Social Media and Electronic Communications policy
May 2026
Social Media and Electronic Communications Policy
Introduction
The Council recognises that digital, social media and electronic communications are essential tools for engaging with the community, promoting transparency, and supporting effective local governance.
This policy sets out how the Council will manage its communications and the standards expected of councillors, employees and others when communicating on behalf of, or in relation to, the Council.
The Council is committed to ensuring all communications are lawful, respectful, accurate and consistent with its obligations and values.
Scope
This policy applies to:
- Councillors
- Employees (including the Parish Clerk)
- Contractors and volunteers acting on behalf of the Council
It covers:
- Council website
- Email communications
- Social media platforms (e.g. Facebook, X, Instagram)
- Messaging services (e.g. WhatsApp, SMS)
- Video conferencing platforms (e.g. Zoom, Teams)
Legal Framework
This policy operates within the requirements of:
- Data Protection legislation
- Freedom of Information legislation
- Defamation and copyright law
All communications must comply with these legal obligations.
Objectives
The Council aims to:
- Provide clear, accurate and timely information
- Engage positively with residents and stakeholders
- Promote the work and role of the Council
- Ensure communications are appropriate, lawful and respectful
Corporate Identity and “One Voice”
The Council communicates as a corporate body.
- Individual councillors or employees must not present personal views as those of the Council
- Only authorised individuals may issue official Council statements. Those individuals are the Parish Clerk, Chair or Vice Chair.
- Council decisions are made collectively and must be communicated as such
Management of Communications
- The Parish Clerk is responsible for the day-to-day management of communications
- The Chair (or Vice Chair) may support and approve communications where appropriate
- All official communication channels remain the property of the Council
- New communication channels must not be created without Council approval
Standards of Acceptable Use
All communications must:
- Be civil, respectful and relevant
- Be accurate and not misleading
- Not contain unlawful, defamatory, abusive, threatening or discriminatory content
- Not disclose confidential or personal information
- Not breach copyright
- Not include political bias or party-political content
Moderation and Public Interaction
The Council welcomes constructive engagement but reserves the right to:
- Remove or refuse to publish inappropriate content
- Block repeat offenders where necessary
- Decline to respond to comments or messages
Content may be removed if it includes:
- Offensive, obscene or discriminatory language
- Personal attacks or harassment
- Libellous statements
- Confidential or personal information
- Spam, irrelevant or promotional material
The Council may publish a notice stating that content has been removed in line with this policy.
Use of Social Media by Councillors
Councillors:
- May use social media in a personal capacity
- Must not imply they are speaking on behalf of the Council unless authorised
- Must comply with the Code of Conduct at all times
- Must not disclose confidential information
- Must be mindful that their conduct may be perceived as official
Councillors should:
- Avoid engaging in online disputes
- Avoid posting content that could bring the Council into disrepute
Employee Responsibilities
Employees:
- Must not post on behalf of the Council unless authorised
- Must maintain professional standards at all times
- Must protect confidential and sensitive information
- Must comply with all Council policies
Email and Electronic Communication
- Council business should be conducted using official Council email accounts where possible
- Emails relating to Council business may be subject to disclosure under Freedom of Information legislation
- Councillors should copy the Parish Clerk into relevant communications to ensure proper record-keeping
- Emails copied to the Clerk form part of the Council’s official records
- Personal email accounts used for Council business may also be subject to disclosure
Vexatious, abusive or harassing communications may not receive a response.
Website Content
The Council website provides official information.
- The Council may allow community groups to publish content
- Such content must comply with this policy
- Responsibility for third-party content must be clearly identified
- The Council reserves the right to remove content that does not meet standards
Messaging and Video Conferencing
This policy applies equally to:
- SMS/text messages
- Messaging apps (e.g. WhatsApp)
- Video conferencing platforms
Users must maintain the same standards of conduct across all communication methods.
Data Protection and Confidentiality
- Personal data must not be shared without a lawful basis
- Confidential information must not be disclosed
- Councillors and employees must handle all information securely
Failure to comply may constitute a breach of the Code of Conduct or disciplinary procedures.
Political Neutrality
Council resources must not be used for party political purposes.
Particular care must be taken during pre-election periods to ensure neutrality.
Security and Access
- Access to Council accounts must be restricted to authorised individuals
- Passwords must be kept secure
- Access must be reviewed when roles change
Breaches of the Policy
Failure to comply with this policy may result in:
- Removal of access to Council systems
- Disciplinary action (for employees)
- Referral under the Code of Conduct (for councillors)
Serious breaches may result in legal action.
Related Policies
This policy should be read alongside:
- Code of Conduct
- Bullying and Harassment (Dignity at Work) Policy
- Data Protection Policy
- Disciplinary Procedure
- Grievance Procedure
Review
This policy is non-contractual and will be reviewed regularly to ensure compliance with legislation and best practice.