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Our Policies
Social Media Policy
Social media are web-based tools enabling users to create and share content and network with each other through the sharing of information, opinions, knowledge and interests. Examples include Facebook, X, LinkedIn and Instagram.
Social media is essential to communicating FDCW’s work because it allows us to engage with the public easily. It is important to participate in social media to engage with our audience, participate in relevant conversations and raise our profile.
Why do we need a social media policy?
Social media is an area in which rules and boundaries are constantly being tested. The difference between a personal and professional opinion can be blurred on social media, particularly when discussing issues relating to FDCW’s work. We have standards, outlined in this policy, which all staff, volunteers and trustees must observe. It applies to content posted on both a FDCW device and a personal device. All staff, volunteers and trustees must read this policy, especially before engaging in work-related social media activity.
This policy includes guidelines on how social media should be used to support the delivery and promotion of FDCW internationally, and the use of social media by staff, volunteers and trustees, in both a professional and personal capacity. It sets out what you need to be aware of when interacting in these spaces. It is designed to help support and expand our social media channels, while protecting the charity and its reputation and preventing any legal issues.
Point of contact for social media
Mindful Design, under our Communications Manager, are responsible for the day-to-day publishing, monitoring and management of our social media channels. If anyone has specific questions about any aspect of these channels, they should speak to the Communications Manager. Other staff members are welcome to post content on FDCW’s official channels after consulting with the Communications Manager.
Which social media channels does FDCW use?
- Facebook: https://www.facebook.com/fdcweducation
- Linkedin: https://uk.linkedin.com/company/fdcw
- Instagram: https://www.instagram.com/fdcw_london/
- YouTube: https://www.youtube.com/@fdcw
- Soundcloud: https://soundcloud.com/fdcw-london
FDCW uses social media to connect with different audiences and to share our work. On Facebook, we share news and updates to engage our supporters and encourage involvement. LinkedIn helps us connect with professionals and organisations, showcasing our programmes and building partnerships. Instagram allows us to share photos and stories, reaching a younger audience and raising awareness. YouTube is used to share videos of our events, talks, and educational content, providing a deeper insight into our work. SoundCloud hosts our audio content, including meditations and talks, making it easy for our audience to listen and learn on the go. These platforms help us engage with our community and promote our educational and ethical initiatives.
Guidelines and appropriate conduct when using FDCW's social media channels
1. The Communications Manager is responsible for setting up and managing FDCW’s social media channels. Only those authorised to do so by the Communications Manager have access to these accounts.
2. Our Communications Manager responds to comments and messages on social media Monday to Friday, from 9am to 5pm. We may not be able to respond to comments on weekends, but our team will respond as soon as possible during the next working day. This schedule helps to maintain consistent and effective communication with our audience.
3. Be an ambassador for our brand. Staff should ensure they reflect FDCW values in what they post and use our tone of voice. Our brand guidelines set out our tone of voice that all staff should refer to when posting content on FDCW’s social media channels.
4. All social media content should have a purpose and a benefit for FDCW, and accurately reflect FDCW’s agreed position. It should bring value to our audience, answer their questions, help and engage them.
5. Care should be taken with the presentation of content – no typos, misspellings or grammatical errors and high-quality images used. Always pause and think before posting. When a response is appropriate, we do our best to reply in a timely manner.
6. Content about supporters or service users shouldn’t be posted without their permission. If information about supporters, service users or third-party organisations is shared it should be clearly labelled so our audiences know it has not come directly from FDCW. If using interviews, videos or photos that identify a child or young person, staff must ensure they have the consent of a parent or guardian before using them on social media.
7. Staff should not automatically assume that material is accurate and should take steps to check facts and to seek verification, e.g. by checking data/statistics and being wary of photo manipulation. Say only what you know to be true or have a good source for. If you make a mistake, admit it.
8. Staff should refrain from offering personal opinions via FDCW’s social media accounts, either directly by commenting or indirectly by ‘liking’, ‘sharing’ or ‘retweeting’. If you are in doubt about FDCW’s position on a particular issue, please speak to the Executive Director.
9. FDCW should not encourage others to risk their personal safety or that of others, to gather materials. For example, a video of a stunt. Staff should not encourage people to break the law to supply material for social media, such as using unauthorised video footage. All relevant rights for usage must be obtained before publishing material.
10. Staff should not set up other Facebook groups or pages, Twitter accounts or any other social media channels on behalf of FDCW. This could confuse messaging and brand awareness. By having official social media accounts in place, the Communications Manager can ensure consistency of the brand and focus on building a strong following.
11. FDCW is not a political organisation and does not hold a view on party politics or have any affiliation with or links to political parties. We have every right to express views on policy, including the policies of parties, but we can’t tell people how to vote.
12. If a complaint is made on FDCW’s social media channels, staff should seek advice from the Communications Manager before responding. If they are not available, then staff should speak to the Executive Director before responding.
13. Sometimes issues arise on social media which can escalate into a crisis because they are sensitive or risk damage to the charity’s reputation. The nature of social media means that complaints are visible and can escalate quickly. Not acting can be detrimental to the charity.
The Communications Manager regularly monitors our social media spaces for mentions of FDCW so we can catch any problems early. If an issue arises that could develop into a crisis or has already done so, the Communications Manager will immediately assess the situation, consult with senior leadership, and formulate a response plan. This may include issuing a public statement, engaging directly with affected individuals, and implementing measures to mitigate any potential damage to the charity’s reputation. Prompt and proactive action helps us manage and resolve crises effectively.
If any staff, volunteers or trustees become aware of any comments online that they think have the potential to escalate into a crisis, whether on FDCW’s social media channels or elsewhere, they should speak to the Communications Manager immediately.
Guidelines for appropriate conduct when using personal social media accounts
This policy does not intend to inhibit personal use of social media but to flag up those areas in which conflicts might arise. FDCW staff, volunteers and trustees are expected to behave in ways that are consistent with FDCW’s values and policies, both online and in real life.
1. Be aware that any information you make public could affect how people perceive FDCW. Make it clear when you are speaking for yourself and not on behalf of FDCW. If you are using your personal social media accounts to promote FDCW’s work, you must use a disclaimer such as: “The views expressed on this site are my own and don’t necessarily represent FDCW’s positions, policies or opinions.”
2. Staff, volunteers and trustees who have a personal blog or website which indicates that they work for FDCW should discuss potential conflicts of interest with the Executive Director. Those well known in their field of expertise must take particular care as personal views published may be misunderstood as expressing FDCW’s view. Use common sense and good judgement. Be aware of your association with FDCW and ensure your profile and content is consistent with how you wish to present yourself to the public, colleagues, partners and funders.
3. Please don’t approach high profile people from your personal social media accounts to ask them to support FDCW, as it could hinder any potential relationships managed by FDCW. This includes asking for retweets about the charity. If you have any information about high profile people that have a connection to our cause, or if there is someone who you would like to support the charity, please speak to the FDCW team to share the details.
4. If you are contacted by the press about your social media posts that relate to FDCW talk to the Executive Director immediately and under no circumstances respond directly.
5. FDCW is not a political organisation and does not hold a view on party politics or have any affiliation with or links to political parties. When representing FDCW, staff, volunteers and trustees are expected to hold FDCW’s position of neutrality. Those who are politically active in their spare time need to be clear in separating their personal political identity from FDCW, and understand and avoid potential conflicts of interest.
6. Never use FDCW’s logos or trademarks unless approved to do so. Permission to use logos should be requested from the Executive Director.
7. Always protect yourself and the charity. Be careful with your privacy online and be cautious when sharing personal information. What you publish is widely accessible and will be around for a long time, so consider your content carefully. When you use social media sites at work, do so safely. Think about your reputation as well as the charity’s. Express your opinions and deal with differences of opinion respectfully. Don’t insult people or treat them badly. Passionate discussions and debates are fine, but you should always be respectful of others and their opinions. Be polite and the first to correct your own mistakes.
8. We encourage staff, volunteers and trustees to share tweets and posts that we have issued. When online in a personal capacity, you might see opportunities to comment on or support FDCW and the work we do. Where appropriate and using the guidelines within this policy, we encourage you to do this as it provides a human voice and raises our profile. However, if the content is controversial or misrepresented, please highlight this to the Communications Manager who will respond as appropriate.
Libel
Libel is when a false written statement that is damaging to a person’s reputation is published online or in print. Whether staff are posting content on social media as part of their job or in a personal capacity, they should not bring FDCW into disrepute by making defamatory comments about individuals or other organisations or groups.
Copyright law
It is critical that all staff abide by the laws governing copyright, under the Copyright, Designs and Patents Act 1988. Never use or adapt someone else’s images or written content without permission. Failing to acknowledge the source/author/resource citation, where permission has been given to reproduce content, is also considered a breach of copyright.
Confidentiality
Any communications that staff make in a personal capacity must not breach confidentiality. For example, information meant for internal use only or information that FDCW is not ready to disclose yet. For example, a news story that is embargoed for a particular date. Please refer to FDCW’s Confidentiality Policy for further information.
Discrimination and harassment
Staff should not post content that could be considered discriminatory against, or bullying or harassment of, any individual, on either an official FDCW social media channel or a personal account. For example: making offensive or derogatory comments relating to sex, gender, race, disability, sexual orientation, age, religion or belief; using social media to bully another individual; posting images that are discriminatory or offensive or links to such content.
Lobbying Act
Charities are legally allowed to campaign to bring about a change in policy or law to further their organisational purpose. In most cases, spending on charity campaigns that are in accordance with charity law will not be regulated under electoral law. The Lobbying Act 2014, states that during national elections (known as regulated periods) spending on campaigning activities may be regulated. To abide by the Lobbying Act, campaigning activities on social media must not be seen as intending to influence people’s voting choice. During these periods, all campaigning activity will be reviewed by the Communications Manager.
Use of social media in the recruitment process
There should be no checking of candidate’s online social media activities during the recruitment process, as it might lead to a presumption that an applicant’s protected characteristics, e.g. religious beliefs or sexual orientation, played a part in a recruitment decision. This is in line with FDCW’s Diversity, Equity and Inclusion Policy.
Protection and intervention
The responsibility for protection and intervention measures lies first with the social networking site. Different social networking sites offer different models of interventions. For information, refer to the guidance available on the social networking site e.g. Facebook. If a staff member considers that anyone is at risk of harm, they should report this to the Communications Manger immediately.
Under 18s and vulnerable people
Young and vulnerable people face risks when using social networking sites of being bullied, of publishing personal information on their profiles, or from becoming targets for online grooming. When communicating with young people under 18 via social media, staff should ensure the online relationship with FDCW follows the same rules as the offline relationship. Staff should ensure that the site is suitable for the young person and FDCW content and other content is appropriate for them. Please refer to FDCW’s Safeguarding Policy.
Responsibilities and breach of policy
Everyone is responsible for their own compliance with this policy. Participation in social media on behalf of FDCW is not a right but an opportunity, so it must be treated seriously and with respect. For staff, breaches of policy may incur disciplinary action, depending on the severity of the issue. Please refer to our Disciplinary Policy and Procedures for further information on disciplinary procedures. Staff who are unsure about whether something they propose to do on social media might breach this policy, should seek advice from the Executive Director.
Public Interest Disclosure
Under the Public Interest Disclosure Act 1998, if a staff member releases information through FDCW’s social media channels that is considered to be in the interest of the public, FDCW’s Whistle Blower Policy and Procedures must be initiated before any further action is taken.
