Updated: Aug 2018
Social Media is constantly changing the way we connect. Social media consists of websites and applications that enable users to create and share content or to participate in social networking. For example, a person posting a picture on Facebook of their family road trip is using social media. It helps us start new relationships with customers and colleagues from around the globe, sometimes with a single #tweet. These Social Media Guidelines have been developed to help you to be aware of your rights and obligations and to empower you to communicate the positive vision of Ultimate Workforce Ltd.
This policy is not intended to interfere with your legally protected rights or to prohibit communications protected by local law.
This Global Social Media Policy is designed to:
help prevent disclosure of Ultimate Workforce confidential business information through the use of Social Media;
clarify the parameters for official Ultimate Workforce spokespersons to communicate on Social Media
clarify the parameters for personal Ultimate Workforce employee and Ultimate Workforce representative Social Media communications; and reflect our legal obligations.
You have a responsibility to be familiar with and comply with this policy. And, because Social Media is used in a variety of ways, you’ll find specific expectations outlined below that may apply to your online activities.
This policy applies to the following:
Ultimate Workforce salary and hourly employees
Employees of Ultimate Workforce subsidiaries in which:
- Ultimate Workforce owns more than 50% of the equity interest directly or indirectly, or exercises management
control, including Ultimate Workforce employees seconded to Ultimate Workforce non-controlled partners or joint ventures.
- NOTE: For companies and employees of companies in which Ultimate Workforce owns 50% or less of an
entity, and does not exercise management control, a case-by-case determination by the
Social Media Policy Governance Council is made as to whether this policy applies.
With respect to consultants, agents, sales representatives, independent contractors, and contract workers (collectively, “Ultimate Workforce Representatives”) this policy applies to them, when they act on behalf of Ultimate Workforce.
Failure to comply with this policy may result in disciplinary action, up to and including termination.
III. Superseded Policy
- Be Honest: Disclosing Your Identity
Whenever you’re talking online about the recruitment industry or Ultimate Workforce, you must disclose that you work for or with Ultimate Workforce and your position. For example; include #IWorkForUltimateWorkforce if you are an employee of Ultimate Workforce and include #IWorkWithUltimateWorkforce if you are an agency, vendor or partner working with Ultimate Workforce. Including the #IWorkForUltimateWorkforce or the #IWorkWithUltimateWorkforce hashtags in your posts or tweets is a quick and easy way to provide appropriate disclosure and adding your association with Ultimate Workforce to your profile also helps provide meaningful disclosure. Note that even when you disclose your relationship to Ultimate Workforce, the other rules and guidance in this policy still apply.
Ultimate Workforce also requires Social Media influencers and bloggers, who may be provided with vehicles, hosted at events or being paid for their services, to disclose any association they have with Ultimate Workforce to their readers when posting anything about Ultimate Workforce or its products or services. Any employee and/or agency partner who is responsible for this type of activity must ensure this policy is followed and that there are mechanisms in place to monitor influencers’ and bloggers’ compliance.
- Be Clear: Your Views Are Your Own
Only official Ultimate Workforce Social Media spokespeople can officially speak on behalf of Ultimate Workforce. Even when you have identified yourself as working for Ultimate Workforce (including on your Social Media profiles such as but not limited to Twitter, LinkedIn, Google+, Weibo, and/or Facebook), make sure you are clear that the views and opinions you have expressed are your own, and not those of Ultimate Workforce, when you are discussing Ultimate Workforce or its products or services. If you think that an “official” Ultimate Workforce response may be required, contact the Ultimate Workforce Corporate Social Media Team at email@example.com
- Be Careful: What You Share and How You Share It
You are personally responsible for your words and actions, so use good judgment. Be honest, truthful and appropriate throughout your Social Media communications. Keep in mind, your posts can potentially tarnish reputations or infringe on the rights of someone else (including Ultimate Workforce and its employees).
Be sure your online postings about Ultimate Workforce or its products or services are accurate and not misleading. Do not post any information or rumours that you suspect or know to be false about Ultimate Workforce, other employees, customers, suppliers or competitors. If you make a mistake, correct it quickly. Remember that information travels quickly on the Internet and even deleted posts may be recovered.
It is okay to refer others to public Ultimate Workforce official sites, especially if you want to clear up misconceptions, so feel free to include a link. Do not, however, agree to terms that bind Ultimate Workforce, or that would give the site rights to content that belongs to Ultimate Workforce, its licensors, licensees, customers, or other related entities.
Remember that you are personally responsible for complying with the rules of use or terms and conditions of any Social Media site where you participate, and that they differ from site to site. Be familiar with them before you engage.
- Protecting Ultimate Workforce Information
You should never reveal non-public company information, financial or otherwise, on a site accessible to anyone outside of Ultimate Workforce. You also should not comment in Social Media about information or topics covered by the attorney-client privilege.
- Examples of prohibited disclosures include:
- Knowledge of potential acquisitions or divestitures
- Financial information
- Management or staffing changes
- Information directly or indirectly related to the performance of Ultimate Workforce systems
- Ultimate Workforce Secret, Confidential or Attorney-Client Privileged information
- Undisclosed personal information about another Ultimate Workforce employee, such as his or her medical condition, performance, employment status, or government identifier/social security number
- Undisclosed information about Ultimate Workforce customers or suppliers.
In addition, you should not comment publicly on any vehicle recalls or pending litigation.
When taking photos in Ultimate Workforce locations, even if photography is permitted, it remains important to be careful not to disclose competitively significant or other confidential information. For example, if you are posting photos, ensure that images or words in the background do not unintentionally reveal Ultimate Workforce Confidential Information. Do not incorporate Ultimate Workforce logos, trademarks or other assets in your posts. When using Ultimate Workforce websites, or when posting about Ultimate Workforce products or services, make sure you do not post content without securing all necessary permissions first. However, if you are posting a direct “share” from Company sites, Ultimate Workforce logo may be automatically attached; and that is okay.
Keep in mind that representatives from Ultimate Workforce Communications and Ultimate Workforce Legal are available to assist with any questions; but if you are unsure whether the information in your post falls into one of the above categories and would violate this policy, DO NOT SHARE.
- Protecting Other Peoples’ Information
As you use Social Media, you should always be mindful of the rights of others.
Many Social Media sites impose restrictions regarding proprietary information and content; confidentiality; and the brands, trademarks and copyrights of others. It is important to be mindful of these restrictions when quoting others or sharing photos, music, videos or other content and not to post material that would potentially violate copyright infringement laws, intellectual property laws, publicity laws, or trademark laws.
When using Ultimate Workforce websites, or when posting about Ultimate Workforce products or services, make sure you do not post content without securing all necessary permissions first.
You should not post personal information about another person, such as his or her medical condition, performance, employment status, or government identifier/social security number. Hurt feelings, damaged relationships and even lawsuits can result from bringing other people or their property into an online setting without their permission.
- Be Respectful
Remember that customers, colleagues, supervisors, suppliers, competitors and other members of the public may have access to your posts. These individuals reflect a diverse set of customs, values and viewpoints. Offensive, demeaning, abusive or inappropriate remarks (including threats of violence or bullying) are as out-of-place online as they are offline, even if they are unintentional. Posting offensive language or pictures could contribute to co-worker’s hostile work environment claims on the basis of race, age, gender, disability, religion, or any other status protected by the law or Ultimate Workforce policy. It will also likely diminish the trust and respect your co-workers have for you and reflect badly on you and Ultimate Workforce.
We expect you to abide by the same standards of behaviour in your Social Media communications as you do in the workplace, because what you say in your personal Social Media channels impacts the work environment. Your online communications will not be excused merely because they occurred outside of work hours or off Ultimate Workforce premises.
Think carefully about “friending” co-workers (including leaders or direct reports) on external Social Media sites. For example, consider whether a friend request may be viewed by the recipient as harassing, intimidating or unwelcomed. Conversely, you should not feel pressured to accept friend or follower requests from those you work with. It’s your choice how much you want to combine your personal and professional online lives.
In addition, you should refrain from posting content that may be construed as grossly offensive or of menacing character, or causing inconvenience, annoyance, danger, obstruction or insult. You should also be cautious about publishing any content on Social Media, which could be construed as contempt of court, i.e. publication which is calculated to bring a Court or a Judge into contempt, or to lower his authority, or to interfere with the due course of justice or the lawful process of the Court.
- Be Aware: Online Communications Travel Fast, Remain Forever and are Not Really “Private”
The internet is public, and it has a long memory. Even information you may think you have protected as “private” on some Social Media sites may be accessed by others. Consider everything you post to the Internet as potentially discoverable by anyone. Keep in mind that technology makes it virtually impossible to completely “delete” something online and incredibly easy to send a post to millions of other users. Before you share anything, make sure you will not regret saying it, even if a reporter, a relative, your manager or colleague were to view it.
Ultimate Workforce employees should have no expectation of privacy concerning their use of Ultimate Workforce Information Resources, including but not limited to email, corporate approved instant messaging tools, Ultimate Workforce -provided computing equipment and cell phones/mobiles/tablets, Ultimate Workforce -provided access to the public Internet, or other Ultimate Workforce Information Systems, except where applicable law provides differently.
- Be Responsible
As an Ultimate Workforce employee, you have the ultimate responsibility for policy compliance by third parties you oversee within the scope of your employment. For example, this includes Ultimate Workforce suppliers, agencies or personal contacts you encourage to speak about Ultimate Workforce and/or its products.
Furthermore, you should not open Ultimate Workforce social media channels without approval from the Ultimate Workforce Directors. You should not open social channels, communities, hubs or other social media groups that represent or are branded as Ultimate Workforce.
G Responding to Negative Content You May See about Ultimate Workforce
Ultimate Workforce recognizes that our employees are vital assets for monitoring the Social Media landscape. If you encounter anything you feel should be brought to our attention, please contact us via email at firstname.lastname@example.org