarding other employees or customers anything to do with a disciplinary case, grievance, allegation of bullying/harassment or discrimination, or legal issue; product specifications; any other secret, confidential, or proprietary information or information that is subject to confidentiality agreements.

3.1.9              All employees must be aware that they are personally liable for anything that they write or present online (including on a competitor’s blog, post, feed or website).  They may be subject to disciplinary action for comments, content, or images that are defamatory, embarrassing, pornographic, proprietary, harassing, libellous, or that can create a hostile work environment. They may also be sued by competitors, and any individual or company that views their comments, content, or images as defamatory, pornographic, proprietary, harassing, libellous or creating a hostile work environment.  In addition, other employees can raise grievances for alleged bullying and/or harassment.

3.1.10          Postings to websites or anywhere on the internet and social media of any kind, or in any press or media of any kind, should not breach copyright or other law or disclose confidential information, defame, or make derogatory comments about our business or its customers or employees or disclose personal data or information about any individual that could breach data protection legislation.

3.1.11          Contacts by the media relating to our business, our organisation, competitions, employees or customers should be referred to a Director.

3.1.12          Employees who use sites such as LinkedIn and Facebook must ensure that the information on their profile is accurate and up to date and must update their profile on leaving our employment to show that they are no longer employed by us.

3.1.13          Employees who use X.com, LinkedIn, or other social media/networking sites for business development purposes must ensure that they inform us of their password(s) so that these sites can be accessed and updated in their absence.

3.1.14          Employees who have left our employment must not post any inappropriate comments about the business or our employees on LinkedIn, Facebook, X.com or any other social media/networking sites.

3.1.15          Any contacts made on such sites during the course of employment will be classed as business information and thus belong to the Organisation. Employees will be asked to disclose contacts on LinkedIn, or any other sites, that they have made in their capacity as an employee.

3.1.16          Note that we may from time to time monitor external postings on social media sites. Any employee who has a profile (for example on LinkedIn or Facebook) must not misrepresent themselves or their role with us. Employees are also advised that social media sites are not an appropriate place to air business concerns or complaints: these should be raised with a manager or formally through our grievance procedure.

3.2                   It is important to note that our clients contact details and information remain the property of the business. Upon leaving our employment, for any reason, direct contact from our existing or prospective clients should be directed to a Director and any contacts gained whilst in our employment (including those on LinkedIn or any other networking platform) should not be used for any purposes that may be in competition with us. In addition, employees leaving our employment will be required to delete all work-related data including customer contact details from any personal device/equipment.

3.3 Coaches should not be friends, connect or communicate with gymnasts in the club via social media at any time.

4                         Breach of this policy

4.1                   Failure to adhere to this policy may result in action being taken under our disciplinary policy which could lead to dismissal. Depending on the nature of the offence it may also be necessary to notify the police.

5                         Related policies and documents

·          Bullying and harassment policy

The above list is not exhaustive.

6                         Further information

Any queries or comments about this policy should be addressed to your line manager in the first instance.

7                         Policy owner

This policy is owned and maintained by the Directors.