Social Media Policy - Template, Sample Form to Complete Pro · UK-law
✓ Valid in United Kingdom · drafted to comply with local law
Create your Social Media Policy - Template, Sample Form to Complete for use in United Kingdom. Answer a few plain-English questions and the document fills in automatically as you go — then download it in Word and PDF, ready to sign or share. This version has been professionally rewritten to comply with local law.
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________
SOCIAL MEDIA POLICY
§ 1. ABOUT THIS POLICY
1.1 The purpose of this policy is to protect the legitimate interests of ________ (the "Employer", "we", "us" or "our") against the risks arising from the use of social media, and to set out the standards of conduct expected of all individuals to whom this policy applies.
1.2 This policy applies to all employees, officers, workers, consultants, contractors, casual workers and agency workers (together, "you" or "staff").
1.4 This policy does not form part of any employee's contract of employment or any contract for services and we may amend it at any time. Any amendments will be communicated to all staff by the following means: ________.
1.5 Where this policy is amended, we will issue a redraft incorporating the changes. The most recent redraft will be the version in force at the relevant time.
1.6 This policy should be read alongside our Disciplinary Procedure, Data Protection Policy and Privacy Notice, Equal Opportunities and Anti-Harassment Policy, Confidentiality provisions, IT and Communications Systems Policy and Disciplinary and Grievance procedures, copies of which are available from ________.
§ 2. WHO IS RESPONSIBLE FOR ENFORCING THIS POLICY
2.1 The effective operation of this policy will be overseen by the Employer, acting through ________. The Employer is responsible for ensuring this policy remains legally compliant and for reviewing it ________.
2.2 In order to help all staff develop an appropriate understanding of the behavioural standards expected under this policy, all those responsible for its operation must themselves adhere to its requirements.
2.3 The success of this policy is the collective responsibility of all staff, who should take the time to read and understand it.
2.4 All staff must take care not to, intentionally or recklessly, make any references attributable to the organisation that may create legal liability for either the individual or the organisation.
§ 3. PERSONAL USE OF SOCIAL MEDIA
3.1 You may make reasonable and appropriate personal use of social media during working hours, subject to the following conditions:
(a) social media is not used to view, create or share unprofessional, unlawful or inappropriate content;
(b) such use does not cause disruption or distraction that interferes with your duties or productivity, or that of colleagues; and
(c) such use complies with this policy and our IT and Communications Systems Policy.
3.2 You must not use social media in any way that amounts to bullying, harassment, victimisation or discrimination against any colleague, client, customer, supplier or other person, contrary to the Equality Act 2010 or our Anti-Harassment and Bullying Policy.
§ 4. BUSINESS USE OF SOCIAL MEDIA
4.1 If your role requires you to use social media to make statements or communications on our behalf, your manager or the ________ must approve such communications before you publish them. You may be required to undergo training before fulfilling such a role, and certain requirements and restrictions may be imposed on your activities.
4.2 If you are asked to comment on, or answer questions about, us for any media outlet, including magazines, newspapers, broadcasters or social media, you must direct the enquiry to ________. You may only respond if you have first obtained written approval to do so.
4.3 You must not use social media to make any statements or communications on our behalf unless you have been expressly authorised to do so. Where you have been authorised, you must comply with all the rules set out in this policy at all times.
4.4 You must ensure that any content you publish on our behalf is accurate, lawful and not misleading, and that it complies with all relevant policies and procedures, including those relating to confidentiality, data protection (including the UK GDPR and the Data Protection Act 2018) and intellectual property.
4.5 You must not publish any content that is defamatory, discriminatory, harassing, bullying, obscene, offensive or otherwise unlawful, or that could damage our reputation or bring us into disrepute.
(a) You must not disclose any confidential information relating to our business, our employees, our clients, our customers or our suppliers, unless you have been expressly authorised to do so.
(b) You must not disclose any personal data relating to any individual unless such disclosure is lawful and complies with the UK GDPR and the Data Protection Act 2018.
(c) You must respect the intellectual property rights of others and must not infringe any copyright, trade mark or other proprietary rights when publishing content on our behalf.
(d) You must not make any reference to, or post any content about, our clients, customers, suppliers or business partners without their prior written consent and the prior approval of the Employer.
(e) You must ensure that any business-related social media accounts, profiles and content created in the course of your employment remain the property of the organisation.
4.6 You must comply with any applicable terms and conditions of the social media platforms you use on our behalf, as well as any relevant laws and regulations.
4.7 Any login details, usernames, passwords and contacts associated with social media accounts used for business purposes belong to us and must be made available to us on request and on the termination of your employment or engagement.
4.8 The contact details of any business contacts made during the course of your employment or engagement also form part of our confidential information. On termination of your employment or engagement, you must:
(a) provide us with a copy of all such information;
(b) erase all such information from your personal social networking accounts; and
(c) destroy any additional copies of such information in your possession or control.
§ 5. GUIDANCE ON APPROPRIATE USE OF SOCIAL MEDIA
5.1 When making a personal post, you should make it expressly clear that the views expressed are your own. Where practicable, you should write in the first person and use a personal email address.
5.2 You should be respectful in all social media communications and remember that you are personally responsible for anything you publish online.
5.3 Where you disclose, on your profile or in any posting, that you are connected with us, you must make clear that your views do not represent ours, except where you are authorised to speak on our behalf. You should maintain a professional outlook in all your online activity.
5.4 If you are in any doubt about the appropriateness of a posting or statement, you should discuss it with your manager before publishing it.
5.5 If you become aware of any social media content that could be harmful or detrimental to our business or reputation, you should inform ________ as soon as reasonably practicable.
§ 6. MONITORING OF SOCIAL MEDIA USE
6.1 Where you use our systems to access social media, we reserve the right to monitor, intercept and review your activities, and we may do so without prior notice, to the extent permitted by law.
6.2 Any such monitoring will be carried out for the purpose of determining whether your use meets the standards set out in this policy and our other relevant policies.
6.4 For further information on this subject, please refer to our ________.
§ 7. BREACH OF THIS POLICY
7.1 Breach of this policy may result in disciplinary action in accordance with our Disciplinary Procedure, up to and including summary dismissal for gross misconduct. We require full co-operation from any member of staff suspected of breaching this policy during any investigation.
7.2 We may require you to remove any social media content that, in our reasonable opinion, constitutes a breach of this policy. Failure or refusal to comply with such a request may itself result in disciplinary action.
7.3 Nothing in this policy is intended to prevent you from making a protected disclosure under the Public Interest Disclosure Act 1998 or from exercising any statutory right.
This Social Media Policy has been implemented following review and endorsement by management.
To make a complaint, observation or report regarding this policy, you may contact the Employer using the following email address: ________.
Signed: ________
Name: ________
Position: ________
For and on behalf of: ________
Date: ________
Fields you complete are inserted into the document live. This template is general guidance only — not legal advice.