📲👍It's Social Media day today - now an integral part of our daily lives both personally and at work. We take a look at some privacy considerations and acceptable use.

First of all, as it's social media day if you aren't already, please follow us on LinkedIn and Facebook (links at the bottom of the page), for free support and guidance and special offers on our services, products and events.

Over recent years we've seen an increase in the use of social media by schools and multi academy trusts as a way to celebrate achievement, advertise events, find staff and generally showcase the school.  As social media can be used in lots of ways there are many considerations about publishing and access.

We share a lot of advice about posting with our customers in our Social Media best practice area, however today seems a good day to share some advice for everyone.

Policies

Policies to consider when using social media on behalf of your organisation:

✅Social media policy
✅Acceptable Use Policy
✅Mobile Messaging app guidance
✅Photo and Video Consent and Guidelines
✅Copyright advice
✅Photo and Video Policy
✅Privacy notice transparency

The key point from all the above, is to ensure that appropriate consent has been sought for each social media channel/publishing route.  Remember that most will be different companies, and you will be sharing personal data (likely photos and names) with different third parties, so don't group everything under 'social media'.  Different data will be collected and shared differently.

Are you including social media posts in your retention schedule and end of year clean up routines?  Consider who has left your organisation - should those posts/photos still be available?

Social Media accounts

Considerations:

📲Access control - have specific staff that have access to the organisation's social media account and include it in your leavers procedures.

📲Edit control - have role based access.

📲Monitoring - ensure social media accounts are monitored to check in for subject access requests or inappropriate usage.

📲Personal accounts - have references to personal use of social media accounts in your acceptable use policy.

Subject Access Requests

Remember that receiving a subject access request over social media is a perfectly acceptable way to make that request!

Social media can be a very powerful tool when used thoughtfully and with appropriate safeguards in place.  

Have a look at our Social media and Marketing video:



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