We interact with hundreds of people every day on our personal social media platforms – sometimes thousands! As a business, we recognize the power of social media—to share our stories, reach new customers, strengthen connections with current customers, and recruit employees. With all this social media traffic, it’s easy to forget that what we say on our personal profile could have an unforeseen impact on our personal reputation and the reputation of our organization.
Remember, personal and business life is not always easy to differentiate on social media. You don’t have to agree with everything our organization does or says, but understand that statements on your personal profile can be misunderstood, misquoted, or misused. And those statements remain in the public domain forever. So please… think before you post!
Use of social media on behalf of the company must be sanctioned and conform to our policy. No business communications should be conducted using personal devices, except via company-authorized applications. Personal social media access from work should be authorized in advance.
Always be aware of inadvertently divulging sensitive information through private interactions. Most social media sites implement cyber protection. Never assume your information is private. Never specifically name people, systems, processes, or any information that could damage our reputation.
Many online user profiles are unauthorized or contain misleading or false information, which is difficult to verify. This deception includes another profile instigating private conversations which may be a maneuver to extract sensitive information. Use extreme caution when making online connections and ensure your privacy controls are set accordingly.
When using social media for personal or business reasons, you must adopt safe practices:
- Configure appropriate privacy settings for social networking accounts.
- Assume that what you have written will be read by colleagues, clients, customers, and stakeholders.
- Ensure that you trust or can verify the organizations you connect or converse with online.
Jorge is a new employee and wants to update his LinkedIn profile.
- A description of the new role.
- His job title.
- Details of his team and its members.
- His work location.
Most people post job titles and employer name in their social media profile. But job descriptions, colleague names, and locations should not be shared without first checking company policy.
This information could provide competitors with knowledge of how we operate or can be used by identity thieves.
Jorge is contacted via social media by a person claiming to be a journalist.
- Do not reply and check with the company’s PR team.
- Carefully engage in conversation with the journalist.
- Examine company policy on dealing with journalists.
- Check his privacy settings.
- Report the situation to the Legal department immediately.
Jorge now understands that engaging in conversation with the media regarding company business is dangerous. We must always receive advice and authorization before speaking to journalists.
Remember, it’s important that you:
- Recognize the risks of having a publicly accessible profile.
- Know that you are responsible for what you post on social media sites and that you must conform to company policy. If you’re not clear on the policy, you can find out who you need to contact to get more information here.
- Understand that you must escalate incidents through the correct channels immediately
This content is an extract from the data privacy training booklet.