Social Media Policy
Social Media Policy V1.0 April 2025 issued
OSC Social Media Policy
OVERVIEW AND PURPOSE
This policy has been developed to inform our community about using social media, so people feel enabled to participate responsibly. This policy provides practical guidance allowing all parties to benefit from the use of social media, while minimizing potential risks and protecting those involved.
This policy helps establish a culture of openness, trust, and integrity in all online activities related to Oxford Sailing Club (OSC).
This policy contains OSC guidelines for its community to engage in social media use. It also includes details of breaches of the policy.
In circumstances where guidance about social media issues has not been given in this policy, we suggest you use common sense or seek advice.
Coverage
This policy applies to all persons involved with the activities of OSC, whether they are members, visitors, or in a paid or unpaid/voluntary role.
Scope
Social media refers to any online tools or functions that allow people to communicate and/or share content via the Internet. This social media policy applies to platforms including, but not limited to websites, social media such as Facebook, WhatsApp, TikTok, Instagram, Twitter, or Snapchat, apps, and video conferencing platforms including Teams, Zoom, or Skype.
This policy is applicable when using social media as:
- An officially designated individual representing OSC on social media; and
- If you are posting content on social media in relation to OSC that might affect OSCs services, events, sponsors, members, or reputation.
Note: This policy does not apply to the personal use of social media where it is not related to or there is no reference to OSC or its services, events, sponsors, members, or reputation. However, other policies, rules, regulations, or laws may still regulate any misuse by you of social media in a manner that does not directly refer to OSC.
Managing OSCs Online Presence
- All social media accounts will be password-protected (where possible) and at least two committee members or directors should have access to each account and password.
- The account will be monitored by at least two designated members to provide transparency, who will have been appointed by OSC.
- The designated members managing our online presence will seek advice from our Designated Safeguarding Lead to ensure compliance with safeguarding requirements.
- Any posts or correspondence will be consistent with our aims and tone as an organization.
KEY POINTS
- Use common sense when posting. If unsure whether content is appropriate, seek advice or refrain from sharing.
- Protect your privacy by being cautious about disclosing personal information.
- Always be honest in social media posts and verify sources when unsure.
- Respect confidentiality and do not share private information without permission.
- Obtain permission before publishing identifiable images of individuals, especially if they include children.
- Be particularly mindful when interacting with under-18s or vulnerable individuals.
- WhatsApp has a 12+ age rating on the app store, and in the UK by law you must be
- WhatsApp messages are end-to-end encrypted which means that no one but the people who send and receive the message can see it or retrieve it, not even WhatsApp
- Comply with all applicable laws, including copyright, and do not post offensive, harassing, or inappropriate content.
- Violations of these guidelines could risk your OSC membership.
16+ to use it. This is linked into data protection laws as meta collects personal data from users
GUIDELINES
- Use Common Sense: If unsure about the content, seek advice from others or refrain from sharing to be on the safe side.
- Protect Your Privacy: Be cautious about sharing personal details. Content shared online may become publicly available, so avoid posting anything you wouldn't want everyone to see.
- Honesty: Do not say anything dishonest, untrue, or misleading. If unsure, verify the source and facts before posting. Remember, the web is not anonymous, and all posts can be traced back to you.
- Respect Confidentiality and Sensitivity: Maintain the privacy of OSCs confidential information. Do not post when you have been asked not to or where consent has not been obtained. Remove information if asked to do so.
- Gain Permission When Publishing an Identifiable Image/video: Obtain express permission from an individual before using a direct, clearly identifiable image of them. Avoid posting information or photos/videos of a sensitive nature. When posting identifiable information about junior members, permission must be given by parent or guardian.
- Under 18s and Vulnerable People: Communicate with under-18s on social media in the same manner as in real life. Ensure OSC platforms are appropriate for young people and that the content is suitable.
- Comply with Applicable Laws: Do not post or link to illegal or indecent content, including defamatory or misleading information.
- For a child to be active on social media related to club activities: Parents and young people to read and sign the code of conduct and safer use policy. This includes parents/carers giving consent.
- Abide by Copyright Laws: Comply with copyright laws when using material owned by others.
- Discrimination, Sexual Harassment, and Bullying: Do not post offensive, harassing, discriminatory, or otherwise inappropriate material.
- Conscientious Behaviour and Awareness of Consequences: You are responsible for what you write. Violations of these guidelines could risk your OSC membership. Follow the terms and conditions of any third-party sites you participate in.
POLICY BREACHES
Breaches of this policy include but are not limited to:
- Using OSCs name or logo in a way that negatively impacts the club and/or its members.
- Posting or sharing content that is abusive, harassing, threatening, demeaning, defamatory, or libelous.
- Posting or sharing content that includes insulting, obscene, offensive, provocative, or hateful language.
- Posting or sharing content that is illegal.
- Posting or sharing material to our social media channels that infringes on the intellectual property rights of others.
- Posting or sharing material that brings, or risks bringing OSC, its affiliates, members, or sponsors into disrepute.
Reporting a Breach
If you notice inappropriate or unlawful content online relating to OSC or any of its members, or content that may have been published in breach of this policy, report the circumstances immediately.
Contact Information
Colin West
Commodore
commodore@oxfordsailingclub.com
Acknowledgments
Thanks to Kezia Cutler-Sharp for much of this policy research and wording.
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Last updated 14:14 on 3 April 2025