Social Media Policy - Template, Sample Form to Fill out

SOCIAL MEDIA POLICY

________ (ACN.................................................) ("Employer")

Effective date: ________

(1) COMMITMENTS

We are committed to providing all Employees with a professional workplace which is pleasant, safe, inclusive and fulfilling.

We respect the rights of our Employees to engage in public discussion and debate on social media or otherwise.

We also expect that our Employees will at all times act professionally and ethically on social media, will honour their obligations to us, and will act in a way that maintains our professional standards and reflects our values.

Your personal activity on the internet may be subject to this Social Media Policy ("Policy") if it impacts the business of our organisation, our Employees, or your work at our organisation.

Please take the time to read and review this Policy as thoroughly as possible. If you have any questions, please reach out to your manager or supervisor.

This Policy is intended to serve as a guide and does not create any contractual obligation on any party.

(2) SOCIAL MEDIA

(a) In the context of this Policy, "Social Media" means mobile and web-based applications for user-generated content, communication, and social interaction.

(b) This Policy covers all Social Media services, platforms and applications including but not limited to:

(I) social networking sites such as Facebook, Twitter, Instagram, Reddit or Snapchat;

(II) video sharing sites such as YouTube, Vimeo or TikTok;

(III) professional networking sites such as LinkedIn;

(IV) online collaborations such as Slack, Wikipedia, or Google Groups;

(V) forums, discussion boards, blogs, online communities, and review sites;

(VI) blogging, vlogging, podcasting or other similar activity;

(VII) other Social Media services or platforms which may not exist as at the date of this Policy but may be created or developed in future;

(VIII) commenting, liking, following, sharing or other similar activity in relation to content on any social media service or platform.

(3) APPLICATION OF POLICY

(a) This Policy applies to all of our employees, including full time, part time and casual employees, temporary employees, permanent employees, managers, supervisors, interns and apprentices, student trainees, volunteers and other representatives of our organisation as well as any persons in the role of director or secretary for our organisation (together hereinafter "Employees").

(b) This Policy will cover the following:

(I) Employee Social Media activities while at work;

(II) use of Social Media by Employees in the course of performing their duties for us;

(III) Employee Social Media activities while using our property, resources or electronic devices;

(IV) restrictions on representing our organisation online;

(V) Employee Social Media activities as a private citizen, while on their own time and not using our property, resources or electronic devices.

(4) EMPLOYEE ACKNOWLEDGEMENTS

(a) All Employees understand and acknowledge that any content posted on Social Media is public and may be distributed worldwide.

(b) All Employees understand and acknowledge that this Policy asks them to assume that all of their online activities are publicly visible and available at any given time.

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(5) PERSONAL SOCIAL MEDIA AND EMAIL USE WHILE ON DUTY

(a) Employees are not permitted to use Social Media while on duty, except with the express permission of a manager or supervisor.

(b) Employees are not permitted to use personal email or conduct other personal internet activity while on duty, except with the express permission of a manager or supervisor.

(6) WORK RELATED SOCIAL MEDIA USE

(a) We may choose to use Social Media or other internet based platforms to assist with the marketing and promotion of our business. If this occurs then we may ask Employees to assist with or support that marketing and promotional activity (for example, by liking or sharing our posts).

(b) In the event that we permit or require Employees to use Social Media in connection with their work (for example, by responding to customer service matters via Social Media platforms):

(I) We reserve the right to any "friends", "followers", or Social Media contacts, email addresses or other contacts that Employees gain through Social Media in connection with their work; and

(II) An Employee's work related Social Media activity may be monitored.

(7) REPRESENTING OUR ORGANISATION ONLINE

(a) Employees may not make a comment, present an opinion, or portray themselves as a representative of our organisation, unless they are specifically authorised in writing by us to do so.

(b) Employees who are permitted to access our social media accounts in order to post content online will be specifically notified as such in writing. If an Employee is not notified in this manner, they may not use our organisation's official Social Media accounts or represent our organisation online in any way.

(c) If an Employee is permitted to officially represent our organisation online, they must:

(I) be professional, respectful and polite;

(II) act in accordance with the best social networking methods at all times;

(III) respect the perspectives and opinions of others;

(IV) listen and respond to customer feedback courteously and professionally;

(V) never get into arguments with customers or clients;

(VI) avoid making promises - if Employees are dealing with a customer service issue, always offer to speak to the customer or client on the phone, rather than making express promises online;

(VII) do not answer questions that are not within their expertise. If they need help from senior managers, they should ask before they post;

(VIII) follow all of our organisation's written guidelines, such as our employee handbook, privacy policy, and any other written documents;

(IX) remain in constant contact with any relevant member(s) of our marketing team regarding content they post;

(X) avoid deleting customer or client comments or questions, even if they disagree with them;

(XI) never share our sensitive or confidential information, even if it is not subject to a written policy. Confidentiality is further addressed under the "Confidentiality" section, below;

(XII) not post anything involving any form of discrimination, bullying or harassment. Do not post anything involving any content which incites violence or which is abusive, sexist, racist, hateful, threatening, defamatory, offensive, or obscene. Discrimination, bullying and harassment are further addressed under the "Discrimination, bullying and harassment" section, below;

(XIII) correct false information about our organisation as soon as possible.
Never violate the intellectual property rights of any third party. Obtain proper permission to use any content, and always use the correct attribution form.

(8) PERSONAL SOCIAL MEDIA USE WHILE OFF DUTY

(a) We recognise that Employees, as private citizens, may engage in public discussion and debate on Social Media or otherwise.

(b) If using Social Media, sending emails, or conducting other internet activity while off duty, Employees have a responsibility of privacy and confidentiality towards us, and must not do anything which may harm us in any way, such as by harming our reputation or by releasing sensitive or confidential information.

(9) INTELLECTUAL PROPERTY

(a) All of our copyrights, proprietary information, trademarks and intellectual property must be respected and maintained with the utmost confidentiality while using Social Media.

(b) Employees may not use our logos, imagery, branding, business name, email addresses or other intellectual property in connection with their personal Social Media use.

(10) CONFIDENTIALITY

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(b) Employees may not publish or share any photographs of any other Employees, customers, clients, partners or affiliates on any Social Media except with the express permission of that person and their manager or supervisor.

(c) Employees may not discuss any other Employees, customers, clients, partners or affiliates on any Social Media except with the express permission of that person and their manager or supervisor.

(d) Employees may not identify any other Employees customers, clients, partners or affiliates on any Social Media except with the express permission of that person and their manager or supervisor.

(e) Employees may not discuss their or any other Employee's work conditions, work conditions or rate of remuneration on any Social Media.

(11) DISCRIMINATION, BULLYING AND SEXUAL HARASSMENT

(a) Discrimination, bullying and sexual harassment are not accepted at our organisation, whether they occur in our workplace generally, or via Social Media, and whether they occur during ordinary work hours, or outside of ordinary work hours.

(b) In addition to this Policy, Employees are required to be familiar with, and to comply with, our Discrimination Policy. Our Discrimination Policy sets out our specific rules in relation to bullying and sexual harassment, which apply to our workplace generally as well as to Employee use of Social Media.

(c) Employees must not engage in discrimination, bullying or harassment towards any other Employee via Social Media.

(d) Employees must not engage in any Social Media activity with any other Employee involving any content which incites violence or which is abusive, sexist, racist, hateful, threatening, defamatory, offensive, or obscene.

(e) If representing our organisation online, Employees must not engage in any form of discrimination, bullying or harassment.

(f) If representing our organisation online, Employees must not post anything involving any content which incites violence or which is abusive, sexist, racist, hateful, threatening, defamatory, offensive, or obscene.

(12) PERSONAL VIEWS AND DISCLAIMERS

(a) When using Social Media in their personal capacity, Employees must make it clear that any views or opinions expressed are their own and do not represent the views of our organisation.

(b) Employees must not create the impression that they are speaking on behalf of our organisation, unless they have been expressly authorised in writing to do so.

(c) Where an Employee identifies themselves as being associated with our organisation on any Social Media, they should include a disclaimer to the effect that the views expressed are their own and do not necessarily reflect the views of our organisation.

(d) Employees must exercise good judgement and common sense at all times, and must not post any content which could reasonably be expected to bring our organisation into disrepute or otherwise harm our business, reputation or interests.

(13) STANDARDS FOR SOCIAL MEDIA USE GENERALLY

(a) When using Social Media, Employees are not permitted to:

(I) publish or share any photographs of any other Employees, customers, clients, partners or affiliates on any Social Media except with the express permission of their manager or supervisor;

(II) discuss any Employees, customers, clients, partners or affiliates on any Social Media except with the express permission of their manager or supervisor;

(III) discuss or communicate with any Employee via any Social Media in any way which could reasonably be considered harassment or bullying;

(IV) discuss their or any other Employee's work conditions on any Social Media;

(V) discuss any private, sensitive or confidential information about or related to our organisation on any Social Media;

(VI) identify themselves as an Employee of our organisation, unless they are authorised to do so;

(VII) criticise or complain about our organisation, or any other Employees, customers, clients, partners or affiliates on Social Media;

(VIII) make a comment, present an opinion, or do anything else which serves to undermine or contradict the public perception of our organisation in any way, for example by suggesting that our Employees do not agree with or will not implement our policies or procedures.

(b) In the event that Employees have matters related to their work that they need to discuss, they may approach a manager or supervisor for a confidential discussion.

(c) All our Social Media accounts will remain owned by our organisation, regardless of any authorisation an Employee may receive to post on them.

(d) Any media inquiries an Employee receives regarding our organisation must be directed to a manager, supervisor, or marketing team immediately. Employees may not respond to any media inquiries without express written authorisation from us.

(e) Employees are legally responsible for anything they post on their personal Social Media accounts, including failure to disclose relationships in marketing, or posting about any unlawful activity. If Employees violate any laws while posting on our Social Media accounts, they may be required to indemnify us for any damages caused.

(14) BREACH

(a) Behaviour that breaches this Policy is strictly unacceptable at our organisation.

(b) If any Employee breaches this Policy, the following disciplinary procedures may apply:

(I) a formal warning;

(II) a requirement to provide an apology (either verbal or in writing);

(III) a requirement to attend discrimination related training;

(IV) a requirement to attend counselling;

(V) demotion;

(VI) a missed opportunity for promotion;

(VII) suspension;

(VIII) termination.

(c) These disciplinary procedures will apply equally and fairly to any Employee who breaches this Policy, regardless of that Employee's position or seniority at our organisation.

(15) REPORTING

(a) All Employees are required to comply with this Policy.

(b) Employees have a duty to proactively report any breach of this Policy to us.

(c) We take breaches of this Policy seriously. We encourage any Employee who believes a breach may have occurred, to address it promptly.

(d) In the event that an Employee reports a breach of this Policy, we will handle the reported breach sensitively and confidentially.

(16) HOW TO MAKE A REPORT OR SEEK ASSISTANCE

Employees may contact a supervisor or manager for a confidential discussion in relation to this Policy.

(17) ACKNOWLEDGEMENT

By signing below, the Employee acknowledges having read and understood this Policy, and the Employee agrees to comply with this Policy:

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Employee Signature

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Employee Name

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Date