Mearns Kirk Helping Hands
Social Media Policy

The Policy

Mearns Kirk Helping Hands (MKHH) recognises that the internet provides unique opportunities to participate in interactive discussions and to share information on particular topics using a wide variety of social media, such as Facebook, Twitter, Snapchat, Instagram, blogs and wikis. However, staff and volunteer use of social media can pose risks to the MKHH’s confidentiality, proprietary information, and reputation, and can jeopardise its compliance with legal obligations.  To minimise these risks, to avoid loss of productivity and to ensure that MKHH’s IT resources and communications systems are used only for appropriate charitable purposes, MKHH expects staff and volunteers to adhere to this policy.

Scope

This policy covers all individuals working at all levels and grades, including volunteers and trustees.

This policy deals with the use of all forms of social media, including Facebook, LinkedIn, Twitter, Wikipedia, Instagram, Tumblr, all other social networking sites, and all other internet postings, including blogs.

It applies to the use of social media for both MKHH and personal purposes, whether during office hours or otherwise.  The policy applies regardless of whether the social media is accessed using MKHH’s IT facilities and equipment or equipment belonging to individual staff, volunteers or trustees.

Responsibility for Compliance with Policy

Everyone is responsible for the success of this policy and should ensure that they take the time to read and understand it.  Any misuse of social media should be reported to the Project Manager.  Questions regarding the content or application of this policy should be directed to the Project Manager.

The Policy in Operation

Social media should never be used in a way that breaches any of MKHH’s other policies.  If an internet post would breach any of the MKHH’s policies in another forum, it will also breach them in an online forum. For example, staff, volunteers and trustees are prohibited from using social media to:

•	breach MKHH’s Use of IT Policy
•	breach MKHH’s obligations with respect to the rules of relevant regulatory bodies;
•	breach any obligations they may have relating to confidentiality;
•	breach MKHH’s Disciplinary Policy;
•	defame or disparage MKHH or its affiliates, customers, clients, business partners, suppliers, vendors or other stakeholders;
•	harass or bully other staff, volunteers or trustees in any way;
•	unlawfully discriminate against other staff, volunteers, trustees, or third parties or breach MKHH’s Equal Opportunities policy;
•	breach MKHH’s Privacy Policy (for example, never disclose personal information about a colleague online);
•	breach any other laws or ethical standards (for example, never use social media in a false or misleading way, such as by claiming to be someone other than themselves or by making misleading statements).

Staff, volunteers, and trustees should never provide references for other individuals on social or professional networking sites.  Such references, positive and negative, can be attributed to MKHH and create legal liability for both the author of the reference and MKHH.

Staff, volunteers or trustees who breach any of the above policies will be subject to disciplinary action up to and including termination of employment or dismissal.

Personal Use of Social Media

MKHH recognises that staff and volunteers occasionally may desire to use social media for personal activities at the office or by means of the MKHH’s computers, networks and other IT resources and communications systems. MKHH authorise such occasional use so long as it does not involve unprofessional, inappropriate or discriminatory content and does not interfere with responsibilities or productivity. While using social media at work, circulating chain letters or other spam is never permitted. Circulating or posting commercial, personal, religious, or political solicitations, or promotion of outside organisations unrelated to the MKHH’s business are also prohibited.

Business Use of Social Media

If a staff member, trustee or volunteer’s duties require them to speak on behalf of MKHH in a social media environment, certain requirements and restrictions may be imposed and the individual may be required to undergo training before they do so.  

Likewise, if staff, trustees or volunteers are contacted for comments about MKHH for publication anywhere, including in any social media outlet, direct the inquiry to the Project Manager and do not respond without written approval.

The use of social media for MKHH purposes is subject to the remainder of this policy.

Responsible Use of Social Media

The following sections of the policy provides staff, trustees and volunteers with common-sense guidelines and recommendations for using social media responsibly and safely. 

Staff, trustees and volunteers must not post disparaging or defamatory statements about:

•	MKHH
•	Clients or volunteers
•	suppliers and vendors; and
•	other affiliates and stakeholders.

Employees, trustees and volunteers should also avoid social media communications that might be misconstrued in a way that could damage the MKHH’s reputation, even indirectly.

Employees should make it clear in social media postings that they are speaking on their own behalf, write in the first person and use a personal e-mail address when communicating via social media.

Employees, trustees and volunteers are personally responsible for what they communicate in social media.  Employees, trustees volunteers should remember that what they publish might be available to be read by the public (including MKHH itself, future employers and social acquaintances) for a long time. This should be kept in mind before any content is posted.

If staff, trustees or volunteers disclose their affiliation as a team member of MKHH, they must also state that their views do not represent those of MKHH.  For example, staff could state, "the views in this posting do not represent the views of my employer". Staff should also ensure that their profile and any content they post are consistent with the professional image they present to clients and colleagues.

Avoid posting comments about sensitive business-related topics, such as MKHH’s performance.  Even if staff make it clear that their views on such topics do not represent those of MKHH, their comments could still damage MKHH’s reputation.

If a staff member, trustee or volunteer is uncertain or concerned about the appropriateness of any statement or posting, they should refrain from making the communication until they have discussed it with the Project Manager.

If a staff member or volunteer sees content in social media that disparages or reflects poorly on MKHH or its stakeholders, they should contact the Project Manager.  Staff, trustees, and volunteers are responsible for protecting MKHH’s professional reputation.

Respecting Intellectual Property and Confidential Information

Staff, trustees, and volunteers should not do anything to jeopardise MKHH’s confidential information or intellectual property through the use of social media. Confidential information includes photographs or images of individuals, and individual names. In addition, staff, trustees, and volunteers should avoid misappropriating or infringing the intellectual property of other companies and individuals, which can create liability for MKHH, as well as the individual author.

Staff, trustees, and volunteers are not permitted to use MKHH’s logo or name, or post any of MKHH’s confidential or proprietary information without prior written permission from the Project Manager.

To protect themselves and MKHH against liability for copyright infringement, where appropriate, staff and volunteers should reference sources of information they post or upload and cite them accurately.  

Respecting Colleagues, Clients, Partners and Suppliers

Do not post anything that colleagues or customers, clients, business partners, suppliers, vendors, or other stakeholders would find offensive, including discriminatory comments, insults or obscenity.

Do not post anything related to colleagues or customers, clients, business partners, suppliers, vendors or other stakeholders without their written permission.  This includes photographs or images.  Consent forms are given to anybody who may appear in any photographs or images taken on behalf of MKHH, in line with the principles of the General Data Protection Regulations.  These must be completed, and consent given, before any images can be used or shared in any way, including via social media.  

Monitoring

The contents of MKHH’s IT resources and communications systems are MKHH’s property. Therefore, staff, trustees, and volunteers should have no expectation of privacy in any message, files, data, document, facsimile, telephone conversation, social media post conversation or message, or any other kind of information or communications transmitted to, received or printed from, or stored or recorded on MKHH’s electronic information and communications systems.

MKHH reserves the right to monitor, intercept and review, without notice, staff, trustee, and volunteer activities using MKHH’s IT resources and communications systems.  This includes but is not limited to social media postings and activities and is to ensure that MKHH’s rules are being complied with and for legitimate business purposes.  Staff and volunteers consent to such monitoring by their acknowledgement of this policy and their use of such resources and systems.

MKHH may store copies of such data or communications for a period of time after they are created and may delete such copies from time to time without notice. 

Staff and volunteers should not use MKHH’s IT resources and communications systems for any matter that you wish to be kept private or confidential from MKHH. 

Failure to Comply with Policy

Breach of this policy may result in disciplinary action up to and including dismissal.  Disciplinary action may be taken regardless of whether the breach is committed during working hours, and regardless of whether MKHH’s equipment or facilities are used for the purpose of committing the breach.  Any member of staff, trustee, or volunteer suspected of committing a breach of this policy will be required to co-operate with any subsequent investigation, which may involve handing over relevant passwords and login details.

Staff members, trustees, and volunteers may be required to remove internet postings which are deemed to constitute a breach of this policy.  Failure to comply with such a request may in itself result in disciplinary action.

This Policy and Procedure should be read in conjunction with the following documents:
•	Privacy Policy and Confidentiality Guidance (General Data Protection Regulations)
•	Disciplinary Policy and Procedure
•	Safeguarding Vulnerable Adults

Liz Highet and Vicky Attwood
January 2021

(Reviewed by MKHH Policy Review Working Group September 2021)