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Social media policy and procedures
Last update: 12th May 2024
1. About this policy
The aim of this policy is to offer protection for our business from the risks posed by the use of social media.
This policy addresses how all social media platforms are used by employees. These platforms include, but are not limited to Twitter, Facebook, Linkedln and other like social media platforms. This policy also extends to internet postings, blogs, forums such as Reddit, Quora and Glassdoor. Policy covers the use of social media for business purposes, and personal use that may have an effect on our business.
All classes of persons working in our organisation shall be covered under this policy, including employees, officers, consultants, contractors, interns and casual workers.
As this policy does not form part of any employees’ contract of employment, we reserve the right to amend it at any time. Any amendments made to this policy will be communicated to all employees through the following means: direct message.
Where we amend this policy, we will make a redraft of this policy with the new changes contained therein. Any amended redraft of this policy will serve as the version in force at the time.
2. Who is responsible for enforces this policy
This policy will be overseen by Director, who has the responsibility of ensuring this policy is legally compliant by reviewing it annually.
In order to help all employees, develop an appropriate understanding of the behavioural standards expected under this policy, all managers within our organisation shall bear the responsibility of also adhering to the rules imposed by this policy. All managers shall also be empowered to take action in circumstances where any person's behaviour falls below the standards required by this policy.
The success of this policy is the collective responsibility of all staff thus, they should take the time to read and understand It.
The Director shall also have the following responsibilities:
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handling queries and reports concerning the misuse of social media;
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answering questions about the content of this policy;
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answering questions about the application of this policy.
3. Complying with our other organisation policies
You must be aware that breaching this social media policy could put you at risk of breaching any of our other associated policies.
The contact details of any business contacts made during the course of your employment also form part of our confidential information. If your employment contract with us is terminated, then you must:
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give us a copy of all such information;
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make sure to erase all such information from your personal social networking accounts;
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make sure you destroy any additional copies of such information that are in your possession.
4. Tips on how to use social media appropriately
When making a post on social media or to your profile, you should make it known expressly that the thoughts expressed therein are yours alone and expressed on your behalf. You should also endeavour to write in first person and make use of a personal email address.
You should make sure you are respectful in all social media communications or statements. You must also always remember that you are personally responsible for anything you publish online.
Where you make it known, on your profile or any of your social media postings, that you are connected with or to us, you must also make it clear that your views do not represent us, except where you have been authorised to speak on our behalf. You should also take the extra step to make sure that you maintain a professional outlook in all your online presence.
In the event that you have doubts about how appropriate a posting or statement you intend to make is, you should make sure to discuss with your manager firstly before publishing the posting or statement.
If you become aware of any social media content that could be harmful or detrimental to our business or our reputation, you should inform the director about it.
5. Monitoring your social media use
Where you use our systems to access social media, we will have the right to monitor, intercept and review any of your activities. We also reserve the right to do so without notice to you.
Where we monitor, intercept and review your social media activities, we will do so with the aim of determining whether they meet our expected standards which have been extensively highlighted in this policy.
We will only carry out monitoring to the extent permitted by law or as required by law and as necessary for business purposes. We will also get your consent for monitoring of your activities and how your data may be processed through our privacy policy.
If you require further information on this subject, please refer to our management team.
6. If you breach this policy
If you breach this policy, you may face disciplinary action that may also include dismissal from our organisation. We require full co-operation, from any staff member who is suspected of breaching this policy during our investigation. All employees must take care to make sure they do not, intentionally or recklessly, provide any references which can be attributed to the organisation and risk the likelihood of creating legal liability for both the employee and the organisation.
7. Social media use for personal purpose
Employees may use social media for personal purposes during working hours under the following conditions:
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Social media is not used to view or share unprofessional or inappropriate content.
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Social media use does not cause disruptions or distractions such that there is interference with an employee's employment responsibility or an employee’s productivity.
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Social media use is compliant with this policy.
8. Social media use for business purposes
If you are an employee whose role required you to use social media to make statements or communications on our behalf, your manager or the Director must first approve of such communication before you publish it. It is possible that you might be required to undergo training before you can fill such a role, and certain requirements and restrictions may be imposed on your activities.
If you are asked to make comments or answer any questions about us for any media outlet, such as magazines, newspapers or even social media, you must direct the enquiry to the Director. You are only permitted to respond if you have been granted written approval to do so.
This policy and the rules herein govern the use of social media for all business purposes.
The contact details of any business contacts made during the course of your employment also form part of our confidential information. If your employment contract with us is terminated, then you must:
In the event that you breach this policy, you may face disciplinary action that may also include dismissal from our organisation. We require full co-operation from any staff member who is suspected of breaching this policy, during our investigation.
In some cases, we may require you to take down any social media content that, in our estimation, constitutes a breach of this policy. We might take disciplinary action against you where you fail or refuse to comply with such a request.
This Social Media Policy has been implemented following review and endorsement by all levels of management
To make a complaint, observation or a report regarding this policy, you can contact the Director by using the following email: targitai2022@gmail.com
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