QUALITY DOCUMENT
Name of Form: IMS12.1 Social Media Policy

IMS12.1 Social Media Policy

1.0   PURPOSE

The purpose of this Policy is to set out the guidelines relating to the use of Social Media by Employees and Contractors of the Organisation. 

The Organisation understands that many of its Employees participate in Social Media, both inside and outside of work.  The Organisation respects the right of its Employees to participate in Social Media, but also recognises the need to establish guidelines relating to its use to ensure that Employees use Social Media in a way that is responsible, respectful and lawful.

2.0   SCOPE

This Policy applies to all Employees and Contractors of the Organisation.   

3.0   DEFINITIONS

‘Authorised Use’  use of Social Media that has been authorised by the Organisation

Confidential Information’  includes all information relating to business or operational interests, methodology and affairs, trade secrets, financial information, internal hiring and training information including salaries and bonus programs, the Organisation’s policies and procedures and anything else we notify Employees as being confidential.

‘Contractor’ an individual, Organisation or other legal entity who carries out work or performs services for SeaLink. This includes subcontractors.

Employee any permanent, casual or temporary person employed directly by the relevant employing Organisation that is part of the SeaLink group of companies.

Organisation  SeaLink Travel Group Limited and including any of its subsidiary companies.

‘Manager  any Employee with team leadership responsibility, including team leaders.  

Social Media  an online community of shared interest that creates, shares or consumes shared content, by way of Social Media Tools (as defined).  For the purposes of this Policy, Social Media also includes emails and the internet. 

Social Media Guidelines the guidelines provided to authorised SeaLink Travel Group Social Media contributors. 

‘Social Media Tools

• social networking sites (e.g. Facebook);
• video and photo sharing websites (e.g. Instragram and YouTube)
• micro-blogging sites (e.g. Twitter);
• weblogs, including corporate blogs, personal blogs or blogs hosted by traditional media publications;
• Forums and discussion boards (e.g. Whirlpool, Yahoo! Groups or Google Groups);
• online encyclopedias (e.g. Wikipedia); and
• any other web sites that allow individual users or companies to use simple publishing tools

Supervisor includes an Employee’s Team Leader and any Employee with team leadership responsibility.​

Unauthorised Use; posting of content that can be linked back to the Organisation that has not been authorised by the Organisation​

4.0   POLICY GUIDELINES

4.1   Employee use of Social Media

Identifying yourself as an Employee of the Organisation through Social Media is not prohibited.  Once you identify yourself as an Employee of the Organisation, or if you are known to be an Employee of the Organisation (regardless of whether you have identified yourself as an Employee or not), any content that you post on-line may be connected to the Organisation (which includes your co-workers, Managers and the Organisation customers). This applies regardless of whether you are participating in Social Media inside or outside of working hours and your use is authorised or unauthorised by the Organisation.

4.2   Using Social Media Respectfully

Respect for the Organisation

Employees are expected to use Social Media in a way that is respectful towards the Organisation and must not use Social Media in a way that could potentially damage the reputation of the Organisation.

Respect for others

Employees are also expected to use Social Media in a way that is respectful towards all people associated with the Organisation, including other Employees, Managers and customers.  Employees are prohibited from using Social Media in a way that is disrespectful (e.g. ethnic slurs, personal insults, obscenities, etc.) or in a way that may be considered offensive or inflammatory. 

4.3   Privacy of Others

Employees must respect the privacy of everyone associated with the Organisation when using Social Media (this includes but is not limited to co-workers, Managers and customers).  You must not discuss others without their permission, and you must also seek their permission before posting their picture or anything that could associate them with a picture you are posting.  Permission may be sought through conversation prior to uploading any information related to another individual. Social Media should not be used for internal communications of a professional nature amongst fellow Employees/ customers. 

Posting pictures of the workplace or personnel in the workplace or in Organisation uniform is prohibited except for Employees who work within Social Media channels.  

Employees must also ensure that the privacy of the Organisation’s customers is maintained at all times.  You must not use or discuss any information regarding customers for any purpose.  This includes contacting customers to solicit outside business.

4.4   Use of Disclaimers

If you identify yourself as an Employee of the Organisation (or you are known to be an Employee of the Organisation), there is a risk that people will interpret your view as being the view or position of the Organisation.  Employees must, to the extent possible, make it clear that any views expressed online are their own and are not representative of the Organisation’s views. 

For example, if you have a personal blog or website, you should include a disclaimer such as:

The postings on this site reflect my own personal views and do not represent the views or position of my Employer.

4.5   Confidential Information

All Employees have an obligation to protect the Confidential Information of the Organisation.  You must be aware of and adhere to this obligation when using Social Media, both inside and outside of work that is authorised or unauthorised. 

Examples of the misuse of Confidential Information in a Social Media setting include:

• posting comments regarding the Organisation’s financial or business performance, that is not already in the public domain as released by the organisation;
• disclosing the contents of the Organisation’s internal policies and procedures;
• disclosing information regarding the Organisation’s products or services (e.g. timing, pricing, design).

4.6   Use of Intellectual Property

When using Social Media, it is critical that you comply with all laws and regulations relating to intellectual property rights (including for example copyright, trademark, design, patents, process.  For example, you should not use the Organisation’s branding or logos for personal use.  

4.7   Use of Work Email  

It is not appropriate for you to use your work email address for non-work-related purposes, unless you have the express authority of the Organisation.  This includes using your work email address on personal blogs or Social Media sites. 

Exceptions to this clause include using your work email address for professional, business related networking purposes on sites such as LinkedIn.

4.8   Representing the Organisation

Employees (except for those working in Social Media channels) must not make comments online on behalf of the Organisation.  In addition, the posting of any photographs, information, articles or commentary regarding the Organisation, its products, services or initiatives without authority is strictly prohibited.  Employees who wish to set up a Social Media channel for work-related purposes must first seek written authorisation from the Organisation.

Should an Employee or Contractor be asked a question about the organisation by a member of the public via Social Media, they should refer the question to the General Manager.

Should an Employee or Contractor be approached by a member of the media they should refer the person to the General Manager Marketing.

Employees who work within Social Media Channels (as defined in their position descriptions) can contribute to relevant pages, within the level of authority prescribed within the Social Media Guidelines.

5.0   RESPONSIBILITIES OF EMPLOYEES

Employees must comply with the Policy.

Employees must comply with any reasonable requests of the Organisation in relation to investigation into potential breaches of this Policy.

6.0   RESPONSIBILITIES OF MANAGER

Managers are responsible for responding to recognised breaches of this Policy.

Managers are responsible for ensuring Employees have an opportunity to review and confirm their understanding of this Policy.

Managers are responsible for disciplinary or other appropriate action where an Employee breaches this Policy.

7.0   NON-COMPLIANCE WITH POLICY

Non-compliance with this Policy may lead to disciplinary action, up to and including termination of employment.

8.0   MONITORING AND REVIEW

Given the rapid development of Social Media, this Policy will be reviewed regularly to ensure that it remains relevant and applicable.