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Email, Internet and Social Media Policy



  1. Overview

Tigh a'Chomainn Camphill’s email and internet systems are to be used for business matters and only for personal matters in case of an emergency. When using Tigh a'Chomainn Camphill’s email system co-workers should ensure that they do not make any communications which could be seen as unacceptable or offensive. Tigh a'Chomainn Camphill’s overriding rule in respect of email, internet and computer is that co-workers should always act in the best interests of Tigh a'Chomainn Camphill and should not do anything which could damage the organisation. Please note that this policy needs to be read in conjunction with our Data Protection Policy.



  1. What you need to know

Tigh a'Chomainn Camphill’s computer systems are managed by a company who ensures that appropriate firewall, virus checking systems and anti-spyware tools are in place. Information is backed up daily and stored for several months at a time in a secure cyber storage facility.

In case of, for example, an investigation, Tigh a'Chomainn Camphill has the right to access an employee’s account and email to assist the process of obtaining a full picture of the facts relating to the investigation. Also, in case of an employee leaving the organisation, Tigh a'Chomainn Camphill will retain access to all documents and email to ensure smooth business continuity.


  1. What you need to do – General IT

Co-workers should ensure that they never reply to or forward spam or junk emails, and that they do not open emails which are suspicious or come from an unknown source. If co-workers are in any doubt about whether or not to open an email they should consult with the appropriate manager before doing so. Tigh a'Chomainn Camphill needs to do all it can to protect itself from computer viruses and other unwanted effects of email.


Do not use a group address (such as ‘All Users’) without checking carefully that all recipients are appropriate for the message you are sending.


Tigh a'Chomainn Camphill’s IT system is enabled for remote access. In case of staff using personal devices to access their work account or email, Tigh a'Chomainn Camphill requires of them to have these devices password/passcode protected.


Where employees are absent from work due to ill health or holidays Tigh a'Chomainn Camphill will monitor emails received by staff for legitimate business reasons.

When using Tigh a'Chomainn Camphill’s internet system co-workers should ensure that they do not visit websites which could be seen as offensive. If co-workers are unsure as to whether or not websites could be seen as offensive they should err on the side of caution and refrain from visiting them. If co-workers are unsure as to whether or not, they are allowed to use our internet system for a particular matter they should check with the appropriate manager before doing so.


Co-workers should not download any software or information from the internet onto Tigh a'Chomainn Camphill’s computer systems (regardless of whether or not there is a charge for this) without the consent of the Appropriate Manager.


In relation to computer use in general, co-workers should not load or input any software, programmes or other information of a personal nature onto Tigh a'Chomainn Camphill’s computer systems from any source.



  1. What you need to do – Social Media

This policy applies to all social networks. Social media offers valuable opportunities to Tigh a'Chomainn Camphill, and can help build relationships and increase fundraising and marketing presence. However, use of social media for both personal and official matters carries risks which should be taken seriously.

It is important to separate personal social media accounts clearly from those of Tigh a'Chomainn Camphill. Employees’ personal accounts need to adhere to the following rules:

  1. Staff should not make use of Tigh a'Chomainn Camphill’s logo and name on their personal accounts.

  2. Uploading photos of residents onto personal accounts or blogs is forbidden.

  3. Culpability and potential legal consequences can be serious. Content that is discriminatory, harassing or otherwise hostile will be taken very seriously and can lead to disciplinary action up to and including dismissal in line with our Misconduct policies. Careful thought should be given to content posted on personal accounts.

Tigh a'Chomainn Camphill has official social media accounts to which the following rules apply:

  1. Key principle – all content should be respectful, inclusive and in keeping with Tigh a'Chomainn Camphill’s values. No political discussion.

  2. Confidentiality – only content that is publicly available should be shared on social media accounts. If in doubt, consult with the Quality Manager.

  3. Any (new) official presence on social media should be set up using a Tigh a'Chomainn Camphill email address, and permission needs to be given (beforehand) by the PR Group.

  4. Records of account details (username and password), are to be kept by the SLT and one administrator and only to be released after approval by a senior manager.

  5. Photo permission should be in place before photos of Tigh a'Chomainn Camphill community residents are uploaded onto social media sites. Tigh a'Chomainn Camphill holds a record of residents’ permission in each member’s file.

  6. Any online posts should be checked by a manager before posting. This will help ensure the accuracy of facts and figures, and avoid erroneous information being posted.

Co-workers should note that breach of this policy is a serious disciplinary offence which could amount to gross misconduct and give rise to summary dismissal.



  1. References

The Data Protection Act 1998; The General Data Protection Regulation (GDPR) (EU) 2016; Health and Safety (Display Screen Equipment) Regulations 2002; Work Equipment Regulation 1998; Supply of Machinery (Safety) Regulations 2008; Electricity at Work Regulation 1989; Workplace (Health, Safety and Welfare) Regulation 1992; The Regulation of Care (Requirements as to Care Services) (Scotland) Regulations 2002; SSSC Social media guidance for social service workers (2017) http://www.sssc.uk.com/about-the-sssc/multimedia-library/publications/67-social-services-workforce/68-guides-and-resources/social-media-guidance-for-social-service-workers

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