DC94-Using Social Media Platforms Policy

Registration Number: {{org_field_registration_no}}

Using Social Media Platforms Policy

1. Purpose and Commitment

The purpose of this policy is to outline how {{org_field_name}} manages the use of social media platforms efficiently, ensuring that staff, service users, and the organisation are protected from potential risks while embracing the benefits of digital communication. Our commitment is to promote responsible social media usage that aligns with our core values, safeguarding principles, and professional standards.

Social media platforms, including Facebook, Instagram, Twitter, LinkedIn, and TikTok, provide opportunities for communication, marketing, and community engagement. However, they also pose potential risks, such as breaches of confidentiality, reputational damage, and safeguarding concerns. This policy ensures that staff understand their responsibilities when using social media in both personal and professional capacities.

2. Scope

This policy applies to all employees, volunteers, contractors, and stakeholders associated with {{org_field_name}}. It covers:

Personal and professional use of social media platforms.
Social media activities conducted on behalf of the company.
Interactions with service users and colleagues via social media.
Confidentiality, data protection, and safeguarding considerations.

The policy applies to all types of social media, including blogs, discussion forums, video-sharing sites, and professional networking platforms.

3. Policy Statement

{{org_field_name}} recognises the value of social media as a communication tool while acknowledging its potential risks. We are committed to promoting safe, respectful, and responsible social media use by:

Educating staff about best practices and potential risks.
Protecting service users’ confidentiality and dignity.
Safeguarding the company’s reputation.
Preventing inappropriate or harmful content sharing.

We expect all staff to uphold the highest standards of professionalism and integrity when engaging with social media platforms, both within and outside work hours.

4. Personal Use of Social Media

4.1 Responsible Personal Use Employees may use personal social media accounts outside working hours. However, they must:

Avoid posting content that could harm the company’s reputation.
Refrain from sharing confidential information about service users, colleagues, or the organisation.
Use respectful, non-discriminatory language in all posts and comments.
Ensure that personal views expressed do not conflict with the company’s values.

4.2 Privacy Settings Staff are encouraged to review their social media privacy settings regularly to control who can view their posts. This helps protect personal information and reduces the risk of unintended exposure.

4.3 Avoiding Association with the Company Unless authorised, employees should not present themselves as company representatives when posting personal content. Social media bios should clarify that views expressed are personal and do not reflect the company’s stance.

5. Professional Use of Social Media

5.1 Company Social Media Accounts {{org_field_name}} maintains official social media accounts to:

Promote services, events, and achievements.
Share educational content related to domiciliary care.
Engage with the community and stakeholders.

Only authorised staff can manage official social media accounts. Content posted must be accurate, respectful, and aligned with company values.

5.2 Professional Conduct When using social media for professional purposes, employees must:

Represent the company positively and professionally.
Avoid sharing confidential or sensitive information.
Respect intellectual property rights when sharing third-party content.
Respond to comments and messages appropriately and respectfully.

5.3 Social Media Monitoring The company reserves the right to monitor its official social media accounts. Any inappropriate or harmful content will be removed, and further action may be taken if necessary.

6. Interactions with Service Users on Social Media

6.1 Maintaining Professional Boundaries To protect both staff and service users, employees must:

Avoid adding service users as friends or followers on personal social media accounts.
Refrain from discussing work-related matters via social media platforms.
Redirect service user inquiries to official communication channels.

6.2 Protecting Confidentiality Employees must never share images, videos, or personal information about service users without explicit written consent. This includes content shared for promotional purposes.

7. Safeguarding and Confidentiality

7.1 Protecting Vulnerable Individuals Social media should never be used to exploit, harass, or harm vulnerable individuals, including service users and staff. Any safeguarding concerns arising from social media interactions must be reported immediately to the designated safeguarding lead.

7.2 Confidentiality Breaches Employees must not disclose:

Personal details of service users or colleagues.
Care plans, medical records, or other sensitive documents.
Internal company communications.

Breaches of confidentiality will be taken seriously and may lead to disciplinary action, up to and including termination of employment.

8. Social Media Training and Support

8.1 Staff Training All staff will receive training on responsible social media use, covering:

Understanding privacy settings.
Identifying and avoiding online risks.
Reporting inappropriate content or interactions.
Maintaining professional boundaries.

8.2 Ongoing Support The company will provide resources, workshops, and regular updates to ensure staff remain informed about best practices and emerging risks related to social media.

9. Reporting Inappropriate Use

9.1 Internal Reporting Staff who encounter inappropriate social media use related to the company, colleagues, or service users must report it immediately to their line manager or HR. This includes:

Harmful or offensive content.
Breaches of confidentiality.
Harassment or bullying.

9.2 External Reporting If social media content poses an immediate risk to an individual’s safety, it should be reported to the platform’s moderators and, if necessary, law enforcement or safeguarding authorities.

10. Disciplinary Action

Failure to adhere to this policy may result in disciplinary action, including:

Verbal or written warnings.
Suspension pending investigation.
Termination of employment for severe breaches.

Disciplinary measures will be proportionate to the severity of the breach and in line with the company’s disciplinary procedures.

11. Monitoring and Continuous Improvement

11.1 Regular Audits The company will conduct regular audits of official social media accounts to ensure compliance with this policy. Any issues identified will be addressed promptly.

11.2 Policy Review This policy will be reviewed annually or following significant incidents, changes in legislation, or updates to social media platforms’ terms of service.

12. Compliance and Legal Considerations

12.1 Legal Framework This policy aligns with:

The Data Protection Act 2018 and GDPR.
The Equality Act 2010.
The Health and Social Care Act 2008.

12.2 Avoiding Liability To avoid legal liability:

Employees must not post defamatory, discriminatory, or harmful content.
All content shared on behalf of the company must be factually accurate.
Confidential information must remain protected at all times.

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.