NA25-Social Media and Internet Use Policy

Registration Number: {{org_field_registration_no}}

Social Media and Internet Use Policy

1. Purpose

The purpose of this policy is to provide clear guidance on the acceptable use of social media and the internet by all individuals working for or associated with {{org_field_name}}. This policy aims to protect the reputation of {{org_field_name}}, its clients, and its service users, while also safeguarding the privacy, dignity, and confidentiality of all involved. As an agency providing temporary registered nurses and healthcare assistants to care homes and other healthcare settings, {{org_field_name}} has a responsibility to ensure that staff uphold the highest professional standards both inside and outside of work, including online. The misuse of social media and the internet can cause significant harm, including breaches of confidentiality, damage to professional relationships, reputational damage to clients and service users, and violations of legal and regulatory obligations, including but not limited to the Data Protection Act 2018, UK GDPR, Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, and the Nursing and Midwifery Council Code of Conduct. This policy demonstrates our commitment to responsible, safe, and lawful use of social media and the internet by all staff.

2. Scope

This policy applies to: All employees, temporary workers, agency workers, contractors, and volunteers of {{org_field_name}}, including registered nurses, healthcare assistants, and administrative staff, regardless of contractual status (e.g., zero-hours, part-time, or full-time). All online activity undertaken during working hours, using work equipment, or in relation to any aspect of your duties for {{org_field_name}}. All personal use of social media or the internet outside working hours where such use could affect {{org_field_name}}, its clients, service users, colleagues, or its reputation. Platforms and technologies including, but not limited to: Facebook, Instagram, X (formerly Twitter), TikTok, WhatsApp, YouTube, LinkedIn, blogs, forums, online reviews, and any other digital platforms.

3. Related Policies

Confidentiality Policy
Data Protection Policy
Code of Conduct
Disciplinary Policy
Safeguarding Policy
Whistleblowing Policy
Information Security and GDPR Compliance Policy
Anti-Bullying and Harassment Policy

4. Policy Statement

All individuals working for or associated with {{org_field_name}} must: Use social media and the internet in a responsible, respectful, and lawful manner. Avoid actions online that could bring {{org_field_name}}, its clients, or service users into disrepute. Never disclose confidential, sensitive, or personal information about clients, service users, staff, or the agency. Understand that misuse of social media and the internet may result in disciplinary action, up to and including dismissal, and may lead to referral to professional regulatory bodies such as the NMC or CQC.

5. Responsibilities

Directors and Senior Management are responsible for: Ensuring that this policy is implemented, promoted, and reviewed regularly. Leading by example by using social media and the internet responsibly. Monitoring agency-wide compliance through audits, spot checks, and investigations when concerns arise. Delivering appropriate training and guidance on social media, confidentiality, and safeguarding. Ensuring that staff understand the disciplinary consequences of inappropriate online behaviour. Liaising with regulators and clients if a serious breach or incident occurs involving social media.

All Staff and Workers All staff and workers, including agency workers on zero-hours contracts, must: Read, understand, and adhere to this policy at all times. Protect the privacy, dignity, and confidentiality of clients, service users, colleagues, and {{org_field_name}}. Avoid posting anything that could be perceived as discriminatory, defamatory, offensive, harassing, or bullying towards any individual or group. Avoid engaging in online discussions about clients, service users, care homes, or matters related to {{org_field_name}}. Report any concerns about inappropriate online behaviour, bullying, harassment, or breaches of confidentiality without delay.

6. Acceptable Use of Social Media

The following is considered acceptable: Using social media in a personal capacity outside working hours provided you do not reference {{org_field_name}}, clients, or service users. Maintaining professional boundaries and refraining from accepting friend requests or connections with clients, service users, or their families. Using social media for professional networking where relevant and in line with this policy. Staff using agency platforms or accounts on behalf of {{org_field_name}} must only do so when authorised and trained.

7. Unacceptable Use of Social Media

Examples of unacceptable use include, but are not limited to: Posting photographs or information relating to service users, clients, or colleagues without their explicit consent and proper authorisation. Sharing confidential information obtained through your work with {{org_field_name}}. Making negative, derogatory, or inappropriate comments about clients, service users, {{org_field_name}}, colleagues, or other organisations. Engaging in cyberbullying, harassment, or discrimination online. Misrepresenting {{org_field_name}} or claiming to speak on behalf of the agency without permission. Recording or photographing care home premises, service users, or staff without lawful and proper consent.

8. Personal Use of Social Media and the Internet During Work

The use of social media for personal reasons during working hours is discouraged. Internet access during shifts is restricted to work-related purposes unless on designated breaks and with express permission from the placement manager. Personal mobile phone use should comply with placement policies and should not distract from providing safe and effective care.

9. Confidentiality and Data Protection

Staff must be aware that: It is strictly prohibited to post any personal data or identifiable information relating to service users, clients, or colleagues online. Breaching confidentiality may constitute gross misconduct and may result in dismissal and professional deregistration. Data breaches may also result in fines or legal action under the Data Protection Act 2018 and UK GDPR. Information about working practices, care routines, medical conditions, or any sensitive operational matters must never be shared online, even in closed or private groups.

10. Safeguarding Considerations

All online activity must protect service users from harm, including: Avoiding the identification of vulnerable individuals in online posts or photos. Preventing information leaks which could place service users at risk of exploitation or abuse. Reporting concerns if you observe others sharing inappropriate content relating to service users, whether in public or private online settings.

11. Cyberbullying and Online Harassment

Bullying, harassment, or discrimination carried out via social media or other digital means will not be tolerated. This includes offensive comments, gossip, derogatory remarks, or the spreading of false information about staff, service users, clients, or the agency. Allegations will be thoroughly investigated and may result in disciplinary action, including dismissal.

12. Compliance Monitoring

{{org_field_name}} reserves the right to: Monitor internet use on agency equipment and systems in line with the Regulation of Investigatory Powers Act 2000 and relevant data protection laws. Investigate allegations of social media misuse whether such misuse occurs during or outside working hours if it brings the agency into disrepute or impacts clients or service users. Require staff to cooperate fully with any internal investigation.

13. Training

All staff will receive training on: The appropriate use of social media and the internet. Data protection, confidentiality, and safeguarding principles related to online conduct. Professional boundaries and maintaining the reputation of the agency. All temporary and agency workers will complete this training as part of induction and through regular refresher sessions.

14. Disciplinary Action

Misuse of social media and the internet may constitute misconduct or gross misconduct. Disciplinary action may include: Verbal or written warnings. Final written warning. Dismissal without notice. Referral to the NMC or other relevant professional bodies. Reporting to regulatory or enforcement agencies if laws have been broken.

15. Policy Review

This policy will be reviewed at least annually or earlier if: Changes in legislation occur. Industry or regulator guidance changes. An incident or significant concern prompts an early review.

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}}
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