1. Policy statement
1.1 The Company recognises that the internet provides unique opportunities to participate in interactive discussions and share information on particular topics using a wide variety of social media, such as Facebook, Twitter, LinkedIn, YouTube, Flickr, blogs and wikis. However, employees’ use of social media can pose risks to confidential and proprietary information, and the Company’s reputation, and can jeopardise compliance with legal obligations.
1.2 To minimise these risks, to avoid loss of productivity and to ensure that our IT resources and communications systems are used only for appropriate business purposes, we expect employees to adhere to this policy.
1.3 This policy does not form part of any employee’s contract of employment and it may be amended at any time.
2. Who is covered by the policy?
2.1 This policy covers all individuals working at all levels and grades, including senior managers, officers, directors, employees, consultants, contractors, trainees, homeworkers, part-time and fixed-term employees, casual and agency staff [and volunteers] (collectively referred to as employees in this policy).
2.2 Third parties who have access to our electronic communication systems and equipment are also required to comply with this policy.
3. Scope and purpose of the policy
3.1 This policy deals with the use of all forms of social media, including Facebook, LinkedIn, Twitter, Wikipedia, all other social networking sites, and all other internet postings, including blogs.
3.2 It applies to the use of social media for both business and personal purposes, whether during office hours or otherwise. The policy applies regardless of whether the social media is accessed using Company IT facilities and equipment or equipment belonging to other employees.
3.3 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 our equipment or facilities are used for the purpose of committing the breach. Any member of staff suspected of committing a breach of this policy will be required to co-operate with our investigation, which may involve handing over relevant passwords and login details.
3.4 Employees 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.
4. Personnel responsible for implementing the policy
4.1 The Senior Management team has overall responsibility for the effective operation of this policy, but has delegated day-to-day responsibility for its operation to the Human Resources Department. Responsibility for monitoring and reviewing the operation of this policy and making recommendations for change to minimise risks also lies with the Human Resources Department.
4.2 All managers have a specific responsibility for operating within the boundaries of this policy, ensuring that all employees understand the standards of behaviour expected of them and taking action when behaviour falls below its requirements.
4.3 All employees are 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 Human Resources Department. Questions regarding the content or application of this policy should be directed to the Human Resources Department.
5. Compliance with related policies and agreements
5.1 Social media should never be used in a way that breaches any of the Company’s other policies. If an internet post would breach any Company policies in another forum, it will also breach them in an online forum. For example, employees are prohibited from using social media to:
(a) breach Company Electronic information and communications systems policy;
(b) breach Company obligations with respect to the rules of relevant regulatory bodies;
(c) breach any obligations they may have relating to confidentiality;
(d) breach Company Disciplinary Rules;
(e) defame or disparage the organisation or its affiliates, customers, clients, business partners, suppliers, vendors or other stakeholders;
(f) harass or bully other employees in any way OR breach Company Anti-harassment and bullying policy;
(g) unlawfully discriminate against other employees or third parties OR breach Company Equal opportunities policy;
(h) breach Company Data protection policy (for example, never disclose personal information about a colleague online);
(i) 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 yourself or by making misleading statements).
5.2 Employees should never provide references for other individuals on social or professional networking sites, as such references, positive and negative, can be attributed to the organisation and create legal liability for both the author of the reference and the organisation.
5.3 Employees who breach any of the above policies will be subject to disciplinary action up to and including termination of employment.
6. Personal use of social media
Personal use of social media is never permitted during working time or by means of our computers, networks and other IT resources and communications systems. 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 organisation’s business are also prohibited.
7.1 The contents of Company IT resources and communications systems are the Company’s property. Therefore, employees 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 Company electronic information and communications systems.
7.2 The Company reserves the right to monitor, intercept and review, without further notice, employee activities using Company IT resources and communications systems, including but not limited to social media postings and activities, to ensure that Company rules are being complied with and for legitimate business purposes. The employee consents to such monitoring by acknowledgement of this policy and use of such resources and systems. This might include, without limitation, the monitoring, interception, accessing, recording, disclosing, inspecting, reviewing, retrieving and printing of transactions, messages, communications, postings, log-ins, recordings and other uses of the systems as well as keystroke capturing and other network monitoring technologies.
7.3 The Company 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.
7.4 Employees should not use Company IT resources and communications systems for any matter that they wish to be kept private or confidential from the organisation.
8. Business use of social media
8.1 If an employees duties require them to speak on behalf of the organisation in a social media environment, they must still seek approval for such communication from their line manager who may require the employee to undergo training before they do so and impose certain requirements and restrictions with regard to their activities.
8.2 Likewise, if an employee is contacted for comments about the organisation for publication anywhere, including in any social media outlet, direct the inquiry to the Public Relations Department and do not respond without written approval.
8.3 The use of social media for business purposes is subject to the remainder of this policy.
The Company may use internet searches to perform due diligence on candidates in the course of recruitment. Where the Company does this, it will act in accordance with data protection and equal opportunities obligations.
10. Responsible use of social media
10.1 The following sections of the policy provide employees with common-sense guidelines and recommendations for using social media responsibly and safely.
10.2 Protecting our business reputation:
(a) Employees must not post disparaging or defamatory statements about:
(i) the Company;
(ii) its clients;
(iii) suppliers and vendors; and
(iv) other affiliates and stakeholders,
but employees should also avoid social media communications that might be misconstrued in a way that could damage the Company’s business reputation, even indirectly.
(b) Employees should make it clear in social media postings that they are speaking on their own behalf. Written communication should be in the first person and a personal e-mail address when communicating via social media should be used.
(c) Employees are personally responsible for what they communicate in social media. Remember that what is published might be available to be read by the masses (including the organisation itself, future employers and social acquaintances) for a long time. Keep this in mind before content is posted.
(d) If an employee discloses their affiliation as an employee of the Company, they must also state that their views do not represent those of their employer. For example, they could state, “the views in this posting do not represent the views of my employer”. They should also ensure that their profile and any content they post are consistent with the professional image they present to clients and colleagues.
(e) Avoid posting comments about sensitive business-related topics, such as Company performance or internal workings. Even if it is made clear that their views on such topics do not represent those of the Company, their comments could still damage the Company’s reputation.
(f) If an employee is uncertain or concerned about the appropriateness of any statement or posting, refrain from making the communication until it is discussed with the line manager and the Human Resources Department if needed.
(g) If an employee sees content in social media that disparages or reflects poorly on the Company or our stakeholders, they should contact the Human Resources Department. All employees are responsible for protecting our business reputation.
10.3 Respecting intellectual property and confidential information:
(a) Employees should not do anything to jeopardise valuable trade secrets and other confidential information and intellectual property through the use of social media.
(b) In addition, employees should avoid misappropriating or infringing the intellectual property of other companies and individuals, which can create liability for the Company, as well as the individual author.
(c) Employees should not use Company logos, brand names, slogans or other trademarks, or post any Company confidential or proprietary information without prior written permission.
(d) To protect the employee and the Company against liability for copyright infringement, where appropriate, reference sources of particular information posted or uploaded should be cited accurately. If an employee has any questions about whether a particular post or upload might violate anyone’s copyright or trademark, ask the Human Resources Department before making the communication.
The contact details of business contacts made during the course of an employees employment are regarded as Company confidential information, and as such an employee will be required to delete all such details from their personal social networking accounts, such as Facebook accounts or LinkedIn accounts, on termination of employment.
10.4 Respecting colleagues, clients, partners and suppliers:
(a) Do not post anything that colleagues or customers, clients, business partners, suppliers, vendors or other stakeholders would find offensive, including critical or discriminatory comments, insults, obscenities or comments relating to sex, gender reassignment, race, disability, sexual orientation, religion, belief or age.
(b) Do not post anything related to colleagues or customers, clients, business partners, suppliers, vendors or other stakeholders without their written permission.
11. Monitoring and review of this policy
11.1 The Human Resources Department shall be responsible for reviewing this policy regularly to ensure that it meets legal requirements and reflects best practice.
11.2 The Human Resources Department has responsibility for ensuring that any person who may be involved with administration or investigations carried out under this policy receives regular and appropriate training to assist them with these duties.
11.3 Employees are invited to comment on this policy and suggest ways in which it might be improved by contacting the Human Resources Department.
12. USE OF TEXT MESSAGING
12.1 Do not contact any Management regarding any form of business related issues via text. All business related issues needs to be done face to face to a Senior Management. Management might contact you regarding a business related issue which is appropriate to work.
12.2 The use of any humour text is allowed but not to any staff detriment.
13. USE OF SOCIAL MEDIA DURING OR AFTER EMPLOYMENT
13.1 The use of social media to publicly or privately to in any form to advertise persons that is not appropriate. Contacting third parties to do so is also not allowed.
13.2 The use of social media after employment ends to attract clients to a certain individuals or companies. There is a clause stating for 6 month period after employment has finished that no one individual or future businesses cannot advertise or promote certain individuals or businesses. This clause is for 6 months after the employment ends. The use of a third party is not allowed for a period of 6 months after the employment has finished.
13.3 Or directly from the business to their social media advertising the individual for a period of 6 months from the end of the employment. The use of any third party is also not allowed for a period of 6 months after the employment.
13.4 No direct or indirect communication between individuals and clients to the former business from either the employee or any future businesses for a period of 6 months after the employment ends. This includes private messaging to any client of the original business or with the use of a third party.
13.5 Any social media posts after your employment with Steve Hilliard Hairdressing branding need to be removed. As these conflicts with GDPR policy’s. While you are in employment these are fine to post.