1. Policy Statement
The purpose of this document is to define BrisDoc’s approach to the use of social media whilst at work.
2. Social media definition
Social media is an interactive online media that allows users to communicate instantly with each other or to share data in a public forum. It includes social and business networking websites such as Facebook, Twitter, WhatsApp and LinkedIn. Social media also covers video and image sharing websites such as YouTube and Flickr, as well as personal blogs. This is a constantly changing area with new websites being launched on a regular basis and therefore this list is not exhaustive. This policy applies in relation to any social media that employees may use.
3. Use of social media at work
BrisDoc appreciates the importance of social media as a communication tool enjoyed by many staff and is pleased to enable access to this facility from within workplace IT systems. However, we expect use of such media to be kept to a minimum during the working day and importantly, any use must not have a detrimental impact on our service commitment nor the contribution of individual staff members.
Therefore, employees are permitted to log on to social media websites whether using the BrisDoc’s IT systems and equipment or personal devices, providing this is during authorised breaks. Reasonable use of BrisDoc IT equipment for this purpose is permitted, provided this does not impact on system availability for business use. This includes laptop and hand-held computers or devices distributed by BrisDoc for work purposes.
BrisDoc reserves the right to monitor the level of use of social media during working hours and take action to restrict access to these type of websites at any time. Where employees have their own computers or devices, such as laptops and hand-held devices, again they must limit their use of social media on this equipment to outside their normal working hours.
As part of their role, employees may be asked to contribute to BrisDoc’s own social media activities during normal working hours, for example by writing blogs or newsfeeds, managing a Facebook account or running an official Twitter or LinkedIn account for the Company.
Employees must be aware at all times that while contributing to the Company’s social media activities, they are representing the Company.
4. Company’s social media activities
Where employees are authorised to contribute to the Company’s own social media activities as part of their work, for example for marketing, promotional and recruitment purposes, they must adhere to the following rules:
- use the same safeguards as they would with any other type of communication about the Company that is in the public domain
- ensure that any communication has a purpose and a benefit for the Company
- obtain permission from their line manager before embarking on a public campaign using social media
- request their line manager to check and approve content before it is published online
- follow any additional guidelines given by the Company from time to time.
The social media rules set out below also apply as appropriate.
In addition, such social media accounts which are operated for business purposes (and their contents) belong to the Company and therefore these accounts used by an employee during employment may not be used after termination of employment.
5. Social media rules
The Company recognises that many employees make use of social media in a personal capacity outside the workplace and outside normal working hours. While they are not acting on behalf of the Company in these circumstances, employees must be aware that they can still cause damage to the Company if they are recognised online as being one of its employees. Therefore, it is important that the Company has strict social media rules in place to protect its position.
When logging on to and using social media websites and blogs at any time for personal use, employees must not:
- conduct themselves in a way that is potentially detrimental to the Company or brings the Company or its patients, contractors or suppliers into disrepute, for example by posting images or video clips that are inappropriate or links to inappropriate website content
- use their work e-mail address when registering on such sites or provide any link to the Company’s website
- allow their interaction on these websites or blogs to damage working relationships with or between employees and clients, customers, contractors or suppliers of the Company, for example by criticising or arguing with such persons
- include personal information or data about the Company’s employees, clients, customers, contractors or suppliers without their express consent (an employee may still be liable even if employees, clients, customers, contractors or suppliers are not expressly named in the websites or blogs as long as the Company reasonably believes they are identifiable) – this could constitute a breach of General Data Protection Regulations which could be a criminal offence
- make any derogatory, offensive, discriminatory, untrue, negative, critical or defamatory comments about the Company, its employees, clients, customers, contractors or suppliers (an employee may still be liable even if the Company, its employees, clients, customers, contractors or suppliers are not expressly named in the websites or blogs as long as the Company reasonably believes they are identifiable)
- make any comments about the Company’s employees that could constitute unlawful discrimination, harassment or cyber-bullying contrary to the Equality Act 2010 or post any images or video clips that are discriminatory or which may constitute unlawful harassment or cyber-bullying – employees can be personally liable for their actions under the legislation
- disclose any trade secrets or confidential, proprietary or sensitive information belonging to the Company, its employees, clients, customers, contractors or suppliers or any information which could be used by one or more of the Company’s competitors, for example information about the Company’s work, its products and services, technical developments, deals that it is doing or future business plans and staff morale
- breach copyright or any other proprietary interest belonging to the Company, for example, using someone else’s images or written content without permission or failing to give acknowledgement where permission has been given to reproduce particular work – if employees wish to post images, photographs or videos of their work colleagues or clients, customers, contractors or suppliers on their online profile, they should first obtain the other party’s express permission to do so.
Employees must remove any offending content immediately if they are asked to do so by the Company.
Work and business contacts made during the course of employment through social media websites (such as the names and contact details of existing or prospective customers, clients and suppliers) and which are added to personal social and business networking accounts (in particular to LinkedIn), or which are stored on the Company’s computer system, amount to confidential information belonging to the Company and accordingly must be surrendered on termination of employment.
On termination of employment or once notice to terminate employment has been given, employees must, on request, disclose to the Company a full list of all work and business contacts that they hold on all devices or on all social and business networking accounts. The Company may then require the departing employee to delete any or all such work and business connections from their devices (including from personal devices) or from their social or business networking account, not keep copies of the same and not reconnect with those connections for a period of six months from termination of employment. The Company may also require written confirmation from the employee that these provisions have been complied with.
Employees should remember that social media websites are public, even if they have set their account privacy settings at a restricted access or “friends only” level, and therefore they should not assume that their postings on any website will remain private.
Employees must also be security conscious when using social media websites and should take appropriate steps to protect themselves from identity theft, for example by placing their privacy settings at a high level and restricting the amount of personal information they give out, e.g. date and place of birth. This type of information may form the basis of security questions and/or passwords on other websites, such as online banking.
Should employees notice any inaccurate information about the Company online, they should report this to their line manager in the first instance.
6. Social media monitoring
The Company reserves the right to monitor employees’ use of social media on the Internet, both during routine audits of the computer system and in specific cases where a problem relating to excessive or unauthorised use is suspected. The purposes for such monitoring are to:
- promote productivity and efficiency
- ensure the security of the system and its effective operation
- make sure there is no unauthorised use of the Company’s time
- ensure that inappropriate, restricted or blocked websites are not being accessed by employees
- make sure there is no breach of confidentiality.
The Company reserves the right to restrict, deny or remove Internet access, or access to particular social media websites, to or from any employee.
7. Contravention of this policy
Failure to comply with any of the requirements of this policy is a disciplinary offence and may result in disciplinary action being taken under the Company’s disciplinary procedure. Depending on the seriousness of the offence, it may amount to gross misconduct and could result in the employee’s summary dismissal.
8. Reminders when using social media
Consider these reminders when using social media.
- Reflect our values of rights, respect and responsibilities; respect yourself, the people you work with, our service users, their carers and families. Maintain patient and colleague confidentialit
- Be safe – don’t publicise your own or anyone else’s personal details, such as home address, date of birth etc.
- Do not post photos/videos of service users, carers or staff without consent.
- Do not reference another colleague or their work without their approval.
- Do not use language or post comments that are offensive, inflammatory or provocative; remember that even humorous comments can be misinterpreted.
- Do not break the law (this includes libel, appearing to approve of illegal activity and contempt of court).
- Do not make any commercial endorsement or promotion of any product or service that could compromise the trust.
- Always remember that it’s not only your reputation at stake, but also the reputation of BrisDoc.
- Remember the information you share is very visible and BrisDoc will have to address any aspects that raise concern in relation to your employment.
Overall, BrisDoc is keen to allow staff to use social media and this guidance is designed to ensure “safe boundaries” for its use within a workplace context.
1. Tables
| Date | Reviewed and amended by | Revision details | Issue number |
| Oct-2014 | DL | 1 Draft | |
| May-2015 | DL | Reviewed by NG and amended DL | 1 Draft |
| Jul-2015 | CE | Reviewed by CE | 1 Draft |
| Aug-2015 | DL | Final amends by DL | 1.0 |
| Nov-2015 | DL | Changes made at the IG Board to section 3 | 1.1 |
| Nov-2016 | DL | Version reviewed – No amendments | 1.2 |
| Jul-2017 | DL | Addition of WhatsApp in social media list | 1.2.1 |
| Nov-2018 | SP | Routine review DPA reference changed to GDPR | 1.3 |
| Nov-2020 | DL | Annual Review | 1.4 |
| Jan-2023 | DL | Annual review | 2.0 |