Social Media Policy
SCOPE
This policy applies to all employees of [Clinic Name], including all employees, management, contractors, temporary staff, trainees, and students on placements.
OVERVIEW
This policy covers employee interaction and representation of [Clinic Name] across all communication channels and social media platforms.
PURPOSE
To define the rules for employees when engaging in social collaboration, regardless of the toolset, forum, or medium. The policy aims to uphold the professional standards of [Clinic Name] and protect its reputation.
BACKGROUND
[Clinic Name] recognizes that employees use social media and that the lines between work and home are becoming increasingly difficult to distinguish, especially with the widespread use of mobile devices. Employees are personally responsible for the content they publish in both personal and professional capacities on any social media platform.
This policy does not apply to staff members’ personal use of social media platforms where they make no real or perceived reference to [Clinic Name], its staff, clients/customers, services, business partners, government, suppliers, or other stakeholders.
DEFINITIONS
- Social Media: Social media includes various online technology tools that enable people to communicate easily via the internet to share information and resources. This includes but is not limited to:
- Email
- Social networking sites (e.g., Facebook, Twitter, LinkedIn)
- Video and photo sharing (e.g., YouTube, Instagram)
- Blogs, including personal and corporate blogs
- Micro-blogging platforms
- Online forums and discussion boards
- Wikis
- Podcasting
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- Employees: In this policy, employees include permanent staff, executives, contractors, temporary staff, trainees, and students on placements.
- Company: In this policy, ‘the company’ may be used interchangeably with the employer’s trading name: [Clinic Name].
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POLICY
No images, content, or confidential information from within [Clinic Name] or its management should be posted on any social media platform without express permission from the [Clinic Name] Management Team. Employees should not respond to comments or reviews left by clients or customers without prior authorization from the marketing and/or management team.
Where an employee’s comments or profile can identify them as an employee of [Clinic Name], the employee:
- Must ensure any online communication is consistent with [Clinic Name’s Code of Conduct, values, policies, and applicable laws.
- Should state that the views expressed are their own and not those of [Clinic Name Must not imply they are authorized to speak as a representative of [Clinic Name].
- Must not post any content that could damage [Clinic Name]’s reputation or bring it into disrepute.
- Must not post content that includes confidential or proprietary information, offensive or defamatory material, or anything that is obscene, threatening, harassing, or discriminatory.
- Must not use company logos or insignia without written permission from a line manager.
- Can only disclose and discuss publicly available information.
- Must adhere to the Terms of Use of the relevant social media platform, as well as copyright, privacy, defamation, contempt of court, discrimination, and other applicable laws, including [Clinic Name]’s Privacy Policy.
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COMPLIANCE
[Company Name] reserves the right to take action against any employee who uses social media in a manner inconsistent with this policy. Management will consider various factors, such as the nature and severity of the post, whether the company or its management team was named, and whether the post caused damage to the company’s reputation or the industry. Disciplinary action may include termination of employment or disengagement of external contractors.
DISCLOSURE OF INAPPROPRIATE USE
Employees who become aware of inappropriate or unlawful online content related to [Clinic Name], or content published in breach of this policy, should report it immediately to the [Practice Manager / HR Department / Line Manager].
PROTOCOL
Company-Related Use
In some instances, an employee’s supervisor may ask them to participate in an online forum. Prior to participation, the employee should:
- Discuss involvement with their supervisor.
- Receive approval from the [Clinic Name] Management Team or Privacy Officers.
- Ensure they are familiar with relevant policies and protocols and agree on parameters for the project.
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PERSONAL USE
This policy does not discourage or unduly limit employees from using social media for personal expression or other online activities in their personal lives. However, employees should be aware of the potential risks and damage to [Clinic Name] that can occur, either directly or indirectly, from their personal use of social media. Employees must comply with this policy to minimize those risks.
To avoid breaching this policy, employees must:
- Only disclose and discuss publicly available information.
- Ensure that all published content is accurate, not misleading, and complies with all relevant company policies and legal and professional requirements.
- Clearly state that the views expressed are personal and not representative of the company.
- Behave politely and respectfully.
- Adhere to the terms of use for social media platforms or websites, and comply with applicable laws, including copyright, privacy, defamation, contempt of court, discrimination, harassment, and [Clinic Name]’s Privacy Policy.
Employees must not:
- Post material that is offensive, obscene, defamatory, threatening, harassing, bullying, discriminatory, hateful, racist, sexist, or otherwise unlawful.
- Imply they are authorized to speak as a representative of the company or give the impression that their views are those of the company.
- Use the identity or likeness of another employee, contractor, or member of the company without permission.
- Use their company email address or any company logos or insignia that may give the impression of official support or endorsement of their personal comments.
- Use or disclose any confidential or personal information obtained in their capacity as an employee or contractor of the company.
- Comment or post any material that might cause damage to the company’s reputation or bring it into disrepute.
When accessing social media while at work, employees must do so in accordance with [Clinic Name]’s Internet, SMS, and Email Usage Policy, ensuring that use is reasonable, does not interfere with work, and is not inappropriate or excessively accessed. Examples of reasonable use include:
- Accessing social media during an official break time.
- Replying to personal emails.
- Paying bills online during a meal break.
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REFERENCES AND ASSOCIATED DOCUMENTS
- Privacy Policy
- Code of Conduct Policy
- Bullying & Harassment Policy
- Data and Security Breach Protocol
- Confidentiality Agreement
- Internet and Email Usage Policy
- Use of Computers Policy (if applicable)
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LEGISLATION
- Privacy Act 1988 (Commonwealth) or applicable local law.
- Fair Work Act 2009 (Commonwealth) or applicable local law.
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STANDARDS / CODES OF PRACTICE / INDUSTRY GUIDELINES
- Relevant industry guidelines or best practices.
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MODIFICATION
- This policy is subject to review no later than two years from the date of endorsement.
- The [Clinic Name] Management Team is responsible for reviewing and updating this policy.
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Social Media Policy
Social Media Policy
SCOPE
This policy applies to all employees of [Clinic Name], including all employees, management, contractors, temporary staff, trainees, and students on placements.
OVERVIEW
This policy covers employee interaction and representation of [Clinic Name] across all communication channels and social media platforms.
PURPOSE
To define the rules for employees when engaging in social collaboration, regardless of the toolset, forum, or medium. The policy aims to uphold the professional standards of [Clinic Name] and protect its reputation.
BACKGROUND
[Clinic Name] recognizes that employees use social media and that the lines between work and home are becoming increasingly difficult to distinguish, especially with the widespread use of mobile devices. Employees are personally responsible for the content they publish in both personal and professional capacities on any social media platform.
This policy does not apply to staff members’ personal use of social media platforms where they make no real or perceived reference to [Clinic Name], its staff, clients/customers, services, business partners, government, suppliers, or other stakeholders.
DEFINITIONS
POLICY
No images, content, or confidential information from within [Clinic Name] or its management should be posted on any social media platform without express permission from the [Clinic Name] Management Team. Employees should not respond to comments or reviews left by clients or customers without prior authorization from the marketing and/or management team.
Where an employee’s comments or profile can identify them as an employee of [Clinic Name], the employee:
COMPLIANCE
[Company Name] reserves the right to take action against any employee who uses social media in a manner inconsistent with this policy. Management will consider various factors, such as the nature and severity of the post, whether the company or its management team was named, and whether the post caused damage to the company’s reputation or the industry. Disciplinary action may include termination of employment or disengagement of external contractors.
DISCLOSURE OF INAPPROPRIATE USE
Employees who become aware of inappropriate or unlawful online content related to [Clinic Name], or content published in breach of this policy, should report it immediately to the [Practice Manager / HR Department / Line Manager].
PROTOCOL
Company-Related Use
In some instances, an employee’s supervisor may ask them to participate in an online forum. Prior to participation, the employee should:
PERSONAL USE
This policy does not discourage or unduly limit employees from using social media for personal expression or other online activities in their personal lives. However, employees should be aware of the potential risks and damage to [Clinic Name] that can occur, either directly or indirectly, from their personal use of social media. Employees must comply with this policy to minimize those risks.
To avoid breaching this policy, employees must:
Employees must not:
When accessing social media while at work, employees must do so in accordance with [Clinic Name]’s Internet, SMS, and Email Usage Policy, ensuring that use is reasonable, does not interfere with work, and is not inappropriate or excessively accessed. Examples of reasonable use include:
REFERENCES AND ASSOCIATED DOCUMENTS
LEGISLATION
STANDARDS / CODES OF PRACTICE / INDUSTRY GUIDELINES
MODIFICATION
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