Social media policy brochure

What is Social Media?

Social media is any online forum in which a person may share or publish information, other than by email and includes the following:  social networking sites e.g. Facebook, Myspace, Bebo, Yammer, LinkedIn; micro-blogging e.g. Twitter;  blogs, including corporate blogs and personal use;  file sharing websites, including video and photo sharing websites e.g. YouTube, Flickr, Instagram;

Linfox Social Media Policy

 wikis and online collaborations e.g. Wikipedia;  forums, discussions boards and groups e.g. Google groups, Whirlpool;

 VOD and podcasting;  instant messaging (SMS);

You are allowed limited Personal Use of Social Media during working hours, on Linfox equipment, or on customer equipment (where express written authorisation has been given by the customer to Linfox or the employee), provided that use is reasonable, responsible, and does not interfere with your work in any way.

You should familiarise yourself with Social Media and the issues that may arise when using it. In particular, you should:  

 geo-spatial tagging (Foursquare);  online worlds and games e.g. World of Warcraft, Second Life.

Purpose of the Policy The Policy sets out the acceptable use of Social Media by Linfox employees for both Official Use and Personal Use. The key purposes of the Policy are to:

Linfox Employees Personal & Official Use

Personal use of Social Media

 protect the reputation and confidential information of Linfox, its customers, employees and contractors, and any other persons;  ensure that Social Media used by Linfox employees in a way that is, or could be, connected to Linfox, is used in a responsible, courteous and respectful way.

Personal Use - Is any use of Social Media that is not Official Use. Official Use - Is the use of Social Media as a representative of Linfox and with the express written authorisation of Linfox.

Personal Use of Social Media can extend beyond the privacy of a discussion amongst friends or colleagues and can have a connection to the workplace or your employment with Linfox. Personal Use of Social Media can cause harm to an employer whether the use is intended to be private or not.

When using Social Media you must:     

Scope of the Social Media Policy The Policy applies to the use of Social Media by an employee or contractor of Linfox. The Policy applies in relation to the use of Social Media during work hours, on Linfox equipment, on equipment owned by a customer of Linfox, and any other use of Social Media that is, or could be connected to, Linfox.

use appropriate privacy settings when using Social Media; and consider whether the content you view or publish is appropriate by considering the 'front of the newspaper' test.



not discuss or disclose any information that is confidential or commercially sensitive to Linfox or a customer of Linfox; not do anything that may disparage or damage the brand, financial performance, business strategy, or competitive advantage of Linfox in any way; not use or refer to any logos or trademarks of Linfox or a customer of Linfox; not speak on behalf of Linfox, or imply that you are speaking on behalf of Linfox; not use Social Media in any way which would compromise the security of any Linfox host computer, or that does not follow existing security policies and procedures, or that may jeopardise Linfox's computer systems and data files; if expressing personal views or opinions, expressly state that those views or opinions are your personal views or opinions, or that your Social Media account is a private account; and

Official use of Social Media 

if interacting with or referring to Linfox employees, not use Social Media in a way that is defamatory, discriminatory, harassing, vilifying, obscene, abusive, rude, insulting, threatening, annoying, inconvenient, unlawful, or is an invasion of privacy.

Linfox employees are reminded that they will continue to be bound by their obligations to Linfox and the policies of Linfox if they use Social Media outside of work hours, whether on a computer or device that is owned by Linfox or not, that may affect Linfox, its employees or its customers.

When accessing social media via Linfox’s internet or internal systems, you must do so in accordance with this policy and in conjunction with the Internet and Email Usage Policy, which requires you to use these resources ‘reasonably’, in a manner that does not interfere with your work, and is not inappropriate or excessively accessed.

OFFICIAL USE PERSONAL USE SOCIAL MEDIA Monitoring Linfox reserves the right (and is entitled to under law) to monitor any use of Social Media by its employees or contractors from time to time for the purposes of conducting its business, and ensuring compliance with this Policy. Linfox will monitor the use of Social Media on Linfox-owned equipment, equipment that is owned by a customer of Linfox and use of Social Media during work hours, and/or outside of work hours, additionally, Linfox reserves the right to monitor any other use of Social Media by a Linfox employee or contractor.

Linfox will monitor the use of Social Media by methods which may include the interception and or reading of any Social Media information accessed or published by Linfox employees or contractors.

Frequently Asked Questions

With express written authorisation from the CEO or President HR, Linfox employees or contractors may use Social Media as a representative of Linfox, in accordance with the terms of such written authorisation. Such use will be "Official Use". A person authorised to undertake Official Use of Social Media may, for example, be authorised to operate a Linfox Facebook page or a Linfox Twitter account.

A person who is authorised to perform Official Use of Social Media must, when using Social Media for such Official Use:  not disclose or refer to any information that is confidential or commercially sensitive to Linfox or a customer of Linfox;  not do anything that may disparage or damage the brand, financial performance, business strategy, or competitive advantage of Linfox or a customer or Linfox in any way;  not use Social Media in a way that is defamatory, discriminatory, harassing, vilifying, obscene, abusive, rude, insulting, threatening, annoying, inconvenient, unlawful, or is an invasion of privacy;  not use Social Media in any way which would compromise the security of any Linfox host computer, or that does not follow existing security policies and procedures, or that may jeopardise Linfox's computer systems and data files; and  ensure that all published information is accurate and is not misleading.

Review the Frequently Asked Questions below then sign the acknowledgement and tear-away to submit to site management.

Linfox reserves the right to withdraw a person's authorisation for Official Use of Social Media at any time, and for any reason. Such withdrawal of authorisation does not need to be in writing and may take any form.

Breach of Policy Linfox reserves the right to ban employees or contractors, from Personal Use of Social Media during working hours, if Linfox considers that use of Social Media to be excessive, to be in breach of the Policy, or for any other reason, is at the sole discretion of Linfox.

If you are found to breach this Policy, or not act in compliance with the Policy in any way, you may face disciplinary action up to and including termination of your employment or engagement with Linfox.

1. Is Facebook a social networking site which is included in the Social Media Policy?

Yes

2. Am I allowed to use social media during working hours?

Yes

3. Do I need written authorisation to use social media on customer owned equipment?

Yes

4. Should I consider and use appropriate privacy settings when using social media?

Yes

5. If I use social media outside of work can it be connected to my employment with Linfox?

Yes

6. Should the ‘front of the newspaper test’ should be at the forefront of my mind?

Yes

7. Am I free to disclose company information and use Linfox logos?

No

8. Can any social media use by me be monitored

by Linfox?

Yes

9. Does Linfox have the right to ban me from using social media during work hours?

Yes

10. Can my employment be terminated if I breach the Social Media Policy?

Yes

Acknowledgement I ___________________________________ have read and understand the content of this Social Media Policy brochure.

Signature: Date:

__________________________________

___________________________________

Current site: __________________________________ Employee # ___________________________________