HCS154-Using Social Media Platforms Policy

Registration Number: {{org_field_registration_no}}

Using Social Media Platforms Policy

1. Purpose

The purpose of this policy is to provide clear guidance on the appropriate and responsible use of social media by employees at {{org_field_name}}. Social media is an integral part of modern communication, and its use within the workplace must align with professional standards, regulatory requirements, and ethical guidelines. The policy ensures that employees understand their responsibilities when using social media, whether for personal or professional purposes, to protect the reputation of {{org_field_name}}, safeguard the privacy and dignity of the people we support, and maintain compliance with relevant laws and regulations. The policy also aims to mitigate risks associated with misuse of social media, such as breaches of confidentiality, cyberbullying, reputational damage, and data protection violations.

2. Scope

This policy applies to all employees, volunteers, and contractors working at {{org_field_name}}. It covers both personal and business-related use of social media, ensuring that employees maintain professional boundaries even outside of working hours. The policy applies to all social media platforms, including but not limited to Facebook, Twitter, Instagram, LinkedIn, TikTok, Snapchat, WhatsApp, Messenger, Signal, professional forums, blogs, and vlogs. This policy does not restrict employees from engaging in personal social media activities, provided their conduct does not conflict with the principles, values, or policies of {{org_field_name}}.

3. Related Policies

This policy should be read alongside the following:

Data Protection & Confidentiality Policy, which outlines the legal and ethical responsibilities concerning handling personal data
Disciplinary Policy, which details the consequences of misconduct, including breaches related to social media use
Code of Conduct Policy, which establishes expected professional behaviours in the workplace
Safeguarding Policy, which ensures that all interactions involving the people we support adhere to safeguarding principles
Use of IT and Communication Systems Policy, which regulates the use of company devices and digital communications

4. Guidelines for Responsible Use of Social Media

4.1 Professional Conduct on Social Media

Employees are representatives of {{org_field_name}}, and their behaviour on social media should reflect the organisation’s values. Employees must act professionally, ethically, and respectfully when engaging with social media platforms. They should ensure that their personal opinions and actions do not conflict with their professional responsibilities. Employees must avoid engaging in online behaviour that could be considered offensive, discriminatory, defamatory, or inappropriate. They should not participate in online disputes or engage in activities that could bring {{org_field_name}} into disrepute. It is important that employees understand that even content shared in private groups or via direct messages can be screenshotted and made public, leading to potential disciplinary actions.

4.2 Confidentiality & Data Protection

Employees must never share, post, or comment on confidential or sensitive information about the people we support, colleagues, or the organisation. This includes, but is not limited to, personal data, care plans, medical information, photographs, videos, financial records, internal policies, and workplace discussions. Sharing any identifiable information about a person receiving care is strictly prohibited, even if their name is not mentioned. Employees should be aware that unauthorised sharing of personal or organisational information could result in disciplinary action, potential legal consequences, and damage to the reputation of {{org_field_name}}. Any breach of confidentiality through social media will be treated as gross misconduct and may lead to dismissal.

4.3 Interaction with the People We Support and Their Families

Maintaining professional boundaries is essential in social care. Employees must not engage in online friendships or social media interactions with the people we support or their families. This includes sending or accepting friend requests, engaging in private messaging, following service users on social media, or commenting on their posts. Any professional communication with families should be conducted through official organisational channels. If an employee receives a friend request from a person they support, they should politely decline and explain that it is against company policy. Any attempts by a person receiving care to engage in inappropriate social media contact should be reported to a line manager immediately.

4.4 Use of Social Media in the Workplace

Social media should not be accessed during working hours unless it is specifically required for work-related purposes, such as recruitment, official business communication, or marketing activities. Employees should not use personal devices to browse social media during their shifts, as this could lead to distractions, reduced productivity, and potential breaches of confidentiality. Personal social media use should be limited to designated break times and should not interfere with work duties. Employees who manage company social media accounts should do so with professionalism, ensuring that any posts align with {{org_field_name}}’s brand identity and values.

4.5 Brand Representation & Official Company Accounts

Employees managing official company social media accounts must ensure that content is professional, accurate, and aligns with {{org_field_name}}’s communication policies. Personal opinions must not be posted under official accounts. Any use of photos, videos, or personal testimonials must be pre-approved and comply with data protection laws. Employees must not use personal social media accounts to communicate on behalf of the organisation or make statements that could be perceived as representing {{org_field_name}}. Any breaches of social media brand guidelines may result in disciplinary action and removal of access to company platforms.

5. Managing Social Media Risks Efficiently

5.1 Training and Awareness

All employees will receive mandatory social media training during their induction and as part of ongoing professional development. Training sessions will include guidance on responsible social media use, data protection, safeguarding, and professional conduct. Employees will be required to sign a Social Media Compliance Agreement, confirming that they understand and will adhere to this policy.

5.2 Monitoring & Reporting

The organisation reserves the right to monitor public social media activities related to {{org_field_name}}. Employees must report any instances of social media misuse, cyberbullying, or confidentiality breaches to their line manager or HR department. All reports will be taken seriously and investigated in line with the Disciplinary Policy. Employees should be aware that social media activities outside of work can be subject to scrutiny if they impact professional responsibilities or breach organisational policies.

5.3 Disciplinary Action for Misuse

Misuse of social media may lead to formal disciplinary action. Minor breaches may result in verbal or written warnings, while serious breaches, such as sharing confidential information or engaging in online harassment, may result in dismissal. In cases where breaches of this policy involve potential criminal activity, legal authorities may be informed. Regulatory bodies such as the Care Inspectorate or SSSC may also be notified if an employee’s actions are deemed unfit for professional practice.

6. Personal Use of Social Media

Employees are free to use social media for personal purposes outside of work, provided their activities do not negatively impact {{org_field_name}}, the people we support, or colleagues. Employees should avoid identifying themselves as representatives of the organisation when expressing personal opinions online. They should also refrain from discussing work-related matters, workplace disputes, or making comments that could be considered offensive or defamatory. Employees should regularly review their privacy settings to ensure their personal information remains secure and protected.

7. Social Media in Marketing & Public Relations

{{org_field_name}} uses social media to engage with the public, share positive stories, recruit new staff, and promote awareness of social care services. Any marketing-related content must be approved by the Communications or HR department before being posted. Employees must never use social media platforms to criticise the organisation, its policies, or its leadership publicly.

8. Compliance & Legal Considerations

This policy aligns with Care Inspectorate Scotland Regulations, SSSC Codes of Practice for Social Service Workers & Employers, Data Protection Act 2018 & UK GDPR, and the Employment Rights Act 1996. Employees must ensure that social media use complies with these laws and professional standards.

9. Policy Review

This policy will be reviewed annually or earlier if legal or regulatory updates require amendments. Any changes will be communicated to all employees.

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.