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Social Media & Electronic Communications Policy

Becka Lee
Updated

Version 8 – October 2025

Policy Aims

This policy outlines expectations for the use of social media, electronic communication and technology. It reminds colleagues of the standards expected when using any digital platform and the consequences of falling below those standards.

What’s Covered

  • Roles and Responsibilities
  • Definitions
  • Personal Use
  • Social Media at Work
  • Official Accounts
  • Internal Social Media
  • Inappropriate Use
  • Recruitment
  • Data Protection
  • Electronic Communication
  • Stonegate Technology
  • Internet Security
  • Disciplinary Action

Roles and Responsibilities

Colleagues

Must use social media responsibly and professionally, both personally and on behalf of the company.

Line Managers

Must use social media responsibly and take swift action when policy breaches occur.

IT

Will issue reminders on acceptable use and highlight potential system security risks.

ER Support / HRBP (Ops)

Available to provide advice to colleagues and line managers.

HRBP (PST)

Available to provide advice to colleagues and line managers.

Definitions

  • Social Media: Any online platform that allows instant communication or sharing, including X (formerly Twitter), Facebook, TikTok, Instagram, Snapchat, LinkedIn, YouTube, blogs and review sites.
  • Personal Use: Using social media for private interests or expression.
  • Company Use: Using social media on behalf of Stonegate for business benefit.
  • Electronic Communication: Sending messages or data through digital devices and networks.

Personal Use of Social Media

You may have personal social media accounts. You must ensure your content does not undermine your professional reputation or Stonegate. Even when posting personally, you may still be identified as a Stonegate colleague.

You must not use a Stonegate email address to create personal accounts. If you discuss your work online, your comments must not bring Stonegate into disrepute.

While you may express personal opinions, you must remain considerate and respectful, acknowledging that colleagues and guests may hold differing views.

Social Media at Work

Appropriate use of social media at work may include:

  • Advertising brand or site activities
  • Promoting menu changes, events or initiatives
  • Showcasing fundraising, awards or successes
  • Responding to reviews
  • Running internal competitions or incentives
  • Advertising vacancies or networking

When posting on behalf of Stonegate, content must be professional, engaging and beneficial to the business. Any breach may lead to disciplinary action.

Official Accounts

  • Official accounts may only be set up with written approval from a relevant Leadership Team Member.
  • Only authorised colleagues may post on official accounts.
  • All content must comply with this policy, Cyber Security and Acceptable Use Policy, and Data Protection Policy.
  • Children must never be referenced in any media.
  • Copyright must be respected.
  • Strong passwords must be used and kept confidential.

Internal Social Media

Closed internal groups must follow the same standards as public social media. Administrators must remove colleagues who leave the business.

Excessive Use

You must not use personal social media excessively during working hours. Excessive personal use may lead to disciplinary action. Personal use should be limited to breaks.

Inappropriate Use

Bringing the Company into Disrepute

  • Criticising guests, colleagues or competitors
  • Posting inappropriate or defamatory content
  • Sharing unsuitable images or links

Breaching Confidentiality

  • Revealing trade secrets or confidential business information
  • Discussing internal operations
  • Giving the impression of speaking for Stonegate without authorisation

Breach of Copyright

  • Using others’ content without permission
  • Failing to acknowledge rights holders
  • Using Stonegate trademarks without written consent

Discrimination, Bullying or Harassment

  • Making offensive comments based on protected characteristics
  • Posting discriminatory images or content
  • Using social media to bully or harass others

Recruitment

Attraction

Social media can be used to promote vacancies, but wording must be non‑discriminatory and free from bias.

Vetting

Personal social media profiles must not be accessed during hiring decisions unless using professional networking platforms like LinkedIn appropriately.

Data Protection

You must comply with the Data Protection Policy and GDPR. This includes:

  • Gaining permission before photographing colleagues or guests
  • Avoiding identifiable individuals in the background without consent
  • Removing images if consent is withdrawn
  • Keeping personal information out of public social media posts

Electronic Communication

Electronic communication must always be professional, respectful, secure and appropriate. All communications may be subject to legal review.

Unacceptable Use

  • Bullying, harassment or discrimination
  • Sending inappropriate or illegal content
  • Threatening or intimidating messages
  • Recording meetings without consent
  • Using communication tools for personal business
  • Impersonating colleagues
  • Sharing confidential information
  • Phishing or failing to report phishing attempts
  • Conducting company business via non‑Stonegate email
  • Automatically forwarding emails externally
  • Excessive personal use

Reporting

Inappropriate use must be reported to a line manager, raised via the Grievance Procedure or escalated through the Whistleblowing Policy.

Stonegate Technology

Stonegate technology must be used appropriately. The following activities are strictly prohibited:

  • Accessing or sharing pornographic, obscene, discriminatory or criminal content
  • Posting defamatory material
  • Breaching confidentiality
  • Gambling or cryptocurrency mining
  • Attempting hacking or using hacking tools
  • Using company resources for personal gain

Internet Security

Internet access is filtered to block harmful content. Access to blocked sites requires a legitimate business purpose and approval via IT Service Desk.

Disciplinary Action

Breaches of this policy may lead to disciplinary action up to and including dismissal. Serious breaches such as harassment or actions causing reputational damage may constitute gross misconduct.

The Law

This policy complies with:

  • ACAS Codes of Practice (Disciplinary & Grievance)
  • Data Protection Act 2018
  • Employment Rights Act 1996
  • Equality Act 2010
  • General Data Protection Regulations 2021
  • Public Interest Disclosure Act 1998

External Support

  • Licensed Trade Charity: 0808 801 0550
  • https://www.acas.org.ukACAS
  • https://www.citizensadvice.org.ukCitizens Advice

Supporting Policies

This policy should be read alongside:

  • Bullying and Harassment Policy
  • Cyber Security and Acceptable Use Policy
  • Data Protection Policy
  • Disciplinary Policy
  • Inclusion Policy
  • Grievance Policy
  • Whistleblowing Policy

 

 

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