Policy Statement

Canine Welfare Fund recognises that the internet and social media provide valuable opportunities to engagewith the public, supporters, volunteers, and the widercommunity, as well as to share information about our work and animal welfare issues.

However, use of social media also presents risks to the charity’s reputation, confidential information, and compliance with legal and regulatory obligations. This policy sets out the standards expected of staff and volunteers to ensure that social media is used responsibly, appropriately, and in a way that supports the charity’s objectives.

The purpose of this policy is to:

• Protect the reputation and integrity of Canine Welfare Fund

•  Safeguard confidential and sensitive information

•  Ensure compliance with legal and regulatory requirements

•  Promote responsible and effective use of social media

•  Clarify responsibilities when representing the charity online

 Canine Welfare Fund expects all staff and volunteers to adhere to this policy when using social media in any capacity.

Applicability

This policy applies to all individuals volunteering within the charity.

Scope

This policy covers all forms of social media and online platforms, including but not limited to:

• Facebook

•  Instagram

•  X (Twitter)

•  LinkedIn

•  TikTok

•  Blogs and forums

•  Wikipedia

•  Messaging platforms and online communities

•  Any other public online platform

 The policy applies to social media use for both charity and personal purposes, whether during working hours or outside them, and whether using charity equipment or personal devices.

Breaches of Policy

Failure to comply with this policy may result in disciplinary action, which could include termination of a volunteer role or employment. Action may be taken regardless of whether the breachoccurred during working hours or involved charity equipment.

Canine Welfare Fund reserves the right to:

•  Investigate suspected breaches

•  Require removal of inappropriate content

•  Restrict access to systems where necessary

Failure to cooperate with an investigation or to remove content when requested may itself constitute a breach of this policy.

Responsible Use of Social Media

Protecting the Charity’s Reputation

Staff must not post content that could damage thereputation of Canine Welfare Fund, including:

• Disparaging or defamatory comments about the charity

•  Negative statements about beneficiaries, adopters, supporters, partners, or colleagues

•  Content that could be misunderstood as representingthe charity’s official position

Unless authorised to speak on behalf of the charity, staff must make it clear that their views are personal and do not represent those of Canine Welfare Fund. If identifying themselves as associated with the charity, staff should include a disclaimer such as: “The views expressed are my own and do not represent those of Canine Welfare Fund.” Staff should be mindful that online content may remain publicly accessible indefinitely and could be viewed by supporters, regulators, future employers, and the general public.

If unsure whether a post is appropriate, staff should seek guidance from a trustee or designated administrator before publishing. 

Confidentiality and Intellectual Property

Staff must protect confidential information belonging to the charity, including:

• Internal communications

•  Personal data

•   Financial information

• Case details relating to animals, adopters, or foster carers

Staff must not:

•  Share confidential or sensitive information without authorisation

• Use charity logos, branding, or materials without permission

•  Infringe copyright or intellectual property rights

 Sources of information should be credited appropriately where required.

 Respect and Safeguarding

Staff must treat colleagues, supporters, adopters, and members of the public with respect online.

Prohibited content includes:

• Offensive, discriminatory, or abusive language

•  Harassment or bullying

•  Posting images or information about individuals without consent

•  Sharing identifiable details of adopters, foster carers, or beneficiaries without permission

 The welfare and privacy of animals and people connected to the charity must always be prioritised.

Use of Charity Accounts

Official charity social media accounts may only be used byauthorised individuals. Charity business conducted via social media must useofficial charity email addresses and accounts. Personal accounts must not be used to conduct official charity business without permission.

Reporting Concerns

Any content that may harm the reputation of Canine Welfare Fund or breach this policy should be reported to the Trustees or designated administrators as soon as possible.

All staff share responsibility for upholding the charity’sreputation.

Responsibilities

Trustees and managers are responsible for:

•  Ensuring awareness and understanding of this policy

•  Monitoring compliance

•  Taking appropriate action when necessary

 All staff and volunteers are responsible for reading, understanding, and complying with this policy. Questions regarding this policy should be directed to the Trustees.

Exceptions

Policy exceptions must clearly set out:

 • The details and nature of the exception being requested

 • The justification for why the exception is necessary

 • Any risks or potential impact arising from the exception