Fund Gloucestershire's Social Media Policy

Purpose 

This policy provides guidance for staff, trustees, contractors and volunteers who use social media on behalf of Fund Gloucestershire or who identify themselves as connected to the organisation on personal accounts.

We use social media to share updates from our organisation, funding opportunities, and other information relevant to our charitable purpose.

Scope 

This policy applies to employees, trustees, volunteers, contractors and consultants acting on behalf of Fund Gloucestershire.

It covers both our official organisational accounts and personal accounts where a connection to Fund Gloucestershire is publicly visible.

Responsibilities 

The co-directors, or another delegated member of staff, oversee Fund Gloucestershire’s social media presence. Only authorised individuals may create accounts, publish content, respond on behalf of the organisation, or access account credentials.

Our Principles

We want staff to use social media in accordance with Fund Gloucestershire’s values, and to support Fund Gloucestershire’s charitable aims.

This means being respectful and professional; being accurate; protecting confidential information; complying with data protection and intellectual property requirements ensuring we have appropriate permission or another lawful basis before sharing identifiable images, personal information or stories; and ensuring posts support Fund Gloucestershire’s charitable aims.

We understand that mistakes can occur. In line with our value of ‘always learning’ we expect material inaccuracies or mistakes to be corrected promptly and, where appropriate, brought to the attention of those affected.

Where we share information about funding opportunities on behalf of funders, we will take reasonable care to ensure that the information we publish accurately reflects the information provided to us by the funder. Where information is unclear, we will seek clarification before publishing or amending it.

Managing Official Accounts 

Managing our official social media accounts involves the following:

  • Responding to enquiries helpfully and professionally, including signposting to information available on our website and/or connecting them with someone in the team who might be able to help further
  • Any sensitive matters should not be dealt with on social media, and should instead be moved to email
  • Abuse, spam or unlawful content should be hidden, removed, or reported
  • Taking reasonable care when sharing or reposting third-party content and considering whether it is accurate, relevant and appropriate for Fund Gloucestershire to amplify. Sharing content does not necessarily imply endorsement.

Political Neutrality 

Fund Gloucestershire is politically independent and does not support or oppose any political party or candidate. Official social media channels must not be used for party-political purposes.

Fund Gloucestershire may comment on or campaign around issues relevant to its charitable purposes where this is appropriate, lawful and consistent with its values and strategic vision.

Personal Social Media Use 

Fund Gloucestershire appreciates that individuals have personal social media accounts.

Individuals should make clear when views are their own and use personal social media in a way that does not bring Fund Gloucestershire into disrepute or damage its reputation.

Confidentiality and Data Protection 

Individuals must not disclose confidential organisational information on their social media including personal data relating to applicants, donors, beneficiaries, staff, trustees or partners unless authorised and lawful to do so.

Security 

It is organisational policy to use strong passwords and multi-factor authentication where available. If you suspect that your account has been compromised, report it to one of the Directors immediately.

Concerns and Complaints 

Any serious complaints, safeguarding concerns, media enquiries or reputational risks should be referred promptly to one of the Directors.

Breaches of this Policy 

Breaches will be considered on a case-by-case basis and may result in appropriate action under relevant employment, volunteer or trustee procedures.

This policy will be reviewed periodically and updated where necessary to reflect changes in Fund Gloucestershire's activities, social media use or relevant guidance.