Entcounsel

Social Media Policy Template


SOCIAL MEDIA POLICY TEMPLATE

Terms & Conditions

TERMS & CONDITIONS

[THIS IS NOT INTENDED AS LEGAL ADVICE AND ONLY SERVES AS A GENERAL GUIDELINE. PLEASE CONSULT A LAWYER FOR LEGAL ADFICE).

This Social Media Policy applies to all employees, volunteers, and independent contractors who use social media including Facebook, Twitter, YouTube and LinkedIn on both personal accounts and the organization’s blogs and social media sites.

SOCIAL MEDIA GOALS: HONESTY, TRANSPARENCY AND INTEGRITY:

The purpose of all social media use should be to communicate information in a manner that is honest, accurate, transparent and with integrity. It’s important to keep the following guidelines in mind when posting:

  • Always post with your real name and not anonymously.
  • Employees should identify themselves as employees of an organization if they are writing about the company, organization or a business matter.
  • Endorsements of any product/service should be clearly spelled out. Any sponsorships, free items or payment of any kind to make a post should be clearly spelled out
  • Always be polite, respectful and professional

The purpose of a social media policy is as follows:

  • Responding to customer inquiries and requests for customer assistance
  • Sharing company content such as blog posts, articles, videos and podcasts related to our products and services
  • Re-share insightful industry information and other blogs posts, articles, videos etc.
  • Post status updates about the company’s activities to keep customers informed of new products and services
  • Execute marketing campaigns, contests and promotions
  • Launch new products and interact with customers

 

CONSISTENCY WITH COMANY’S CORE VALUES:  

 

All communications on social media should be in good taste and expressed respectfully. The core value of our company is to help others and make their lives easier. All social media postings should be consistent with this core value and therefore we should not insult or denigrate others in any way. Anything you as an employee posts reflects on the company so be an ambassador to create open communication and dialogue on social media to uplift and 

ONGOING TRAINING:

In an effort to ensure that all employees are familiar with this policy, we will provide ongoing training to all employees on a regular basis. Further, you can always reach out to the Social Media & Compliance Manager with any questions at any time.

SOCIAL MEDIA REPRESENTATIVE/SPOKESPERSON

The Social Media & Compliance Manager shall be the key spokesperson and representative for all company social media accounts. The Social Media & Compliance Manager is ultimately responsible for ensuring that all social media is consistent with the company’s core values and objectives. Please have all social media postings related to the company vetted by the Social Media & Compliance Manager prior to posting. The employee acknowledges that all employee social media postings reflect upon the company and can expose the Company to legal infringements by the employee.

SOCIAL MEDIA USE

The following lists outlines the parameters and dos/don’ts of employee’s social media use. In general, you agree not to make any defamatory, discriminatory, offensive, violent, harassing, sexual or negative remarks about the Company, colleagues, customers and competitors. Employees are prohibited from defaming, harassing or posting unfavourable or unlawful content about anyone, including, without limitation:

  • Review the social media terms of use of any social media site to determine what you can post so you don’t infringe copyright or any other laws
  • Non-disparagement and non-discrimination – ensure that you are careful not to post discriminatory or disparaging content.
  • Racial and ethic slurs, personal insults, pornography, obscenity, derogatory, discriminatory and harassing posts are prohibited in online social networks whether in workplace or otherwise.
  • Intellectual Property Rights – do not post anything that could violate copyright, trademarks or other intellectual property rights of another person.
  • Illegal or criminal activities – should not be mentioned or discussed.
  • Offensive or harassing – do not post anything that may be considered offensive or harassing.
  • Defamatory statements – do not post anything about anyone that may be considered defamatory.
  • Competitors – be polite and diplomatic at all times when discussing the company’s competitors
  • Discussing competitors, customers or suppliers – refrain from doing so.
  • Spam, junk or chain emails – do not post or share content that can be considered spam.
  • Endorsements – do not endorse any product or service online without ensuring you are not violating any laws relating to such endorsements.
  • Legal matters or litigation – do not comment on any legal matter, litigation or on any aspect of a lawsuit involving the company. The legal department is the main contact and all questions and inquiries should be directed to the legal department.
  • Crisis situations – Do not discuss any company crisis online in any manner whatsoever including trying to defend the company or responding to rumours. These questions should be referred to the media relations department.
  • Community Blogging guidelines

You agree to report any online conduct that breaches the social media use terms of the Social Media Policy to the Social Media & Compliance Manager immediately.

REGISTRATION & OWNERSHIP OF SOCIAL MEDIA ACCOUNTS  

Register Social Media Accounts in Company’s Name. they can also be in the name of the senior marketing manager if the account needs to be in the name of a person (or the Social Media & Compliance Manager). Employees are prohibited from conducting or talking about business through their personal social media accounts. Employees are prohibited from owning Company social media accounts and prohibited from registering Company social media accounts in the employee’s name. Only authorized Company employees will be provided with company account logins and passwords. The Company shall register all company trademarks and brand and product names on all social networks (including grip sites and variations of the spellings of the Company’s names to prevent squatters).

USE OF PERSONAL SOCIAL MEDIA ACCOUNTS

Employees are prohibited from posting Company’s name, trademarks, logos, slogans, products or other proprietary information or post on their own social media accounts without the Company’s prior written authorization. Employees are also not permitted to include the Company’s name in any url. The employee acknowledges that the Company has the right pursuant to applicable laws to monitor all personal and company blog posts, social media content, business records, personal data etc on the Company’s computers and systems. The employee acknowledges that private messages between individuals can be accessed by third parties and to be careful about any such communications.

COMPLIANCE WITH LAWS & REGULATIONS

Ensure that you respect all laws relating to your posting does not violate or infringe upon any trade-mark, trade name, copyright, patent, literary, artistic, dramatic, personal, civil or property right, or the right of privacy of any individual, firm, corporation or other entity or constitute a libel or slander of any such individual, firm, corporation or other entity or any other rights whatsoever.

PRIVACY LAWS & CONFIDENTIALITY

Ensure you respect and protect not only your privacy but the company’s as well. Social media sites can trace back comments to IP addresses and assume that anything you post can be read by anyone. Ensure that you do not breach anyone’s privacy, including customers, suppliers and the company’s. The disclosure of a customer’s personal information even unintentionally could expose the company to a legal claim. Be prudent and thoughtful when posting such information. Employees are prohibited from posting or disseminating any confidential:

  • Company information including but not limited to internal email, financials, trade secrets, copyright-protected material, unreleased products, sales, customer lists, research and development and intellectual property.
  • Customer information including but not limited to credit card numbers, debit card numbers, Social Security numbers, birth dates, street addresses, full names, and phone numbers.
  • Suppliers etc.

COMPLIANCE WITH COMPANY POLICIES

Employees must comply with the all employment policies including the Social Media Policy, Blog Policy, Email Policy, Internet Policy, Confidentiality Policy, Computer Security Policy, Media Relations Policy, Privacy Policy, Investor Relations Policy, Harrassment, Ethics Policy, Computer Security Policy and Discrimination Policy.

LABOUR & EMPLOYMENT LAWS

This policy shall not supercede the terms of any labour and employment laws. The terms of relevant and applicable employment legislation shall take precedence over any term of this social media policy.

SECURITY & DATA PROTECTION

Employees should be aware of potential security and data protection when using social media accounts and report any potential risks or issues to the IT department and the Social Media & Compliance Manager immediately. Please comply with the following:

  • Avoid clicking on links that look suspicious especially with URLs that sound vague or similar to a trademark or brand.
  • Do not share any link or content owned by the company or another company that is confidential or commercially sensitive (eg. Sales figures, customers, strategy, marketing campaigns etc.).
  • Do not share or link to data that could violate the company’s data protection policy.
  • Protect company data by ensuring you have strong passwords that have a two step authentication process.

DISCIPLINARY ACTION

 

Any infringement or violation of the Company’s Social Media Policy whether using personal or company social media accounts may result in disciplinary action, including and up to termination. Further, it’s important to note that employees and independent contractors may be held personally liable for violating this policy.

DISCLAIMER

The employee agrees to add a disclaimer when posting information that could mislead readers into thinking it’s an official posting from the Company that reads, “the views expressed in this post are that of the [employee’s name] and not of the Company”, where appropriate.

ACKNOWLEDGMENT & SIGNATURE

 

Please indicate your agreement and acceptance of this policy by signing below. I also understand and agree that the Company has the rights to monitor and access all my social media postings. In addition, the Company has the right to access all my information and data on Company equipment.

Leave this empty:

Signature Certificate
Document name: Social Media Policy Template
Unique Document ID: dbe3230e31be37c885b7977f20db0a5db28a4c3a
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May 29, 2018 10:21 am ESTSocial Media Policy Template Uploaded by Vandana Taxali - [email protected] IP 99.237.148.24