Social Media Policy

Walsall Community Active Projects CIC

Company number 17051741

Social Media Policy

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1. Statement of Intent

Walsall Community Active Projects CIC uses social media to celebrate the work of our community, promote our sessions, share information and engage with funders, partners and the public. This policy sets out how we use social media safely, professionally and in line with our values.

2. Scope

This policy applies to:

• All our official social media accounts
• Anyone posting on our behalf
• Staff, volunteers and trustees in their personal use of social media, where it could affect our organisation
• All platforms, including but not limited to Facebook, Instagram, X, TikTok, LinkedIn, YouTube, Threads and WhatsApp

3. Legal Framework

Our use of social media must comply with:

• UK GDPR and Data Protection Act 2018
• Equality Act 2010
• Children Act 1989 and 2004
• Online Safety Act 2023
• Defamation Act 2013
• Malicious Communications Act 1988
• Protection from Harassment Act 1997
• Copyright, Designs and Patents Act 1988
• Advertising Standards Authority (ASA) codes

4. Official Accounts

Only accounts approved by the Board may use the name, logo or branding of Walsall CAP. We keep a list of approved accounts that records:

• Platform
• Account name and handle
• Purpose
• Named admins (at least two for every account)
• Login arrangements (without recording passwords here)

Anyone who wishes to set up a new account for the organisation must get written approval from the Board first.

5. Account Security

To protect our accounts, we will:

• Have at least two named admins on every account
• Use strong, unique passwords stored in a secure password manager
• Turn on two-factor authentication on every account
• Use organisation email addresses, not personal ones, where platforms allow
• Review who has access every six months and remove access when no longer needed
• Change passwords straight away when a team member with access leaves

6. What We Post

Our official channels are used to:

• Celebrate the achievements of our participants, staff and partners
• Promote sessions, events and opportunities
• Share educational content about sport, education, mentoring and wellbeing
• Showcase the diversity of our community
• Update supporters and the public on our work
• Share important safety, safeguarding and community messages
• Recruit staff, volunteers and partners

All content will be:

• Honest, respectful and accurate
• In line with our values and other policies
• Inclusive of the community we serve
• Written in plain British English
• Mindful of safeguarding, consent and privacy

7. What We Do Not Post

We will never post content that:

• Identifies a child or vulnerable adult without proper consent
• Reveals safeguarding information
• Shares another person's personal data without their permission
• Is discriminatory, hateful, threatening or harassing
• Promotes gambling, alcohol, smoking, vaping, illegal drugs or harmful diet practices
• Endorses political parties or candidates
• Breaks copyright or uses images, music or text without permission
• Could embarrass or undermine a participant, partner or supporter

8. Photos, Video and Live Streaming

Before sharing photos, video or live content showing identifiable participants, we will:

• Confirm that valid consent is in place (see our Photography, Filming and Consent Policy)
• Not name children alongside their photo
• Make sure clothing and context are appropriate
• Avoid sharing locations of regular sessions, especially for under-18s, unless safe to do so
• Remove content promptly on request

Live streaming will only be used with prior approval and a risk assessment.

9. Communicating with Participants Online

Staff, volunteers and trustees will:

• Communicate with participants through approved channels only
• Never use personal social media accounts to message participants under 18
• Never accept friend requests or follows from under-18 participants on personal accounts
• Use group chats only with safeguarding in mind, including parents or carers for under-18s
• Never share private images, videos or information of participants
• Report any inappropriate online contact with participants to the Designated Safeguarding Lead

10. Personal Use of Social Media

Staff, volunteers and trustees are free to use social media in their personal life, but should:

• Keep professional and personal accounts separate
• Not present personal views as those of the organisation
• Avoid posting anything that could bring the organisation into disrepute
• Be careful about how they discuss colleagues, participants or partners
• Use privacy settings appropriately

11. Online Safety for Young People

Through our work, we will:

• Help children and young people understand online risks, including grooming, sextortion, harmful content and scams
• Discuss platform age limits and healthy use
• Signpost to trusted resources such as Childline, CEOP, Internet Matters and the Internet Watch Foundation

12. Responding to Comments and Messages

We will respond to messages and comments:

• Promptly during working hours
• Politely, even if the message is critical
• In line with our values and other policies

We will:

• Hide or delete content that is offensive, hateful or breaches our community standards
• Block users who repeatedly breach standards
• Report content that breaks the law to the platform and, where appropriate, to the police

13. Crisis Communications

If a serious issue arises (such as a safeguarding incident, accident, fraud or other crisis), our default response on social media is:

• Pause scheduled posts
• Brief the Board and decide who will lead communications
• Be honest about what we can say, without breaching confidentiality or interfering with investigations
• Direct media or formal enquiries to a single named spokesperson

14. Endorsements, Sponsorships and Advertising

We will:

• Be honest about commercial relationships and sponsorships
• Use clear labels such as #ad or #sponsored where relevant
• Follow ASA rules
• Not promote gambling, alcohol, smoking, vaping, illegal drugs or harmful products

15. Copyright and Intellectual Property

We will only use images, music, video and text that we have the right to use. We will credit creators where appropriate. We will respect requests to remove content where rights have been breached.

16. Roles and Responsibilities

Board of Directors

• Sets the strategic direction for our online presence
• Approves new accounts and the Social Media Lead

Social Media Lead

• Day-to-day management of accounts
• Maintains the approved accounts list
• Trains and supports anyone posting on our behalf

All Users

• Follow this policy
• Report concerns or breaches promptly

17. Training

Anyone posting on behalf of the organisation will be briefed on this policy. Additional training is provided on safeguarding, GDPR and online safety as part of induction.

18. Useful Contacts

• CEOP (online safety for children): ceop.police.uk
• Internet Watch Foundation: iwf.org.uk
• Report Harmful Content: reportharmfulcontent.com
• Childline: 0800 1111
• Information Commissioner's Office: ico.org.uk
• Advertising Standards Authority: asa.org.uk

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Policy Review

This policy was adopted on 14 February 2026 and will be reviewed annually, with the next scheduled review in February 2027. It will also be reviewed earlier if there are significant changes in legislation, guidance, or our activities.

All staff, volunteers and trustees will be made aware of any updates and asked to confirm they have read and understood the revised version.

Signed on behalf of the Board