Be Kind Movement’s Social Media Policy

Be Kind Movement uses social media to raise awareness of its work and generate funds through its digital campaigns. The charity employs staff and volunteers within the social media department and recognises that they may also use social media in their private lives. 

Be Kind Movement encourages the responsible use of social media. The purpose of this policy is to set out what Be Kind Movement requires from staff and volunteers when using social media at work. It is important to remember that we are all ambassadors for the charity and that social media is never private.

This policy is solely for volunteers and staff and aims to:

  • Give clear guidelines on what volunteers can say about the organisation;

  • Comply with relevant legislation and protect volunteers;

  • Help volunteers and staff manage performance effectively;

  • Help volunteers and staff to draw a line between their private lives and their roles;

  • Protect Be Kind Movement against liability for the actions of volunteers and staff;

  • Be clear about sensitive issues such as monitoring; and

  • Explain Concerns and issues with inappropriate use will be addressed.

Policy statement

Be Kind Movement 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, blogs and wikis etc.This policy aims to set guidelines for staff and individuals volunteering with us and to encourage you to take high regard and care in what what you write, exercising sound judgment and common sense;

  • Inappropriate use of social media can pose risks to our confidential and proprietary information, reputation, and can jeopardise our compliance with legal obligations;

  • To minimise these risks, to avoid loss of work time and to ensure that our IT resources and communications systems are used only for appropriate business purposes, we expect staff and volunteers to adhere to this policy at all times when working for and behalf of Be Kind Movement.

Scope and Purpose of the Policy

  • This policy deals with the use of all forms of social media, including Facebook, YouTube, Instagram, Twitter and all other social networking sites, and all other internet postings, including blogs;

  • It applies to the use of social media both as a staff member and a volunteer when representing the charity. The policy applies regardless of whether the social media is accessed using our IT facilities and equipment or personal equipment;

  • If a member of staff or volunteer is found to be in breach of this policy their supervisor will address this using the Grievance policy;

  • Volunteers may be required to remove internet postings which are deemed to constitute a breach of this policy;

  • This policy links to all other policies therefore social media should never be used in a way that breaches any of our other policies such as equal opportunities, data protection etc.

Staff responsible for implementing the Policy

  • All line managers have a specific responsibility for operating within the boundaries of this policy, ensuring that all staff volunteers understand and implement the standards of behaviour expected of them and take action when behaviour falls below the standard;

  • All staff and volunteers 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 or questions regarding the content or application of this policy should be reported to their line manager;

  • Any content which raises a safeguarding concern must be reported to their line manager, following the reporting procedures outlined in Be Kind Movement Safeguarding Policy.

Guidelines for responsible use of social media

  • In order to protect the charity reputation, staff and volunteers must not post disparaging or defamatory statements about:

    • Be Kind Movement and its operations;

    • Be Kind Movement staff, our beneficiaries, volunteers or members past or present; suppliers and vendors; and partnering organisations, other affiliates and stakeholders;

    • Staff and volunteers should also avoid social communications that might be misconstrued in a way that could damage our business reputation, directly or even indirectly.

  • Staff and volunteers are personally responsible for what they communicate in social media. What you publish will be available to be read by the public (including Be Kind Movement), colleagues, volunteers, your future employers and social acquaintances. Please exercise caution before you post content;

  • A publicity consent form must be obtained prior to posting images or text which may be used on social media;

  • Be Kind Movement does not permit tagging of vulnerable adults or anyone under the age of 18 without prior permission;

  • There is no obligation for staff or volunteers to link their personal social media to any Be Kind Movement sites or  social media;

  • Staff and volunteers are not permitted to set up social media accounts for work purposes without prior consultation with their line manager;

  • If you disclose your affiliation as a staff or volunteer of the Be Kind Movement, you must also state that your personal views do not represent those of the charity;

  • You should ensure that your profile and any content you post is consistent with the image you present to those you work with;

  • As a volunteer, your line manager will communicate the appropriate use of your email address; 

  • You are responsible for the security settings of any social media sites you use and should ensure they are set to the appropriate level, if you wish to limit who can see your information;

  • You should be mindful of Data Protection issues and must respect confidentiality at all times in order to  protect confidential information. If in doubt speak to your line manager. .Confidential information includes but is not limited to things unpublished details about the charity's work, details of current projects, future projects, financial information or information held on our supporters, staff or volunteers;

  • Avoid posting comments about sensitive Be Kind Movement related topics, such as our  internal metrics, performance, etc. Even if you make it clear that your views do not represent those of the charity, your comments could still be in breach of our policies and your signed employment or volunteer agreement;

  • If you are uncertain or concerned about the appropriateness of any statement or posting, refrain from making the communication until you discuss it with your line manager;

  • If you see content in social media that disparages or reflects poorly on Be Kind Movement or its partners, you should report it to your line manager immediately with the appropriate links. All staff and volunteers should make a concerted effort to protect our reputation;

  • Contact details obtained during the made during the course of your employment or volunteering tenure are regarded as confidential information belonging to Be Kind Movement, and as such you will be required to delete all such details from your personal and social networking accounts, at the end of your employment or volunteering with Be Kind Movement;

  • Contact details of volunteers are subject to data protection rules. Staff are not permitted to access or store information on volunteers that would breach data protection policy.

Personal use of social media in the office environment

Be Kind Movement recognises that volunteers may occasionally desire to use social media for personal activities in the office or by means of our computers, networks and other IT resources and communications systems. We authorise such occasional use during lunch breaks so long as it does not involve unprofessional or inappropriate content and does not interfere with your role.

You should not use Be Kind Movement’s IT resources and communications systems for any matter that you wish to be kept private or confidential. Circulating chain letters or other spam material is not permitted whether using social media or not, as staff or volunteer. Circulating or posting commercial, personal, religious or political solicitations, or promotion of third party organisations unrelated to Be Kind Movement work is also prohibited.

Last review dated: 24 July 2020

Next review: 24 July 2021