HCR Social Media Policy

Introduction

Employees and volunteers of Humanity Care Relief (the Charity) may access social media services and networking websites, either through Charity IT systems or via their own personal equipment. This social media policy outlines the rules governing the use of social media at Humanity Care Relief. It specifies how staff should behave when using Charity’s social media accounts and delineates the guidelines for using personal social media accounts at work, including what may be said about Charity on these accounts.

Why this Policy Exists

Social media can bring significant benefits to Humanity Care Relief, particularly in building relationships with current and potential stakeholders. However, it is crucial that employees and volunteers use social media in a way that enhances the Charity’s prospects without compromising its integrity. A misjudged status update can lead to complaints or damage the Charity’s reputation. Employees and volunteers should, for example, avoid expressing political opinions that could compromise the Charity’s neutrality. This policy aims to ensure safe and effective use of social media.

Policy Scope

This policy applies to all staff and volunteers at Humanity Care Relief who use social media, whether for business or personal reasons. It is applicable regardless of whether social media use occurs on Charity premises, during business travel, or while working from home. Social media sites and services include but are not limited to:
Popular social networks like Twitter and Facebook
Photographic social networks like Flickr and Instagram
Professional social networks like LinkedIn

Responsibilities

All employees and volunteers who operate a Charity social media account or use their personal social media accounts at work are responsible for implementing this policy. However, the Chairman has specific responsibilities for ensuring that Humanity Care Relief, its staff, and volunteers use social media safely and appropriately. The Chairman is also responsible for providing tools and applications to manage the Charity’s social media presence and for monitoring social media for security threats. The Social Media Administrator is responsible for following up on requests for assistance and support made via social media.

General Social Media Guidelines

The Power of Social Media

Humanity Care Relief recognizes that social media provides a platform for marketing, staying connected with stakeholders, and building its online profile. The Charity encourages staff to engage in conversations with peer groups and other charities, share ideas, and shape discussions in support of the Charity’s goals and objectives.

Basic Advice

Regardless of the network or whether using business or personal accounts during Charity time, employees and volunteers should follow these rules to avoid common pitfalls:

1.
Know the Social Network: Familiarize yourself with the network’s acceptable use policies before posting.
2.
If Unsure, Don’t Post It: Avoid posting content that may cause complaints or be otherwise unsuitable.
3.
Be Thoughtful and Polite:Maintain courtesy equivalent to that used in email or face-to-face communications.
4.
Look Out for Security Threats: Be vigilant against phishing attempts and other online threats.
5.
Keep Personal Use Reasonable: While personal social media activity is valuable, it should not interfere with work duties.
6.
Don’t Make Promises Without Checking: Do not commit the Charity to any action without proper authorization.
7.
Handle Complex Queries via Other Channels: Redirect complex issues to more appropriate communication channels.
8.
Don’t Make Promises Without Checking: Do not commit the Charity to any action without proper authorization.

Use of Charity Social Media Accounts

Authorized Users

Only authorized individuals, typically designated by the Chairman, may use the Charity’s social networking accounts. This ensures a consistent and cohesive social media presence.

Creating Social Media Accounts

New social media accounts in the Charity’s name must be approved by the Senior Trustees. This ensures that the Charity’s resources are focused on the most appropriate networks.

Purpose of Charity Social Media Accounts

Humanity Care Relief’s social media accounts may be used for:

Responding to customer inquiries and support requests
Sharing content created by the Charity or relevant third parties
Promoting marketing campaigns and special offers
Supporting new initiatives and product launches
Participating in relevant conversations

Inappropriate Content and Uses

Charity’s social media accounts must not be used to share inappropriate content or engage in activities that could damage the Charity’s reputation. Inappropriate content includes:

    Defamatory material
    Content that could offend based on race, age, sex, religion, or other protected characteristics
    Content related to illegal activities

    Employees should thoroughly review any content before sharing it.

        Use of Personal Social Media Accounts at Work

        Value of Social Media

        Humanity Care Relief recognizes the benefits of employees using personal social media accounts, including networking and personal development. However, usage during work hours must be work-related and not interfere with regular duties. Non-work-related social media use should be limited to breaks.

        Personal Social Media Rules

        1.
        Prohibited Use: Do not post content that could bring the Charity into disrepute, defame the Charity or its affiliates, or disclose confidential information.
        2.
        Talking About the Charity: Employees should make it clear that their opinions do not represent the Charity’s views. A disclaimer, such as “The views expressed are my own and do not reflect the views of my employer,” is recommended.

        Safe, Responsible Social Media Use

        Users must not:

        Create or share defamatory content
        Engage in illegal activities
        Broadcast unsolicited views on non-business matters
        Post inappropriate content, including offensive or discriminatory material
        Interact disrespectfully with competitors
        Discuss colleagues or partners without their approval

        Copyright

        Humanity Care Relief respects copyright laws. Employees may share third-party content if permitted and should not post illegal copies of any material.

        Security and Data Protection

        Maintain Confidentiality

        Employees must not share confidential or sensitive information belonging to the Charity or third parties. This includes not disclosing details of strategic plans or sensitive customer information.

        Protect Social Accounts

        Charity social media accounts should be secured with strong passwords and managed by authorized users only. New software or services should not be used without approval.

        Avoid Social Scams

        Be vigilant against phishing and other scams. Do not share sensitive information or click on suspicious links.

        Policy Enforcement

        Monitoring Social Media Use

        The Charity reserves the right to monitor social media use through its IT systems. Any data created or sent through these systems is considered part of Humanity Care Relief’s official records and may be subject to legal disclosure.

        Potential Sanctions

        Violating this social media policy is a serious matter that can lead to disciplinary action, up to and including termination. Legal action may be pursued where appropriate, and the police may be involved in cases of illegal activity.

        Save Lives with Your Sadaqah & Zakat

        We are a UK-based international relief and development charity. Inspired by Islamic teachings of empathy, generosity, and selflessness, we focus on alleviating poverty and suffering across the world. We operate a 100% Zakat Policy, which means every single penny of your Zakat will go to the victims of poverty, wars, and natural disasters.

        Before you support our Food Appeal, Water Appeal, Gaza Emergency Appeal, Syria Emergency Appeal, Pakistan Floods Appeal, or any Emergency Appeal, remember to make the intention that you are donating for the sake of Allah first and helping your fellow Muslim brothers and sisters second. This is very important because as Muslims, whatever act of worship we do, we do it for the sake of Allah.

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        Every year, we as Muslims celebrate two seasons the most: one, Ramadan, and two, the first ten days of Dhul Hijjah. During these blessed days, we put all our efforts into pleasing Allah سُبْحَانَهُ وَتَعَالَى by performing good deeds. Here at HCR, we provide you with the platform to perform an important act of worship: charity. In Ramadan, you can donate to the Ramadan Food Appeal, and Ramadan Zakat Appeal, Donate Your Fidyah, Donate Your Fitrana, and Pay Your Kaffarah for Breaking Oath or Breaking Fast, especially during the blessed nights of Laylatul Qadr. In Dhul Hijjah, we are here to help fulfil your duty of performing Qurbani. Whichever cause you choose, choose it with confidence. Insha’Allah.