Workplace Social Media Policy - Template, Sample Form

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SOCIAL MEDIA POLICY

1) INTRODUCTION

This Social Media Policy is revised as of: ________

The purpose of this Policy is to allow ________ ("employer") to set rules on use of social media applications in the workplace. This includes limiting personal use of social media unless such use falls within the scope of duties of employees and is permitted by ________.

The employer ensures compliance with all applicable Federal and Provincial or Territorial laws. Any part of this Policy that is inconsistent with the law shall be deemed severed.

All other contracts, documents, rules, policies and workplace regulations will continue to apply concurrently with this Policy. The employer shall rectify any inconsistencies between employee contracts and this Policy.

2) SCOPE

This Policy applies to all employees, prospective employees, staff, personnel, and workers who are connected with ________. This Policy applies to all staff members, whether full-time or part-time, temporary or permanent, and any other member that ________ deems appropriate in the circumstances who utilize social media (hereinafter "employees").

3) USE OF SOCIAL MEDIA IN THE WORKPLACE

The use of social media may be a necessary function of an employee's duties. This includes employees who work in marketing and sales, business development or employees who are otherwise engaged in promoting the business affairs of ________, in a manner consistent with this Policy.

Use of social media in promoting and advertising ________ must reflect its actual objectives and must never include any derogatory, obscene, negative, or inappropriate content. Any social media campaigns must undergo assessment and receive company endorsement prior to being released.

Use of social media in the workplace that contravenes this Policy may warrant disciplinary action. Such prohibited uses may include, but not be limited to:

• Use of social media that prevents the employee from performing their respective duties in a manner consistent with their employment contract;
• Use of social media that prevents the employee from collaborating and cooperating with other fellow employees;
• Use of social media that prevents the employee from complying with confidentiality rules;
• Engaging in online discussions of company matters, even with the use of pseudonyms;
• Posting harassing or demeaning comments online.

The content that is permitted when using social media for business purposes includes the following:

• Professional achievements in the workplace, whether such achievements are the company's or specific individuals within the company;
• Special company events;
• New staff members;
• Employment opportunities;
• Other content as approved by the company.

________ and its employees will respect the perspectives and opinions of others and conduct themselves professionally in accordance with the best social networking method at all times. Employees will listen and respond to customer feedback courteously, committing themselves to being responsible citizens and upstanding members of the community. Social media is for business use only during working hours, unless the employer approves otherwise. Damaging behaviour and content considered harassing, dishonest or offensive will not be tolerated and social media for personal use during working hours is strictly prohibited, unless consistent with this Policy.

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4) USE OF SOCIAL MEDIA OUTSIDE OF THE WORKPLACE

Applicability: Personal blogging means employees' use of social media applications outside of the workplace to write comments, make posts, either photographs or videos and general content creation through the use of the Internet.

Liability: Employees' posts or content creation shall be their sole responsibility, and liability shall be exclusively borne by the employee who posted such. Employees shall be fully accountable for any ramifications that stem from their content, and ________ shall not bear any liability.

Confidentiality: Employees using social media applications outside of work that are web-based, discussion groups, chat rooms, content sharing sites, and other social sites such as Twitter, Instagram, Facebook, Snapchat, LinkedIn, or other platforms on which users may write content or captions are prohibited from disclosing any proprietary, confidential, trade secrets, and personal information of ________, or describe third parties with whom the company deals. Posting with the use of pseudonyms can also pose problems for ________, therefore, such activities are not permitted. Confidentiality and non-disclosure agreements signed by the employee extend to use of social media, including blogs, posts, tweets, and professional networking platforms.

Identification: An employee who identifies themselves as working for ________, and posts content on social media that discusses the business, or its customers, should add a disclaimer stating that the employee's views are their own and they do not constitute the opinion or position of ________. The employee's views cannot be construed as the company's opinion, and it should be made expressly clear that ________ has no connection to the subject matter of the post.

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Defamatory and Derogatory Posts: Employees using social media applications shall not make any violent, discriminating, derogatory or harassing comments towards colleagues and fellow employees, clients and customers, or management at ________, whether or not pseudonyms or misleading names are being used. Employees shall further ensure not to engage in defamatory conduct that may impact the reputation of ________; and shall remain true to their implied duty of good faith and loyalty. Any form of damaging material towards ________ is expressly prohibited.

5) BREACH OF POLICY

Any breach of this Policy by an employee may result in disciplinary action, up to and including termination of employment. The severity of the disciplinary action shall be determined at the sole discretion of the employer, taking into consideration the nature and seriousness of the breach and the circumstances surrounding it.

In addition to any disciplinary action, the employer reserves the right to pursue any legal remedies available to it where the breach results in damage, loss, or liability to the employer. Nothing in this Policy shall limit the employer's rights or remedies at law or in equity.

6) CONTACT

Should you have any questions or concerns arising from this Policy, or need to report an incident, kindly contact ________ using the following information:

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T: ________

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7) ACKNOWLEDGEMENT

I have received and reviewed the Workplace Social Media Policy and understand my obligations contained in this Policy. Failure to comply with this Policy may result in disciplinary action, up to and including termination.

I further understand that ________ reserves the unilateral right to make changes, future amendments, and modifications as they see fit.

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Employee Signature

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Employee Name (Print)

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Date