NADSN Social Media Policy
Accessibility
In line with NADSN equity, diversity and inclusion values we endeavour to ensure our social media is as accessible as possible. This includes:
● Using plain English, accessible fonts and avoiding small text sizes
● Using contrasting colours
● Using subtitles where appropriate
● Using alt text for videos and images
● Explaining text contained in an image in the copy that accompanies it.
Introduction
What is social media?
Social media is the collective term given to web-based tools and applications which enable users to create, share and interact with content (words, images, graphics and video content), as well as network with each other through the sharing of information, opinions, knowledge and common interests. Examples of social media platforms include Facebook, X (formerly known as Twitter), LinkedIn, Instagram, YouTube, Twitch and TikTok.
Why do we use social media and what can we use it for?
Social media is essential to the success of communicating NADSN’s work. It is important for designated volunteers to participate in social media to engage with our members and stakeholders, contribute to relevant conversations, and raise the profile of NADSN’s work, using the NADSN accounts. Some volunteers may also support NADSN’s work using their personal accounts, and many will have social media accounts for personal use.
Building an engaged online community can lead to more significant long-term support and involvement from supporters. Social media guidance from the Charity Commission (September 2023) conveys how social media can be a highly effective way for a charity to engage its audiences and communicate about its work. As a Community Interest Company NADSN will use social media in a similar way to a UK based Charity.
Social media helps us to:
Promote our campaigns
Share our news and updates with our audiences
Engage in important conversations with members and stakeholders
Celebrate our successes
Raise awareness of important issues and challenges
Advertise opportunities
Support our fundraising activities
Increase our membership
Build an online supportive community
Raise our public profile and strengthen our reputation
React to quickly changing situations and topics
Why do we need a social media policy?
Social media is a fast-moving online world, where nuance and context can be easily lost. While social media brings NADSN to a wide audience, it can also present risks. We want to ensure that everyone using social media represent and reflect NADSN in the best way possible. It is also important to mitigate risks (such as reputational or legal issues) associated with the use of social media to protect our NADSN members, work and reputation.
While we encourage the use of social media to support our communications strategy or plans, we have important standards, outlined in this policy, which we require everyone to observe and adhere to. The difference between a personal and professional opinion can also be blurred on social media, particularly if you're discussing issues relating to NADSN's work. Publication and commentary on social media carries similar obligations and is subject to the same laws as other kinds of publication or commentary in the public domain.
Failure to adhere to the guidance in this policy could expose NADSN to reputational damage as well as putting members at risk.
Responsibilities
Everyone is responsible for their adherence to this policy.
Breaches of policy or inappropriate behaviour may incur action, affecting membership depending on the severity of the issue. Members who are unsure about whether something they propose to do on social media might breach this policy should seek advice from the Directors.
Social Media Policy
Application
This policy applies to all social media platforms used by members including consultants, and freelancers in a professional and personal capacity. This policy also applies to online blogs, wikis, podcasts, forums, and messaging based apps, such as WhatsApp. Social media can be accessed in various ways, including from a desktop or laptop computer, tablet or smartphone. This policy applies to the use of all such devices.
Internet access
Point of contact for social media and authority to post on NADSN's social media accounts is our media team. Our Media team is responsible for the day-to-day publishing, monitoring and management of our social media channels. If you have questions about any aspect of these channels, please speak to Rachel. Rachels email:
Which social media channels do we use?
NADSN uses the following social media channels:
Bluesky, X, Facebook, WhatsApp, LinkedIn
NADSN has these accounts which it uses to share news with members and supporters and to encourage people to become involved in our activity.
Policy ownership
The Directors are responsible for authoring and updating this document. The policy must be approved by the Directors and reviewed every 2 years, unless a significant change requires the organisation to check the policy before the next review date. All members will be notified of updates.
Using NADSN's Social Media Channels — Appropriate Conduct
1. Know our social media guardians
The media team is responsible for setting up and managing NADSN’s social media channels. NADSN Directors have overall ownership of these accounts and only those authorised to do so by the Directors will have access to these accounts.
The media team will uphold best practices for channel security with secure passwords that regularly change. Never give out the passwords for our channels without express permission from the Directors.
2. Be an ambassador for NADSN
Everyone must ensure they reflect NADSN’s values in what they post and use our tone of voice.
3. Always pause and think before posting
When posting from NADSN's social media accounts, you must respond to comments in the voice of our CIC and be clear when your own personal opinions influence responses. If you are in doubt about NADSN's position on a particular issue, please speak to the Director’s or group leads.
4. Ensure consistency
Members must not create or manage any other social media channels, groups or pages on behalf of NADSN without express permission from the Directors. This is to ensure the appropriate safeguarding and monitoring processes are in place.
5. Remember the bigger picture and focus on the benefit
Members must make sure that all social media content has a purpose and a benefit for NADSN to further our not for profit purposes. All content must accurately reflect NADSN's agreed position.
6. Media team
Those responsible for the management of our social media accounts should answer questions as swiftly as possible to help and engage with our members and supporters.
7. Seek permission to share
If members outside of media team wish to contribute content for social media, they should obtain guidance and permission from the Directors.
8. Obtain consent
Members must not post content about supporters, or partners without their express permission. If members are sharing information about supporters or third party organisations, this content should be clearly labelled so our audiences know it has not come directly from NADSN. If using interviews, videos or photos that clearly identify a person, members must ensure they have the written consent of the person before using them on social media.
9. Put safety first
It can be challenging working on social media and there may be times where members be subject to unpleasant or abusive comments directed at us our work or people. We encourage everyone who is on social media on behalf of NADSN to be aware of our safeguarding and wellbeing practices to deal with online abuse and consult with a Director where necessary.
It is also vital that NADSN does not encourage others to risk their personal safety or that of others, to gather materials in pursuit of social media engagement. For example, a video of a stunt or visiting an unsafe location.
10. Stick to the law
Members must 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.
11. Remain politically neutral
NADSN is not associated with any political organisation or have any affiliation with or links to political parties. We can express views where appropriate on policies that impact our work and members, but it is essential that NADSN remains, and is seen to be, politically neutral.
We cannot endorse a political party or candidate. We must carefully manage the risk that we are perceived to have any party-political bias and should carefully consider any posts which might be perceived as such, for example, posts which talk about individual politicians or parties rather than policies.
12. Check facts and be honest
Members should not automatically assume that material that’s shared or included in any post is accurate and should take reasonable steps where necessary to seek verification – for example, by checking data and statistics and being wary of photo manipulation. If you've made a mistake, don't be afraid to admit it. But think first about how to manage any risk to the charity and its brand in doing so by consulting with Directors about a response.
13. Seek advice for complaints
If a complaint is made on NADSN's social media channels, members should seek advice from the media team before responding. If they are not available, then members should speak to a director.
14. Know what to do in a crisis
Sometimes issues can arise on social media which can escalate into a crisis situation because they are sensitive or risk serious damage to NADSN’s reputation. The nature of social media means that complaints are visible and can escalate quickly. Not acting can be detrimental to NADSN. The media team regularly monitors our social media spaces for mentions of NADSN so we can catch any issues or problems early. If there is an issue that could develop or has already developed into a crisis situation, the media team will do the following: contact the Directors.
If any members outside of the media team becomes aware of any comments online that they think have the potential to escalate into a crisis, whether on NADSN's social media channels or elsewhere, they should speak to the Director’s immediately.
15. Use AI appropriately
AI can be a valuable tool that can support our communications activities. However, members must ensure AI created content is clearly identified.
16. Separate your personal views
Be aware that any information you make public could affect how people perceive NADSN. You must make it clear when you are speaking for yourself and not on behalf of NADSN. If you are using your personal social media accounts to promote and talk about NADSN's work, you must use a disclaimer such as: “Views are my own” or "The views expressed on this site are my own and don't necessarily represent NADSN's positions, or opinions."
17. Take care when publishing personal views.
18. Discuss risks and conflicts of interest
Members who have a personal blog, social media profile or website should not indicate or imply that they work at NADSN.
19. Protect your personal reputation
Think about your personal reputation as well as NADSN’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 the first to correct your own mistakes.
Remember that if you have a public profile with NADSN, your personal social media accounts could be looked at by critics, and bear this in mind when posting.
20. Use your commonsense and good judgement
Be aware of your association with NADSN and ensure your profile and related content is consistent with how you wish to present yourself to colleagues, partners and funders.
21. Don’t approach people or organisations directly
NADSN works with several high-profile organisations and individuals, including celebrities, journalists, supporters and partners. Please don't approach high profile people or organisations from your personal social media accounts to ask them to support NADSN, as this could hinder any potential relationships that are being managed by Directors. This includes asking for reposts about NADSN.
22. Refer press enquiries
If a staff member or volunteer is contacted by the press about their social media posts that relate to NADSN they should talk to the Directors immediately and under no circumstances respond directly.
23. Keep your political activity separate from NADSN
When representing NADSN members are expected to uphold NADSN's positioning. Members who are politically active in their spare time need to be clear in separating their personal political identity from NADSN and understand and avoid potential risks and conflicts of interest.
24. Protect your privacy
Be careful with your privacy online and be cautious when sharing personal information. Remember that a simple ‘like’ can draw attention to your personal accounts. What you publish is widely accessible and could be around for a long time, so do consider the content, and your privacy, carefully.
All members who wish to engage with any of NADSN's social media platforms are strongly advised to ensure that they set the privacy levels of their personal sites as strictly as they can and to opt out of public listings on social networking sites to protect their own privacy. All members should keep their passwords confidential and change them often.
In their own interests, members should be aware of the dangers of putting personal information onto social networking sites, such as addresses, home and mobile phone numbers.
25. Help us to raise our profile appropriately
We encourage members to share posts that we have issued. When online in a personal capacity, you might also see opportunities to comment on or support NADSN and the work we do. Where appropriate and using the guidelines within this policy and taking into consideration the information above, we encourage members to do this as it helps users connect to us and raises our profile.
However, please take care to think about the reputation of NADSN. If your personal social media account is not professional or otherwise appropriate for our audiences, please do not use it to amplify or promote NADSN, as to do so brings risks both to you personally and to NADSN. Similarly, if the content is controversial or misrepresented, please highlight this to the media team who will respond as appropriate.
26. Avoid logos or trademarks
Never use NASDN's logos or trademarks unless approved to do so. Permission to use logos must be requested from the Directors and any content created must adhere to our guidelines. If permission is granted, content must be approved by Directors before publishing.
27. Staying safe online
It can be challenging working on social media and there may be times where members could be subject to unpleasant or abusive comments directed at NADSN and our work. We encourage everyone who is on social media to be aware of our safeguarding and wellbeing practices to deal with online abuse and consult with Directors where necessary.
Further guidelines: using social media in a professional and personal capacity
Defamation
Defamation is when a false statement that is damaging to a person's reputation is published in print such as in media publications or online such as Instagram Story, Facebook Live, Snapchat post. Whether members are posting content on social media as part of their job or in a personal capacity, they should not bring NADSN into disrepute by making defamatory comments about individuals or other organisations or groups.
Copyright law
It is critical that all staff or volunteers abide by the laws governing copyright, under the Copyright, Designs and Patents Act 1988, when representing NADSN. 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 members make must not breach confidentiality. For example, information meant for internal use only or information that NADSN is not ready to disclose yet. For example, a news story that is embargoed for a particular date, or information from people who NADSN has worked with which is private.
Discrimination and Harassment
Members should not post content that could be considered discriminatory against, or bullying or harassment of, any individual, on either an official NADSN 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.