Social Media Policy - Template, Sample Form to Complete
✓ Valid in United Kingdom
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SOCIAL MEDIA POLICY
ABOUT THIS POLICY
The aim of this policy is to offer protection for our business from the risks posed by the use of social media.
As this policy does not form part of any employee's contract of employment, we reserve the right to amend it at any time. Any amendments made to this policy will be communicated to all employees through the following means: ________.
Where we amend this policy, we will make a redraft of this policy with the new changes contained therein. Any amended redraft of this policy will serve as the version in force at the time.
WHO IS RESPONSIBLE FOR ENFORCING THIS POLICY
The effective operation of this policy will be overseen by the employer. The employer will also have the responsibility of ensuring this policy is legally compliant by revieweing it monthly.
In order to help all employees develop an appropriate understanding of the behavioural standards expected under this policy, the employer shall be responsible for also adhering to the rules imposed by this policy.
The success of this policy is the collective responsibility of all staff thus, they should take the time to read and understand it.
All employees must take care to make sure they do not, intentionally or recklessly, provide any references which can be attributed to the organisation and risk the likelihood of creating legal liability for both the employee and the organisation.
SOCIAL MEDIA USE FOR PERSONAL PURPOSE
Employees may use social media for personal purposes during working hours under the following conditions:
1. social media is not used to view or share unprofessional or inappropriate content;
2. social media use does not cause disruptions or distractions such that there is interference with an employee's employment responsibility or an employee's productivity; and
3. social media use is compliant with this policy.
SOCIAL MEDIA USE FOR BUSINESS PURPOSES
If you are an employee whose role required you to use social media to make statements or communications on our behalf, your manager or the ________ must first approve of such communication before you publish it. It is possible that you might be required to undergo training before you can fill such a role, and certain requirements and restrictions may be imposed on your activities.
If you are asked to make comments or answer any questions about us for any media outlet, such as magazines, newspapers or even social media, you must direct the enquiry to the employer. You are only permitted to respond if you have been granted written approval to do so.
This policy and the rules herein govern the use of social media for all business purposes.
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.
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 and intellectual property.
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.
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.
You must respect the intellectual property rights of others and must not infringe any copyright, trademark or other proprietary rights when publishing content on our behalf.
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.
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.
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.
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.
The contact details of any business contacts made during the course of your employment also form part of our confidential information. If your employment contract with us is terminated, then you must:
1. give us a copy of all such information;
2. make sure to erase all such information from your personal social networking accounts; and
3. make sure you destroy any additional copies of such information that are in your possession.
TIPS ON HOW TO USE SOCIAL MEDIA APPROPRIATELY
When making a post on social media or to your profile, you should make it known expressly that the thoughts expressed therein are yours alone and expressed on your behalf. You should also endeavor to write in first person and make use of a personal email address.
You should make sure you are respect in all social media communications or statements. You must also always remember that you are personally responsible for anything you publish online.
In the event that you have doubts about how appropriate a posting or statement you intend to make is, you should make sure to discuss with your manager firstly before publishing the posting or statement.
If you become aware of any social media content that could be harmful or detrimental to our business or our reputation, you should inform the employer about it.
MONITORING YOUR SOCIAL MEDIA USE
Where you use our systems to access social media, we will have the right to monitor, intercept and review any of your activities. We also reserve the right to do so without notice to you.
Where we monitor, intercept and review your social media activities, we will do so with the aim of determining whether they meet our expected standards which have been extensively highlighted in this policy.
We will only carry out monitoring to the extent permitted by law or as required by law and as necessary for business purposes. We will also get your consent for monitoring of your activties and how your data may be processed through our privacy policy.
If you require further information on this subject, please refer to our ________.
IF YOU BREACH THIS POLICY
In the event that you breach this policy, you may face disciplinary action that may also include dismissal from our organisation. We require full co-operation, from any staff member who is suspected of breaching this policy, during our investigation.
In some cases, we may require you to take down any social media content that, in our estimation, constitutes a breach of this policy. We might take disciplinary action against you where you fail or refuse to comply with such a request.
This Social Media Policy has been implemented following review and endorsement by all levels of management.
To make a complaint, observation or a report regarding this policy, you can contact the employer by using the following email: ________.
Signed: ______________
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Date: ________
Fields you complete are inserted into the document live. This template is general guidance only — not legal advice.