Social Media Policy - Template, Sample Form to Complete Pro · IN-law
✓ Valid in India · drafted to comply with local law
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SOCIAL MEDIA POLICY
This Social Media Policy ("Policy") is effective from ________ ("Effective Date") and is issued by ________, a company incorporated under the Companies Act, 2013, having its registered office at ________ bearing Corporate Identity Number (CIN) ________ (together with its subsidiaries and joint ventures over which it exercises management control, hereinafter referred to as "We", "Us", "Our", or the "Company"). This Policy applies to all persons engaged to provide services to the Company, including directors, senior managers, employees, consultants, contractors, trainees, apprentices, remote workers, part-time and fixed-term employees, casual and agency staff, and volunteers ("Employee"/"You").
This Policy is to be read in conjunction with the terms of the Employee's contract of employment, the Code of Business Conduct, the Confidentiality Policy, the Prevention of Sexual Harassment (POSH) Policy framed under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, and all other applicable policies of the Company in force from time to time.
§ 1. BACKGROUND AND PURPOSE
(a). This Policy has been formulated to assist Employees in adhering to their legal and ethical obligations while using social media platforms. Adherence to this Policy is essential for the long-term development and protection of the Company. While digital interaction brings significant benefits, it also entails certain risks and responsibilities.
(c). Most social media platforms operate on the principle of 'broadcast by default', which means it is not always possible to control who may, or may not, view the content. Even where such platforms permit users to configure privacy settings and block unwanted contacts, content published may be broadcast beyond the intended audience.
(d). The Company operates with the objective of serving its customers and earning their trust. All communications and interactions with customers and the outside world should enhance such trust. This Policy outlines how the values of the Company are to be demonstrated on social media platforms and serves as a guide to Employees while using social media both for personal purposes and when acting on behalf of the Company.
(e). Employees are required to exercise the same standard of conduct, judgment, and caution on social media as they would in the physical world, by adhering to the Company's values and by complying with the Code of Business Conduct and all other applicable policies.
(f). The Company adheres to its core values while using social media and expects all its representatives to do the same.
§ 2. RULES FOR USE OF SOCIAL MEDIA
(a). The Company respects the right of its Employees to use blogs and other social media tools for personal use as well as for the growth of the Company. Every Employee must be aware of the implications of engaging in any form of social media or online conversation that references the Company or its brands, and must recognise that the Company may be held responsible for such conduct.
(b). An Employee may maintain social media accounts and interactions that are entirely personal. Such interactions shall not include any connection with, or reference to, the Company or its brands.
(c). The Company does not seek to prevent or restrict Your use of social media in Your own time and for Your own purposes. The Company does not generally block access to social media sites at work but reserves the right to restrict access to sites whose purpose or content are inconsistent with its values or policies. Personal use of social media at the workplace is permitted only during Your own time and shall not interrupt Your duties and performance.
(d). The Company never conceals its identity online, and all stakeholders are expected to do likewise. The creation of fake, false, or impersonating online accounts is strictly prohibited. Whenever You represent the Company, You must disclose that You are doing so and follow all applicable internal protocols. Whenever You discuss the Company, use the appropriate hashtags specified by the Company from time to time and clearly disclose that You are working for the Company. Such hashtag and disclosure must be visible to the readers of the message or content.
(e). You are welcome to declare Your role at the Company in Your personal account biography, provided that such account is not used for any corporate matters and is used solely as Your personal account. Whenever You post any content online using an identity connected with the Company, You must use a disclaimer such as: "The views expressed on this site are my own and not those of the Company."
(f). Anything You post on social media may have an impact on the Company's public image, and You shall be responsible for the same. You are required to exercise sound judgment and common sense, and to read and comply with the terms and conditions of the concerned social media platform.
(h). Any Employee who feels that they have been harassed or bullied, or who is offended by material posted or uploaded by a colleague on a social media platform, should inform ________. The ________ shall take reasonable steps within a reasonable time and shall report the matter to the senior management of the Company. Complaints of sexual harassment shall additionally be dealt with in accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and the rules made thereunder.
(i). The Company respects individual opinions and You should respect others and their right to hold differing views. Topics involving politics, religion, caste, gender, and sexuality can be extremely sensitive, and You should refrain from addressing topics that may be deemed objectionable or offensive. You shall not make remarks, jokes, or display material that may offend any person on grounds of race, religion, caste, gender, or any other protected characteristic.
(j). Employees are required to be polite, discreet, and respectful to all, and shall not make any comments for or against any individual or entity. Professional discussions shall not be politicised.
(k). The Company supports Your right to freedom of speech and expression as guaranteed under Article 19(1)(a) of the Constitution of India, subject to the reasonable restrictions contained in Article 19(2). You must, however, remain cautious that Your online activities may be observed by both internal and external stakeholders of the Company.
§ 3. DUTIES OF AN AUTHORISED SPOKESPERSON
(a). A person authorised to speak on behalf of the Company is expected to act with honesty and integrity in all matters and shall strictly abide by this Policy, the Company's Confidentiality Policy, and all other applicable policies.
(b). Every authorised spokesperson must always disclose their name and affiliation. The use of aliases or any other form of deception is never acceptable. Each spokesperson shall undergo such training on social media handling as may be provided by the Company from time to time.
(c). Content created by a spokesperson must be specified and tailored to the platform on which it is published. Great care must be taken to avoid the propagation of unverified facts and misleading or frivolous rumours that may circulate on social media platforms.
(d). A spokesperson shall not comment or respond unless authorised to do so, particularly in respect of matters that are sub judice, draft legislation, or matters relating to other individuals.
(e). A spokesperson must maintain a record of the Company's online interactions and monitor the activities of those with whom the Company engages. Such records may be maintained on the Company's internal platform with appropriate tags (e.g., creator/sender, dates, posting sites). Records of login identifiers and passwords for official accounts must be maintained securely. A summary of each online post, together with screenshots, shall be captured and retained within the Company for future reference, in accordance with the Digital Personal Data Protection Act, 2023 where personal data is involved.
(f). A spokesperson shall use only the official accounts of the Company for posting or communicating on behalf of the Company on social media platforms.
(g). A spokesperson shall ensure that posts are accurate and not misleading, and that they do not disclose any confidential information of the Company. You must exercise Your best judgment before any such engagement and, if in doubt, refrain from posting and obtain clarification from ________.
(h). When representing the Company online, a spokesperson shall bear in mind that the audience may not be restricted to a particular location or category, and shall ensure that no post or engagement violates the dignity or rights of any person.
§ 4. MEDIA POLICY
(a). Employees shall not, without the Company's prior written consent, discuss with the media (including any national or local newspaper, magazine, radio, television, or online news outlet) any matter relating to the Company.
(b). If a member of the press or online media contacts You regarding online content concerning the Company, and You are not authorised to respond, You must refer them to ________.
§ 5. REPORTING
(a). If You come across any positive or negative remarks about the Company or its brands online that You believe to be important, You should consider sharing them by forwarding them to ________.
(b). If You come across negative or disparaging information about the Company online, You shall not respond to such allegations unless authorised to do so on behalf of the Company. You must share such posts or information with the authorised person at ________.
§ 6. CONFIDENTIALITY
(a). You shall at all times keep the confidential information of the Company, its group entities, clients, suppliers, and other stakeholders strictly confidential. This is a contractual and legal obligation. You shall take all necessary precautions while dealing with any confidential information of the Company and shall never post or disclose the same online or otherwise.
(b). These confidentiality obligations extend to information concerning internal stakeholders of the Company, including Your colleagues, managers, and other personnel.
(c). Any processing of personal data (whether of Employees, customers, or third parties) on social media shall comply with the obligations of the Company as a Data Fiduciary under the Digital Personal Data Protection Act, 2023, and personal data shall not be disclosed online without lawful basis and requisite consent.
§ 7. INTELLECTUAL PROPERTY RIGHTS
(a). You shall never use the work of another person, including any copyright, trademark, publicity right, or other intellectual property right, without prior permission and proper attribution. Unauthorised use may attract liability under the Copyright Act, 1957 and the Trade Marks Act, 1999.
(b). You shall respect intellectual property rights in online and social media, including in respect of user-generated content. For any clarification in this regard, You may contact ________.
(c). In respect of the Company's intellectual property rights, You shall adhere to the Company's brand policy and, in case of doubt, contact ________.
§ 8. INFORMATION SECURITY
(a). You shall at all times comply with the Company's information security policies and guidelines while accessing or using social media platforms. You shall use strong passwords and shall never share Your login credentials with any unauthorised person.
(b). You shall exercise caution before clicking on links, downloading attachments, or installing applications received through social media, as they may contain malware, viruses, or phishing attempts that may compromise the security of the Company's systems and data.
(c). Any suspected security breach, unauthorised access, or compromise of any social media account used on behalf of the Company must be reported immediately to ________, and shall be dealt with in accordance with the reasonable security practices prescribed under Section 43A of the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023.
§ 9. BREACH OF THIS POLICY
(a). To the extent permitted by applicable law, the Company reserves the right to monitor the use of social media and to take appropriate action to protect against misuse that may be harmful to the Company's reputation.
(b). The Company reserves the right to restrict or prevent access to certain social media websites where it considers personal use to be excessive. Such monitoring shall be carried out only to the extent permitted or required by law and as is necessary and justifiable for legitimate business purposes.
(c). Misuse of social media platforms may, in certain circumstances, constitute a criminal offence or otherwise give rise to civil or criminal liability against You and the Company, and may cause reputational harm to the Company and its clients.
(d). Where evidence of misuse is found, the Company may undertake a detailed investigation in accordance with its internal policy, including the examination and disclosure of monitoring records to those nominated to conduct the investigation and to any witnesses or managers involved. Where necessary, such information and reports may be furnished to the appropriate law enforcement authorities in connection with any investigation.
(e). Any breach of this Policy shall be dealt with in accordance with the applicable human resources and disciplinary policies of the Company, and necessary action may be taken in accordance with applicable law, up to and including termination of engagement or employment with immediate effect.
§ 10. GENERAL PROVISIONS
(a). Amendment. The Company reserves the right to amend, modify, supplement, or withdraw this Policy at any time, and the revised Policy shall be binding upon notification to Employees.
(b). Severability. If any provision of this Policy is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
(c). Governing Law and Jurisdiction. This Policy shall be governed by and construed in accordance with the laws of India, and the courts at ________ shall have exclusive jurisdiction over any dispute arising out of or in connection with this Policy.
(d). No Waiver. No failure or delay by the Company in enforcing any provision of this Policy shall constitute a waiver of its rights.
§ 11. ACKNOWLEDGEMENT
By signing below, I confirm that:
(a). I have reviewed and understood the policies and guidelines of the Company set out above and understand my responsibilities thereunder.
(b). I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
(c). I agree to abide by the aforementioned policies, and I understand that my failure to comply may result in disciplinary action, up to and including dismissal.
Employee Name: ________
Designation: ________
Employee ID: ________
Place: ________
Date: ________
_________________________
Signature of Employee
For and on behalf of ________
Name: ________
Designation: ________
_________________________
Authorised Signatory
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