Social Media Policy
Version Date: October 2017
About this policy
As social media and technology continue to evolve, so too do the ways in which InFormed Software employees can communicate internally and externally. While this creates new opportunities for communication and collaboration, it also creates new responsibilities for all of us as employees.
This policy provides guidance on how to interact and post content online in a way that is true to our responsibilities as employees and our Business Principles.
Please be aware that violation of this policy may result in disciplinary action and for serious or repeated breaches may result in dismissal.
How does this policy apply to me?
This policy applies to everyone who works for InFormed Software and who posts content to the internet through social media sites. It applies whether you’re posting in a personal capacity or if you’re one of a small number managing social media as an official representative of the company.
This includes employees, agency staff and consultants, whether working full-time, part-time, under contract or on a temporary basis.
‘Social media’ sites include but are not limited to:
· Multimedia and social networking sites, such as Facebook, Twitter, Instagram, LinkedIn, Snapchat, Google+, Pinterest and YouTube
· Internal or external blogs, including microblogging sites such as Tumblr
· Community discussion forums such as Yahoo! Groups and Google Groups
· Review or ratings forums such as Reddit, TripAdvisor, BBC Have Your Say and MoneySavingExpert
· Wikis, such as Wikipedia
Representing the company on the internet
The only employees authorised to represent and post content to the internet on behalf of InFormed Software teams.
All other employees are of course welcome to interact on social media sites, but should not act as representatives of the company in doing so.
General principles
You can interact safely on the internet by following two basic principles:
1. use common sense
2. obey the law
Use common sense
We encourage our employees to use social media in a personal capacity but you should approach online communication in the same way you would any other – use your judgement as to what is appropriate.
The rules that apply to InFormed Software messaging and communications offline still apply online. If you talk about InFormed Software, our businesses, products or services and/or employees, what you say should be consistent with the company’s corporate vision and Business Principles.
Be aware that online is where your business and personal lives are likely to mix. Colleagues and customers may see what you post and information that you intended for friends and family can be forwarded to others.
Obey the law
Never disclose confidential or proprietary information about the company, including logos, trademarks, images and videos without InFormed Software’s consent.
Avoid using images of people without their permission. Be aware of all intellectual property rights, not just those for images. Never use offensive, discriminatory or defamatory language or material.
You’re personally liable if your internet use or posts are defamatory, harassing, obscene or otherwise unlawful or offensive, including if they contain personal threats or insults relating to gender, age, sexual orientation, disability, ethnicity, racial, religious or other protected characteristics under equality law.
Policy for using social media in a personal capacity
Think before you post, and if in doubt, don’t
There’s no need to respond to every comment about InFormed Software you see – in many cases, it is best not to respond at all. So, always think before you post. Don’t be tempted into kneejerk responses to negative comments about the company, whether from a customer, shareholder, employee or other stakeholder. Remember, information published online is recorded permanently, even if you try to remove it later.
Refer to our experts
Don’t talk to the media or financial community on InFormed Software’s behalf. If a journalist contacts you about a blog or internet posting relating to InFormed Software, or asks you for company information, refer that person to the Media Relations or Investor Relations department – contact details are at the end of this document.
Be clear that your views are your own and not the company’s
We encourage you to interact through social media and recognise that you may wish to address issues relating to the energy sector or InFormed Software, but in doing so you need to make it clear that the views you are expressing are yours, and do not necessarily reflect those of the company:
If you comment on issues, you should refrain from directly referencing InFormed Software or its businesses, products and services by name. You should also include a disclaimer clearly on your site or profile such as: ‘The views expressed here are mine and mine alone.’
If you must reference InFormed Software, its businesses, products and services by name, or if you make a comment on another social media post that references InFormed Software or its businesses by name, you must be transparent about your affiliation with InFormed Software from the start. For example, you could say: ‘I work at InFormed Software and I am commenting in a personal capacity.’ If you are not transparent, it undermines both your position and that of InFormed Software.
Additional guidance for those using social media in a professional capacity
In addition to the above, the following guidelines also apply to employees in the InFormed Software teams who post content to the internet as official representatives of the company:
Be an online ambassador
When you use social media to comment on the business or its activities, you should always remember that people will see you as representing InFormed Software. What you post should be consistent with InFormed Software’s corporate vision, Business Principles and policies. Always be professional, even when disagreeing with someone.
Provide accurate and accessible information
What you post reflects on the integrity of the company. It is vital that information is completely accurate and is not misleading. Support your post with facts and links and only use information that’s available for public disclosure. Also, make information accessible to readers by putting information in the appropriate format. For example, on Twitter, you could provide a link to a blog post or press release where the company’s position can be expressed accurately and in full.
Raising concerns
Should you have any concerns about colleagues’ internet postings you have a responsibility to speak up. You can do this by raising the matter directly with any director of InFormed Software.