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Social Media Policy

This Policy is effective as of 27/05/19.

This Policy is due for review on 27/05/20.

1.              Introduction

We are Kai Ai Ltd and this is our Social Media Policy. This policy applies to all Employees.

Social media are considered to be IT based technologies (desktop, laptop, tablet and smartphone) that allow the creating and sharing of information, ideas, career interests and other forms of expression via virtual communities and networks.

Social media includes, but is not limited to:

  • Facebook,
  • WhatsApp,
  • Messenger,
  • Tumblr,
  • Instagram,
  • Pinterest,
  • LinkedIn,
  • Snapchat,
  • Twitter; and
  • YouTube.

Whether Employees are handling a corporate account or use one of their own, they should remain productive. This policy provides practical advice to avoid issues that might arise by careless use of social media in the workplace.

All Employees are expected to follow this policy.

2.              Definitions and key terms



All employees, staff and volunteers.



A Form includes any of the following that exist on the Services:

  • surveys,
  • contact forms,
  • newsletter subscriptions forms,
  • user registrations forms,
  • e-commerce forms,
  • other registration forms; and
  • text boxes.


This Social Media Policy.

We, us and our

Kai Ai Ltd

3.              Who we are

The Services are operated by Kai Ai Ltd, a UK Limited company registered in England.

Some important details about us:

Our business address is: 10 Waltham Gardens, Banbury, Oxfordshire OX16 4FD

Our registered address is: 10 Waltham Gardens, Banbury, Oxfordshire OX16 4FD

Our company number is: 11648282

4.              Social media activity

Only social media sites that we have authorised and enabled for users shall be accessed via our IT systems, including via smartphones we have issued.

When accessing social media, including personal accounts, for personal use on our IT systems the following principles shall be followed by users:

  • Excessive personal use of the social media during working hours shall be forbidden and contraventions to this may lead to disciplinary action.
  • Social media shall only be used for personal activities; it is not for use for the transmission, storage or discussion of any of our information.
  • Ensure others know that personal account or statements don’t represent our organisation. Employees shouldn’t state or imply that their personal opinions and content are authorized or endorsed by our organisation. We advise using a disclaimer such as “opinions are my own” to avoid misunderstandings.
  • Avoid sharing intellectual property like trademarks on a personal account without approval. Confidentiality policies and laws always apply.
  • Avoid any defamatory, offensive or derogatory content. It may be considered as harassment if directed towards colleagues, clients or partners.
  • Social media shall be used in a manner that does not bring our organisation into disrepute or harm or tarnish its image or reputation through offensive, inappropriate or derogatory remarks.

Where a role in our organisation is authorised to use social media for their responsibilities (e.g. use of Twitter, Facebook and YouTube) this shall be in accordance with the role requirements and as outlined in the job description. Employees in these roles should:

  • Be respectful, polite and patient, when engaging in conversations on our organisation’s behalf. They should be extra careful when making declarations or promises towards customers and stakeholders
  • Avoid speaking on matters outside their field of expertise when possible. Everyone should be careful not to answer questions or make statements that fall under somebody else’s responsibility
  • Observe laws on copyright, trademarks, plagiarism and fair use
  • Inform our Marketing Department when they’re about to share any major-impact content
  • Avoid deleting or ignoring comments for no reason. They should listen and reply to criticism.
  • Never post discriminatory, offensive or libelous content and commentary
  • Correct or remove any misleading or false content as quickly as possible

Users using social media (for personal and corporate use) shall be forbidden from:

  • Breaching data protections laws or patient confidentiality.
  • Publishing images or text that might be considered as harassment or are discriminatory, offensive or abusive. This includes the promotion of discrimination based on factors such as race, sex, religion, nationality, disability, sexual orientation or age.
  • Publishing images or text that might be considered threatening, abusive, hateful or inflammatory, which constitutes an invasion of privacy, or causes annoyance, inconvenience or needless anxiety or which promotes violence.
  • Doing anything that may be considered discriminatory against, libellous or bullying and/or harassment of, any individual.
  • Infringing any copyright, database right or trade mark of any other person or organisation including posting copyrighted information in a way that violates the copyright of that information.
  • Publishing images or text that advocate, promote or assist in any unlawful act or any illegal activity.
  • Introducing or promoting the use of any form of computer virus or malware.
  • Deliberately impersonating any person, or misrepresenting your identity or affiliation with any person.
  • Breaching the terms of service of the social network.
  • Promoting messages for party political purposes or for campaigning organisations.
  • Promoting personal financial interests or commercial ventures to secure personal advantage.
  • Providing links to websites of a violent, obscene or offensive nature or which contain any content that can be construed as violating any of the above guidelines.
  • Making any discriminatory, disparaging, defamatory or harassing comments or otherwise engaging in any conduct prohibited by the Kai Ai policies.
  • Making slanderous, defamatory, false, obscene, indecent, lewd, pornographic, violent, abusive, insulting, threatening or harassing images or comments.

5.              Agreement

All Employees are required to read, understand and accept this policy.

6.              Further Information

Employees should contact their manager for further information regarding this Policy.