GUARDSMAN GROUP OF COMPANIES
Subject: Social Media Policy Issued By: Human Resources
Approved By:
Guardsman Group of Companies’ Directors
Policy # Issue Date: Revised Date: Effective Date:
SECTION 1.0 - SCOPE AND PURPOSE
1.1 The Guardsman Group of Companies acknowledges the pivotal role that social media plays in today’s communication landscape. This Social Media Policy is designed to guide individuals in their professional and personal use of social media, ensuring that their online presence aligns with the Company’s core values, protects its reputation, and complies with all applicable laws. The Company understands that social media is a powerful tool, and it should be used responsibly.
1.2 This Social Media Policy applies to all employees, contractors, and consultants (referred to as “team members”) representing the Guardsman Group of Companies, whether during work hours or in their personal time. It covers all forms of social media platforms, including but not limited to: Facebook, Twitter, Instagram, LinkedIn, YouTube, TikTok, blogs, and online forums, as well as any other online platform where team members engage publicly.
1.3 This Policy is also applicable to all team members and third-party service providers who handle or have access to the Company's data, information systems, and digital assets. It is designed to ensure compliance with applicable regulatory frameworks governing data privacy, confidentiality, and cybersecurity, including but not limited to:
• The Jamaica Data Protection Act – Governing the collection, processing, storage, and protection of personal data to ensure the rights and privacy of individuals.
• The Cybercrimes Act – Addressing offences related to unauthorized access, data breaches, cyber fraud, and other digital threats to information security.
SECTION 2.0 - COMPANY SOCIAL MEDIA ACCOUNTS
2.1 Authorized Management: Only individuals officially designated and authorized by the Group Marketing Department are permitted to manage or post content on behalf of the Guardsman Group of Companies on its official social media accounts.
2.2 Approval and Oversight: All content posted on official social media accounts must be in line with the Company’s brand guidelines, security protocols, and approved communication strategies. Content must be accurate, professional, and reflect the Company’s values.
2.3 Consistency and Brand Representation: Team members managing official accounts must ensure all posts are consistent with Company’s brand voice and messaging. All posts should undergo the approval process outlined by the Group Marketing Department.
2.4 Crisis Communication: In the event of a crisis, security incident, or legal matter, only authorized personnel, including members of the senior management team or the Group Marketing Department should address the situation on social media. These posts must be aligned with the Company’s crisis communication plan and legal guidelines.
SECTION 3.0 - EMPLOYEE USE OF SOCIAL MEDIA
3.1 Professional Conduct: Team members are expected to demonstrate professionalism on all social media platforms, even when using personal accounts. Posts should always reflect a high standard of integrity, as they represent the employee as part of the Guardsman Group of Companies. Team members should refrain from sharing photos and videos of workspaces, and client properties. Any violation may lead to disciplinary actions in accordance with the Company’s disciplinary code.
3.2 Confidentiality and Data Protection: Team members must not disclose confidential company information, including financial data, client or employee personal information, or security-related data. This includes refraining from sharing sensitive data, videos, or photos related to security operations, clients' properties, or company protocols. Any violation may result in severe consequences in accordance with Jamaica Data Protection laws.
3.3 Confidentiality and Social Media: Team members must follow confidentiality clauses in their contracts, which also apply to social media. Sharing sensitive company or client information online is prohibited. Violations may lead to disciplinary action, including termination or legal consequences.
3.4 Respectful and Non-Discriminatory Communication: Team members must refrain from posting any offensive, discriminatory, abusive, or defamatory content. This includes content that could reflect poorly on the Company's reputation or cause harm to others.
3.5 Accuracy: Team members must ensure all shared information is accurate, truthful, and verifiable. Team members should refrain from sharing rumors, unfounded claims, or any information that may mislead others.
3.6 Company Representation: If team members choose to identify themselves as employees of the Guardsman Group of Companies on their personal social media profiles, they must include a disclaimer, such as: "The views expressed are my own and do not represent the views of the Guardsman Group of Companies."
3.7 Intellectual Property and Copyright: Team members must respect copyright and trademark laws. Do not post content that infringes on intellectual property rights, including sharing copyrighted material without permission.
3.8 Privacy: Team members should always be mindful of privacy settings and avoid posting personal or sensitive information that could be exploited. This also includes refraining from sharing personal details about clients or colleagues without their explicit consent.
3.9 No Live Streaming or Unauthorized Posting During Work: Team members are prohibited from live-streaming, posting real-time updates, or sharing videos/photos of their work-related duties (especially security-related) unless approved by management. This Policy ensures that security
measures and protocols are not compromised. Team members must remain focused on their duties and responsibilities while on the job.
3.10 Impersonation: Team members should not impersonate other employees, clients, customers, or anyone else on social media. Any actions that suggest false representations of others is strictly prohibited.
3.11 No Negative Comments: Team members should avoid making negative comments about the Guardsman Group of Companies, its services, clients, or employees. Constructive criticism should be voiced through appropriate internal channels rather than publicly on social media.
3.12 Reporting Concerns: If a team member encounters any content that violates this policy or concerns the Company’s reputation, they should report it promptly to the Group Marketing Department or designated contact person.
SECTION 4.0 – ADVOCACY AND SOCIAL MEDIA BEST PRACTICES
4.1 Team members are encouraged to support the Company’s online presence by responsibly engaging with official social media content. Following, liking, sharing, and positively commenting on Company posts can position a team member as a valuable advocate and ambassador of the Company’s brand to help amplify its brand message and create a positive digital presence. However, to ensure professionalism and brand consistency, team members should observe the following guidelines when interacting with company content:
1. Be Positive and Professional – When commenting on or sharing company posts, maintain a respectful and professional tone that reflects well on the organization. Avoid engaging in arguments or controversial discussions on company posts.
2. Stay On-Brand – Team members should ensure that their comments align with the Company’s core values, mission, and messaging. Avoid posting anything that could misrepresent or miscommunicate company initiatives.
3. Avoid Spamming or Over-Sharing – Excessive posting, tagging, or commenting on company content may be seen as inauthentic or unprofessional. Instead, share and engage meaningfully when appropriate.
4. Respond Thoughtfully – If engaging in conversations related to the company on social media, ensure that responses are factual, polite, and helpful. If unsure how to respond to a question or concern, refer it to the Group Marketing Department.
5. Report Any Issues – If team members come across negative, misleading, or inappropriate content related to the Company on social media, they should report it to the Group Marketing Department immediately at GuardsmanGroupMarketing@guardsmangroup.com
SECTION 5.0 - MONITORING AND COMPLIANCE
5.1 Monitoring: The Guardsman Group of Companies reserves the right to monitor public social media activity related to the Company or its industry to ensure compliance with this Policy. This monitoring is necessary to protect the Company’s reputation and maintain security standards.
5.2 Employee Social Media Activity: While we respect team members’ right to personal expression, any social media activity that poses a threat to the Company’s reputation or violates company policies may lead to disciplinary action, in accordance with the disciplinary code.
SECTION 6.0 - ADHERENCE
6.1 Non-adherence to this Policy will result in disciplinary action, which could include a verbal or written warning, suspension, or termination of employment, depending on the severity of the violation. Team members are reminded that violation of confidentiality, misuse of intellectual property, or actions that damage the Company's reputation can have significant consequences. The Guardsman Group of Companies reserves the right to pursue legal action if a team member’s social media activity results in:
• Data breaches
• Reputational damage
• Breach of contract (e.g., the violation of a Non-Disclosure Agreement)
SECTION 7.0 – POLICY REVIEW
It is the responsibility of the Group Human Resources Manager, the Group Marketing Manager or their designated representative to review the Policy semi-annually and update same to reflect the latest trends in social media usage, legal requirements, and best practices. Team members will be informed of any changes in writing, and updates will be made to keep the Policy relevant and effective.
SECTION 8.0 – QUESTIONS AND CLARIFICATION
For questions or clarification regarding the Social Media Policy, please contact the Human Resources Department at hrhelpdesk@guardsmangroup.com or the Group Marketing Department at GuardsmanGroupMarketing@guardsmangroup.com. We are here to ensure that all team members understand their responsibilities regarding social media usage.