{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Using Social Media Platforms Policy

1. Purpose

The purpose of this policy is to provide clear guidelines on the appropriate and responsible use of social media platforms by employees, service users, and visitors within {{org_field_name}}.

The use of social media has increased significantly and, when used responsibly, can be a valuable tool for communication, engagement, and information sharing. However, it also presents risks related to privacy, confidentiality, professional conduct, and safeguarding. This policy ensures that:

• The rights, dignity, and privacy of service users, staff, and stakeholders are protected.
• Social media is used in a safe, ethical, and professional manner.
• The care home’s reputation and integrity are maintained.
• Staff understand their responsibilities and comply with CIW regulations, Data Protection laws, and professional standards.

2. Scope

This policy applies to:

• All employees of {{org_field_name}}, including permanent, temporary, and agency staff.
• Service users and their families when using social media in connection with {{org_field_name}}.
• Visitors, contractors, and external professionals who interact with the care home online.
• Official social media accounts representing {{org_field_name}}.

This policy covers all social media platforms, including but not limited to:

• Facebook, Twitter, Instagram, LinkedIn, TikTok, YouTube, and WhatsApp.
• Online forums, blogs, and review websites.
• Messaging apps used for work-related communication.

3. Legal and Regulatory Framework

This policy aligns with:

• The Regulation and Inspection of Social Care (Wales) Act 2016.
• Care Inspectorate Wales (CIW) regulations related to privacy, safeguarding, and confidentiality.
• The General Data Protection Regulation (GDPR) and Data Protection Act 2018, ensuring compliance with confidentiality and personal data protection.
• The Social Services and Well-being (Wales) Act 2014, promoting dignity, respect, and safeguarding.
• The Health and Social Care Act 2008, ensuring safe and professional care provision.
• The Safeguarding Policy of {{org_field_name}}, preventing abuse, exploitation, or misuse of information online.

4. Social Media Management in the Care Home

4.1 Official Social Media Accounts

• All official social media accounts of {{org_field_name}} must be approved by the management team.
• The Registered Manager oversees the management, monitoring, and content approval of social media posts.
• Social media content should:
  • Promote positive care experiences.
  • Share news and updates about the care home.
  • Engage with the community in a professional and respectful manner.
• No confidential or identifying information about service users or staff should be shared without explicit written consent.

4.2 Personal Use of Social Media by Staff

• Employees must not post any information, images, or comments that could:
  • Compromise service user confidentiality.
  • Damage the reputation of {{org_field_name}}.
  • Breach professional standards or CIW regulations.
• Staff must not engage in social media interactions (e.g., friending, following, messaging) with service users unless explicitly permitted in professional guidelines.
• If staff identify any inappropriate posts or safeguarding concerns, they must report them immediately to the Registered Manager.

4.3 Social Media Use by Service Users

• Service users have the right to access social media where appropriate.
• Risk assessments should be completed for service users using social media to ensure their safety and well-being.
• Staff should provide support and guidance on:
  • Safe social media use.
  • Recognising online scams or inappropriate content.
  • Understanding privacy settings.
• If a service user’s cognitive impairment or vulnerability raises safeguarding concerns, the Safeguarding Lead must assess the risk.

4.4 Privacy, Confidentiality, and Data Protection

• No personal, confidential, or sensitive data should be shared on social media, including:
  • Service users’ names, photos, or medical conditions without explicit consent.
  • Staff information without prior approval.
• Photos and videos of service users may only be posted with signed consent from the individual or their representative.
• Any breach of confidentiality will result in disciplinary action.

4.5 Safeguarding and Online Protection

• Staff must be vigilant for online safeguarding risks, such as:
  • Cyberbullying.
  • Scams and financial exploitation.
  • Online abuse or inappropriate contact.
• If any safeguarding concerns arise, they must be reported immediately in line with the Safeguarding Policy.

4.6 Professional Conduct and Reputation Management

• Employees are representatives of {{org_field_name}}, even outside of work hours.
• Any social media activity that breaches professional standards will be investigated and subject to disciplinary action.
• Staff must not:
  • Post derogatory or offensive comments about service users, colleagues, or the care home.
  • Engage in arguments or controversial discussions related to the care home.
  • Share unauthorised information about internal operations.

4.7 Reporting and Managing Breaches

• Any breach of this policy (e.g., misuse of social media, confidentiality breaches, or inappropriate behaviour online) must be reported immediately to the Registered Manager.
• All incidents will be investigated under the Disciplinary and Grievance Policy.
• If a breach involves safeguarding risks, CIW will be notified in accordance with statutory reporting requirements.

5. Staff Training and Awareness

• All employees receive training on social media use, including:
  • Data protection and GDPR compliance.
  • Confidentiality and safeguarding responsibilities.
  • Recognising and managing online risks.
• Training is refreshed annually, with updates provided on emerging risks and best practices.

6. Record-Keeping and Documentation

• Consent forms for any social media posts featuring service users are stored securely in their care records.
• Any reported incidents or breaches are logged and reviewed to ensure ongoing compliance and improvement.

7. Related Policies

This policy should be read in conjunction with:

• Confidentiality and Data Protection (GDPR) Policy.
• Safeguarding Adults from Abuse and Improper Treatment Policy.
• Whistleblowing (Speaking Up) Policy.
• Staff Conduct and Code of Ethics Policy.
• Disciplinary and Grievance Policy.

8. Policy Review

This policy will be reviewed annually or sooner if legislation, CIW regulations, or operational needs change. Updates will ensure continued compliance and best practices.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.