Social Media & Email Policy
Document Control
Document No. POL_P28
Adoption Date 11.11.24
Last Review Date Nov-24
Next Review Date Jan-26
Parish Office
Whittle Hall Community Centre
Lonsdale Close
Great Sankey www.greatsankeypc.org.uk
Warrington enquiries@gs-pc.net
WA5 3UA 01925 712279
GSPC Social Media and Email Policy
Executive Summary
This policy is intended to help all employees, volunteers and Councillors make appropriate
decisions about the use of social media including, but not limited to,
• blogs, social networking sites, forums, message boards
• comments on web articles
• Facebook, Instagram and LinkeIn
• Emails
• Websites, including new and niche sites
The principles set out in this policy remain the same for all such circumstances.
This policy outlines the standards we require employees, volunteers and Councillors to
observe when using social media, the circumstances in which your use of social media may
be monitored and the action that will be taken in respect of breaches of this policy.
1. The Scope of the Policy
All employees, volunteers and Councillors are expected to comply with this policy at all times
to protect the privacy, confidentiality and interests of the Parish Council.
Breach of this policy by employees may be dealt with under our Disciplinary Procedure and,
in serious cases, may be treated as gross misconduct leading to summary dismissal. The
use of social media and email is included in the Staff Code of Conduct, making clear
behavioural expectations in and out of work.
Breach of this policy by councillors may be dealt with under the adopted Code of Conduct.
This includes upholding the seven principles of public life and the reputation of the Council.
Violations of this policy by Councillors will be referred to the Monitoring Officer at Warrington
Borough Council.
2. Legal and Statutory Considerations
The council will abide by any relevant or applicable laws, terms, and conditions to ensure the
organisation is not exposed to risks. This includes, but is not exclusively limited to, the
Freedom of Information Act 2000 and the GSPR & Data Protection Act 2018.
Council use of social media must be undertaken in accordance with the council’s policies
and procedures.
Use of social media sites will always by consistent with the council’s duty to safeguard
children, young people, and vulnerable adults, in accordance with relevant statutory
requirements. Authorisation is required before posting images of minors, in line with
safeguarding procedures.
Employees using social media sites for business purposes must maintain political neutrality
and not indicate individual political opinions.
In the six-week run up to a local, general or European election (also known as the pre-
election, “Purdah”, period) the council must not do or say anything that could be seen in any
way to support any political party or candidate. The council will continue to publish important
service announcements using social media but may have to remove responses if they are
deemed overtly party political.
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GSPC Social Media and Email Policy
3. Responsibility for Implementation of the Policy
The council has overall responsibility for the effective operation of this policy.
The Clerk is responsible for monitoring and reviewing the operation of this policy and making
recommendations for changes to minimise risks to the council.
All employees, volunteer and Councillors should ensure that they take the time to read and
understand the policy. Any breach of this policy should be reported to the Clerk or Chair of
the council.
Questions regarding the content or application of this policy should be directed to the Clerk.
4. Using Social Media Sites in the Parish Council’s Name
Only the Clerk and Deputy Clerk, or delegated officers, under the direction of the council, are
permitted to post material on the council website and social media, in the council’s name or
on behalf of the council.
Employees, volunteers, and Councillors are encouraged to share Parish Council official
press releases and social media posts made by the Clerk or delegated officers. The council
encourages positive use of social media to engage residents, promote council-supported
events, share good news stories etc.
5. Official Parish Council Social Media Accounts
Use and Purpose
The Parish Council maintains official social media accounts, including a Facebook page, to:
• Share updates about activities and events at the Council’s community centres
• Promote local events and initiatives supported by or of interest to the community
• Provide updates on the Council’s green spaces
• Issue council updates, including decisions, consultations, and projects
• Share information of general relevance to residents of Great Sankey
These accounts are for informal communication and public engagement. For formal, urgent,
or confidential matters, residents must contact the Council via email at enquiries@gs-pc.net.
Page Administration and Monitoring
• The Parish Council’s social media accounts are primarily managed by the Deputy
Clerk, who is authorised to post and monitor content during working hours.
• Outside of office hours, two designated Councillors act as volunteer moderators and
have restricted access to help monitor and uphold the Council’s online engagement
standards.
• The page is not monitored 24/7. Comments are visible immediately but may not be
reviewed straight away.
Community Standards and Moderation
We welcome contributions and respectful interaction from residents, but reserve the right to
hide, delete, or report posts that:
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GSPC Social Media and Email Policy
• Contain offensive, obscene, defamatory, or discriminatory language
• Include personal, private, or confidential information
• Are spam, irrelevant, or inflammatory in nature
• Promote political content, products, or services unrelated to Council business
Repeat breaches may result in users being blocked or banned from the Council’s social
media platforms.
For transparency and consistency, all use of Council social media must comply with this
policy, the Code of Conduct, and any applicable data protection or safeguarding legislation
Using Social Media
We recognise the importance of the internet in shaping public thinking about the council and
community. We also recognise the importance of employees, volunteers and Councillors
joining in and helping shape local government conversation and direction through interaction
in social media.
Before using social media on any matter which might affect the interests of the council
ensure that you have read and understood this policy.
When posting personally on social media, ensure you are clear that any views expressed
are personal and do not represent the council. Employees and Councillors should not
identify themselves as such, i.e. as a councillor or employee of the council, if posting in a
personal capacity.
6. Rules for Use of Social Media
Whenever you use social media, you must adhere to the following general rules:
➢ Do not upload, post or forward a link to any abusive, obscene, discriminatory, harassing,
derogatory or defamatory content.
➢ Offensive, obscene, or defamatory content also should not be forwarded, even if not
originally authored by the forwarder.
➢ Any employee, volunteer or member who feels that they have been harassed or bullied
or are offended by material posted or uploaded by a colleague on to a social media
website should inform the Chair or Clerk.
➢ Never disclose commercially sensitive, personal, private or confidential information. If
you are unsure whether the information you wish to share falls within one of these
categories, you should discuss this with the Chair or Clerk.
➢ No information should be published that is not already known to be in the public domain,
i.e. available on the council’s website, contained in minutes of meetings, stated in
council publicised policies and procedures, or approved by the Clerk/delegated officer.
➢ Do not upload, post or forward and content belonging to a third party unless you have
that third party’s consent.
➢ Before you include a link to a third-party website, check that any terms and conditions of
that website permit you to link to it.
➢ When making use of any social media platform, you must read and comply with its
terms of use.
➢ Be honest and open but be mindful of the impact your contribution might make to
people’s perception of the council.
➢ You are personally responsible for content you publish into social media platforms.
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GSPC Social Media and Email Policy
➢ Do not escalate heated discussions, try to be conciliatory and respectful to lower the
temperature and correct misrepresentations. If necessary, discontinue the discussion.
➢ Do not discuss employees.
➢ Always consider others’ privacy and avoid discussing topics that may be inflammatory.
➢ Avoid publishing your contact details where they can be accessed and used widely by
people you did not intend to see them, and never publish someone else’s contact
details.
➢ Remember that information published in this way may stay in the public domain
indefinitely, without the opportunity for retrieval or deletion.
➢ Think about whether you are acting in a private capacity, or whether any impression
might be conveyed that you are acting for and on behalf of the council.
7. Monitoring Use of Social Media Websites
Employees, volunteers and Councillors should be aware that any use of social media sites,
whether accessed for council purposes or otherwise, may be monitored. Where breaches of
this policy are found, any action may be taken against employees under the Disciplinary
Procedure, and in respect of Councillors, via the Code of Conduct.
Social media monitoring may include any historical material still available online, not just
content posted while employed.
Misuse of social media sites can, in certain circumstances, constitute a criminal offence or
otherwise give rise to legal liability against the council and its employees.
A serious case of uploading, posting, forwarding, or sharing a link to any of the following
types of material on a social media site, whether in a professional or personal capacity, is
likely to amount to gross misconduct (list not exhaustive):
• Pornographic material (that is, writing, pictures, films and video clips of a sexually
explicit or arousing nature)
• A false and defamatory statement about any person or organisation.
• Material which is offensive or obscene.
• Material, which is criminal, discriminatory, derogatory or may cause embarrassment to
the council, Councillors or employees.
• Confidential information about the council or anyone else.
• Any other statement which is likely to create any liability, whether criminal or civil, and
whether for you or the council.
• Material in breach of copyright or other intellectual property rights, or which invades the
privacy of any person.
Any such action by Councillors will be addressed under the Code of Conduct and referred to
the Monitoring Officer. Any such action by employees will be addressed under the
Disciplinary Procedure and may result in summary dismissal.
Where evidence of misuse is found, a more detailed investigation may be undertaken
involving the examination and disclosure of monitoring records to those nominated to
undertake the investigation and any witnesses or managers involved in the investigation. If
necessary, such information may be handed to the police in connection with a criminal
investigation.
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Any breach of this policy should be reported to the Clerk and Chair of the Council.
8. Rules for the Use of Emails
Emails are the primary method to promote effective communication on matters relating to
Council business and therefore should be used for that purpose only.
Employees must use official council email addresses for all council business. Members are
strongly recommended to use the available council specific emails. If personal emails are
used for council business, confidential information must be protected. Additionally, members
should be aware that emails can be the subject of Freedom of Information and Subject
Access Requests, whether personal or business. You are recommended to use council-
provided email where possible.
Messages sent by email should be written in accordance with the standards of any form of
written communication, and the content and language used in the message must be
consistent with council best practice. Messages should be clear and concise and directed to
those individuals with a ‘need to know’.
Councillors and employees should avoid revealing personal information about others online,
this includes by email.
If a sensitive or contentious matter needs to be addressed, consider speaking to the
recipient first, by telephone or in person, then follow-up with an email.
Emails should not be used for spreading gossip, or for personal gain, or in breach of any
other council policy and in keeping with the Members Code of Conduct and Employee’s
Contract of Employment.
When responding to a large group of recipients, the ‘reply all’ facility should be used, but
caution should be taken that others have not copied in recipients who should not be
disclosed to or who have not agreed to share their contact details.
Confidential information should not be sent externally without the approval of the Chair or
Clerk.
Erroneous email messages can give rise to legal action against the council or individual
Councillors. Claims for defamation, harassment, breach of confidentiality or contract could
result. It is vital that email messages be treated like any other form of correspondence and,
where necessary, copies should be saved and retained. Messages are disclosable in any
legal action commenced against the council or individual Councillors.
External emails received by individual Councillors should be forwarded to the Clerk, and the
Chair, if necessary, who will in turn forward to other Councillors as appropriate.
Misuse of emails in the following categories can lead to action being taken in accordance
with the Disciplinary Procedure or the Code of Conduct.
• Defamation of character
• Inappropriate, obscene or offensive content
• Untrue or malicious content
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GSPC Social Media and Email Policy
• Any discrimination in line with the council’s equality policy
• Breach of confidentiality
9. Monitoring and Review of this Policy
The Clerk shall be responsible for reviewing this policy on a regular basis to ensure that it
meets legal requirements and reflects best practice.
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