Social Media Policy

What is a Social Media Policy?

A social media policy template is a standard corporate document frequently used by UK employers to define rules of using social media by employees at the workplace. This is a simple document that covers instances in which employees should and should not use social media in the workplace, as well as consequences of non-compliance with this policy.

The present employee social media policy template can become a helpful internal document for SMEs, startups, and UK employers with remote employees or employees whose jobs involve constant usage of social media for work purposes.

Why do UK businesses need a social media policy?

Most UK businesses and employers decide to implement this GDPR-compliant social media policy UK for the following reasons:

• to prevent risks of reputation damage;
• to enforce high standards of professional behaviour amongst employees;
• to protect the privacy of the employee’s data against their disclosure online;
• to establish a clear set of rules for compliant usage of social media in the workplace;
• to set up disciplinary measures for this policy’s violations.

Who can use this company social media policy template?

This policy can be a helpful tool for:

• The HR department is looking for a standard set of rules to regulate usage of social media at the workplace.
• UK businesses with remote teams and employees are willing to ensure proper control over usage of social media.
• SMEs and startups are willing to increase protection of their online reputation.
• Companies with a significant digital presence and a big number of followers on social media;
• Any UK employer willing to introduce standard procedures for social media usage by all employees.

This corporate social media policy is used in conjunction with other workplace policies such as the Code of Conduct and Disciplinary Procedure Policy.

What is included in this social media policy template​?

A well-drafted social media policy for employees​ should include the following:

Scope of Application

This section of the policy outlines the categories of employees or workers to whom the policy must apply. If the employer engages volunteers or interns for the performance of certain job duties, this policy may also cover them.

Compliance & Review

The policy must also state that non-compliance with its provisions shall result in disciplinary procedure. While a sample social media policy​ does not define any specific disciplinary measures, it shall refer nevertheless to the employer’s disciplinary procedures for more details. Failure to comply with the social media policy may result in a warning, suspension from work and even dismissal in case of a repetitive non-compliance.

The policy should be reviewed and updated regularly by the employer at least once a year.

Acceptable use

This is the main part of every social media policy for employees that defines acceptable use, including

• whether employees can use social media for personal purposes during working hours;
• whether employees can use social media for business and work-related purposes;
• whether employees shall receive prior approval from the line manager for using social media for business-related purposes etc.

In any circumstances, should employees be allowed to post any defamatory, deceptive, or discriminative content online about:

• their co-workers, employees or staff;
• the employer or its business, services or goods;
• any third parties using the business account or references to the employer or their business.

Monitoring

A standard sample social media policy​ should clearly outline the employer’s right to monitor their employees’ social media on a regular basis to ensure full compliance with this policy.

Which social media risks this policy helps to protect?

Establishment of a clear and professional set of rules for usage of social media at the workplace can significantly prevent the following risks:

• reputation damage for employer due to unapproved posts on social media by either employee;
• confidential information leaks involving the employer’s trade secrets or sensitive information;
• defamation or misleading information that can threaten the employer’s business;
• intentional or unintentional misconduct of employees in social media against the employer;
• distribution of harmful rumours about the employer, their business, staff, products or services;
• making public accusations against third parties, including competitors, etc.

The risks listed above are only a few of potential harmful consequences UK businesses may face if not implementing a strict social media policy template in the workplace.

Difference Between a Social Media Policy and Internet Usage Policy

A policy regarding social media and Internet usage is frequently being used together by UK employers to protect the employer’s online reputation, security and digital safety. However, these two policies have different scopes of application, including:

• Social Media Policy. This document targets the usage of social media for personal or business purposes during the working hours. The policy can define which social media can or cannot be used, how to receive approval for usage, and what the posting limitations are. The document aims to protect the employer’s online reputation first.
• Internet Usage Policy. This policy is a broader document that targets usage of computers, laptops and other equipment for work, downloading or sharing files online; password protection for work devices; and overall Internet and digital security. This document aims to protect confidential and business information that can be exposed to third parties due to misuse or inappropriate usage of the internet and other technologies.

The two mentioned documents do not replace each other and usually are being used together to protect the employer’s digital security and reputation.

How to customise this social media policy template with FasterDraft?

To get a fully customisable policy template, follow a few easy steps below:

1. Click the “Create Document” button.
2. Answer simple questions in the form.
3. Select a template’s format – a corporate social media policy PDF or ord.
4. Make a payment.

The policy is ready for instant download and immediate implementation after the purchase.