SOP 17.18 – Social Media and Communications Policy

# SOP 17.18 – Social Media and Communications Policy

**Little Coffee Bean Co**
**Section 17: Company Policy**
**Effective Date:** 29 October 2025
**Review Date:** 29 October 2026
**Owner:** Dan Kane, CEO

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## 1. Purpose

This policy sets out guidelines for the use of social media and electronic communications by employees, both in a professional capacity and personally, to protect the company’s reputation and comply with legal obligations.

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## 2. Scope

This policy applies to all employees, workers, contractors, franchisees, and agency staff at Little Coffee Bean Co, whether using company or personal devices and accounts.

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## 3. Policy Statement

Little Coffee Bean Co recognises the value of social media for business and personal use. However, inappropriate use can damage the company’s reputation, breach confidentiality, or violate legal obligations.

**Employees must use social media responsibly, professionally, and in compliance with this policy.**

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## 4. Procedures

### 4.1 Business Use of Social Media

**Step 1:** Only authorised employees may post on behalf of Little Coffee Bean Co on official company accounts (Facebook, Instagram, TikTok, X, YouTube).

**Step 2:** All business posts must:
– Align with brand guidelines and tone of voice
– Be accurate, professional, and respectful
– Comply with advertising standards and data protection laws

**Step 3:** Employees must not:
– Share confidential company information
– Make commitments or statements on behalf of the company without authorisation
– Engage in arguments or negative exchanges with customers or competitors

**Step 4:** Report any negative comments, complaints, or brand misuse to the manager or CEO immediately.

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### 4.2 Personal Use of Social Media

**Step 1:** Employees are free to use personal social media accounts outside of work hours.

**Step 2:** Employees must not:
– Identify themselves as representatives of Little Coffee Bean Co unless authorised
– Post content that could damage the company’s reputation
– Share confidential information, trade secrets, or internal communications
– Harass, bully, or discriminate against colleagues, customers, or competitors
– Post offensive, defamatory, or illegal content

**Step 3:** If discussing work-related topics, employees should:
– Make it clear they are expressing personal views, not company policy
– Use disclaimers such as “Views are my own”

**Step 4:** Employees who breach this policy may face disciplinary action, up to and including dismissal.

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### 4.3 Confidentiality and Data Protection

**Step 1:** Employees must not share:
– Customer data or personal information
– Financial or commercial information
– Internal policies, procedures, or communications (unless publicly available)
– Photos or videos of colleagues, customers, or premises without consent

**Step 2:** All posts must comply with UK GDPR and Data Protection Act 2018.

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### 4.4 Monitoring and Enforcement

**Step 1:** The company reserves the right to monitor business social media accounts and company devices.

**Step 2:** Personal social media use on company time or devices may be monitored if there is a legitimate business reason.

**Step 3:** Breaches of this policy will be investigated and may result in:
– Informal warning
– Formal disciplinary action
– Dismissal for gross misconduct (e.g., sharing confidential data, harassment, defamation)

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### 4.5 Reporting Concerns

**Step 1:** Employees who become aware of inappropriate social media use should report it to their manager or the CEO.

**Step 2:** The company will investigate all reports confidentially and take appropriate action.

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### 4.6 Legal Considerations

**Employees must be aware that:**
– Defamatory, harassing, or discriminatory posts may result in legal action
– Sharing confidential information may breach employment contracts and data protection laws
– Copyright and intellectual property laws apply to all content

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## 5. Responsibilities

### 5.1 Employees
– Use social media responsibly and professionally
– Protect confidential information
– Report concerns or breaches
– Comply with this policy at all times

### 5.2 Managers and Leads
– Monitor business social media accounts
– Address inappropriate use promptly
– Escalate serious breaches to the CEO

### 5.3 CEO and Senior Management
– Authorise business social media use
– Investigate breaches and enforce disciplinary action
– Review and update this policy annually

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## 6. Compliance and Legal Framework

This policy complies with:
– **UK GDPR and Data Protection Act 2018**
– **Equality Act 2010**
– **Defamation Act 2013**
– **Communications Act 2003**
– **Employment Rights Act 1996**
– **ACAS guidance on social media and the workplace**

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## 7. Related Documents

– SOP 17.5: Data Protection and Privacy Policy
– SOP 17.6: Anti-Harassment and Bullying Policy
– SOP 17.3: Disciplinary Procedure
– SOP 17.19: Dress Code and Appearance Policy
– Brand Guidelines and Social Media Strategy

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## 8. Review

This policy will be reviewed annually or following significant incidents, legal changes, or operational updates.

**Next Review Date:** 29 October 2026

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**Document ID:** SOP-17.18-Social-Media-Communications-Policy
**Version:** 2.0
**Author:** Penn, Copywriter
**Approved by:** Dan Kane, CEO