make your free social media policy
what we'll cover
what is a social media policy?
social media policies outline the rules for the use of social media at work. a social media policy explains to employees how their use of social media accounts is regulated and the consequences of breaching this policy.
this document is gdpr compliant.
when should i use a social media policy?
use this social media policy:
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if you employ staff in england, wales or scotland
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to set out when the use of social media is permitted at work
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to provide guidelines on how social media should be used by members of staff (eg how to use business social media accounts)
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to clarify which uses of social media that could expose staff and the business to legal liability
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to outline the consequences of non-compliance
sample social media policy
the terms in your document will update based on the information you provide
about social media policies
learn more about making your social media policy
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how to make a social media policy
making a social media policy online is simple. just answer a few questions and 2022世界杯32强抽签时间 will build your document for you. when you have all of the details prepared in advance, making your document is a quick and easy process.
to make your social media policy you will need the following information:
employer details
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what is the employer's name?
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are employees allowed to use social media during their hours of work?
responsibility
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who has overall responsibility for this policy?
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who is responsible for media enquiries?
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who can authorise employee use of social media on behalf of the employer?
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who in the business ensures intellectual property rights compliance?
use of social media
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are there any other policies or procedures employees should consider when using social media?
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if so, what are they?
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are employees allowed to add business contacts made at work to their personal social media accounts?
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is there a written policy governing employees' use of it and communications technology?
data protection and monitoring
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who has overall responsibility for the employer's data protection compliance? is it:
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another person? if so, what is their job title?
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who will carry out monitoring? is it:
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the security team?
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another department? if so, what is its name?
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will information gathered through monitoring be transferred outside of the uk and european economic area (eea)?
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what is the url of your data protection and data security policy?
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common terms in a social media policy
a social media policy outlines the rules for employees’ use of social media during and outside of work. to do this, the provisions of this social media policy include:
statement of policy and purpose of the policy
this section provides a basic overview of the social media policy and sets out why the policy is being adopted by the employer (ie you). the policy further clarifies that the use of social media can be a serious drain on productivity and can pose significant business risks.
who and what does this policy apply to?
this section sets out to whom the social media policy applies and the types of social media that are covered (eg social interaction, such as facebook and linkedin). where applicable, this section also sets out any other policies that should be considered in addition to the social media policy.
who is responsible for this policy?
this section sets out the general responsibility of all staff to ensure compliance with the social media policy. it also assigns a special responsibility to managers to lead by example, to ensure all staff are familiar with and comply with the social media policy.
business and personal use of social media
this section sets out to whom all media enquiries should be addressed and who can authorise others to use social media on the employer’s behalf. it also sets out whether social media can be used for personal reasons while at work.
guidance on use of social media
this section provides clear guidelines about how social media may be used by staff members. this includes, but is not limited to:
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clearly identifying that social media posts not made on behalf of the employer are made in the relevant staff member’s personal capacity
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a reminder that staff members are personally responsible and may be legally liable for what they communicate on social media
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respecting intellectual property by, for example, appropriately referencing sources and ensuring that citations are accurate
prohibited uses of social media
this section provides clear guidelines about what use of social media is prohibited. this includes, but is not limited to, not using:
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social media in any way that is offensive, insulting, discriminatory or obscene
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social media in any way that poses a threat to the business’ trade secrets, confidential information or intellectual property
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social media in any way that breaches data protection rules
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the employer’s logos, brand names, slogans or other trade marks without prior written permission
monitoring
this section sets out how the employer will monitor the use of social media by staff members, including that any such monitoring will be carried out in accordance with an impact assessment. this section also discusses staff members’ data protection rights, by reference to the employer’s data protection and data security policy, and whether international data transfers will take place.
for more information, read data protection and employees.
breaches of this policy
this section explains that the policy is important to protect the employer’s business reputation and reiterates that staff members have a responsibility to flag any damaging social media posts. this section also clearly sets out the consequences of breaching this social media policy.
if you want your social media policy to include further or more detailed provisions, you can edit your document. however, if you do this, you may want a lawyer to review or change the policy for you, to make sure it complies with all relevant laws and meets your specific needs. ask a lawyer for assistance.
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legal tips for making a social media policy
consider what additional documents you may need
this policy mentions certain additional documents you may need, including:
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a communications and equipment policy outlining the rules and procedures regarding access to communications and it equipment and resources
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an anti-bullying and harassment policy setting out the business’ approach towards workplace bullying and harassment
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an equal opportunities policy setting out how you comply with the rules on equal opportunities and prevent and eliminate workplace discrimination
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a data protection and data security policy outlining the business’ policies and procedures for handling and otherwise processing personal data
understand your responsibilities with regards to workplace monitoring
while employers are allowed to monitor their staff at work (eg by opening mail or emails, checking logs of websites visited, or using cctv), care must be taken to comply with the law. this means that any workplace monitoring should be done carefully and thoughtfully, for instance:
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where there is a legitimate reason for the monitoring and the results are not used for any other purposes
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after carrying out a data protection impact assessment (dpia)
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by ensuring that any monitoring is proportionate and that there are clear limits on the duration of the monitoring
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after informing staff that they are being monitored
for more information, read workplace monitoring.
understand when to seek advice from a lawyer
ask a lawyer for advice on:
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changing an existing social media policy that is contractually binding
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employment issues resulting from employees' use of social media outside work
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amending your policy so that it meets your specific needs
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social media policy faqs
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what should be included in a social media policy?
this social media policy template covers:
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the extent to which the use of personal social media accounts is permitted while at work
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limits and guidance on the use of social media accounts (whether inside or outside work)
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use of social media accounts in the employer's name
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guidance on the types of legal issues that may arise following use of social media, including confidentiality, intellectual property infringement, defamation, bullying and harassment
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employees’ personal liability in connection with use of social media
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prohibited uses of social media
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monitoring of social media use
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press queries for inclusion on social media accounts
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adding business contacts to personal social media accounts
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the consequences of breaching the social media policy
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why do i need a social media policy?
you need a social media policy to inform your employees about what is acceptable and unacceptable behaviour when using social media. it sets out what is expressly prohibited (eg any communication which is offensive or insulting), who is responsible for responding to media enquiries and who has general responsibility for this policy.
by adopting and implementing a social media policy, you ensure that you have clear guidelines for all staff members to follow. this in turn helps protect your staff and your business.
for more information, read employees and social media.
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does this policy prevent employees from using social media at work?
this policy allows you to choose whether you want to permit employees to use social media in the workplace. it may be the case that some employees need to use social media as part of their role and, in this policy, you can allow just these people to access social media at work or you can allow all employees to use social media at work.
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does this policy allow an employer to monitor any information and communication of employees at work?
this policy sets out what employees should expect when using it systems owned by the employer. this includes monitoring, intercepting, and reading any communications, documents, conversations, or posts. for more information, read employees and social media and workplace monitoring.
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what happens if an employee breaches a social media policy?
the consequences of not complying with and breaching this policy and set out in the social media policy. staff who breach the social media policy:
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must disclose all relevant passwords and login information
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must co-operate with the employer’s (ie your) investigation, and
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may be required to remove the offending internet postings, comments or information
further, an employee may be subject to disciplinary action (including dismissal) for any unacceptable breaches of a social media policy.
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