Social Media Policy (Oct25)

Introduction

Social media is increasingly used by many of the firm’s clients and other professionals. It is, therefore, important that we embrace social media as part of our working practices to engage with our clients and to network with other professionals.

At the same time, however, we must bear in mind that it can be difficult to navigate social media as a professional when the rules are always evolving.  With an endless stream of social media culture, the ever-changing rules and reports of social media platforms being used inappropriately, there are risks that we need to be aware of if social media is not used professionally.

Despite the potential pitfalls of social media, the benefits, at a time when digital communications are becoming ever more commonplace, are without doubt, abundant for our firm.

It is worth noting that Lexcel accredited firms are required to have a social media policy.

Purpose

This policy aims to explain how we expect social media to be used by us and others working on our behalf. It is intended not only to build our online presence and reach our clients in an evolving social media culture but, more importantly, protecting our firm and our staff from unwanted attention or undesirable consequences.

This policy should be treated as a living document – the social media landscape evolves over time, new rules and regulations about privacy may be introduced and trends can play a part. Ensure you keep up-to-date with changes and consider when your policy may need updating.

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Scope

This policy applies to us all, including managers, consultants and any third-party that this policy has been communicated to.

The rules communicated in this policy apply to the use of social media:

• during and out of office hours; and
• whether accessed using our IT equipment or equipment belonging to you ;including equipment used in utilising our Bring Your Own Device (BYOD) Policy.

Responsibility

Timothy Halliday is the firms Data Protection Manager (DPM) and is responsible for this policy and for monitoring our compliance with it.

We are all (and any third-party to whom this policy applies) responsible for ensuring that we comply with it.

Failure to do so may result in disciplinary action. Serious breaches of this policy, for example incidents of bullying of colleagues or social media activity causing serious damage to the firm’s reputation, may, if substantiated, constitute gross misconduct and may lead to dismissal.

What are social media?

Social media are web-based technologies and forms of electronic communication that turn communication into active dialogue and through which users create online communities to share information, ideas, personal messages and other content, including photographs and videos

Examples of social media include:

• social/professional networking websites such as Facebook, Instagram and LinkedIn;
• micro-blogging service type social network sites such as X (formerly Twitter);
• web blogs – including corporate and personal blogs;
• instant messaging and streaming services such as Slack, Yammer, Microsoft Teams, , and WhatsApp/WhatsApp Business;
• forums and comment spaces on information-based websites such as the Law Society Gazette or Roll on Friday;
• video and photo sharing websites such as Instagram, TikTok, and YouTube;
• forums and discussions boards such as Reddit and Quora; and
• any other website that allows individual users to use publishing tools or share content with other users.

Participating in social media on behalf of the firm

The firm uses the following forms of social media.

• Facebook
  The firm’s Facebook account is used for marketing purposes and to showcase the events that the firm are involved in/supporting within the local community or more generally. To ensure a consistent approach is taken to drafting posts and messages, which are consistent with the firm’s branding guidelines, the account is managed on a day-to-day basis by Lisa Cogger (assisted by Katie Hawthorne). All content is authorised by a Director.
• LinkedIn
  The firm’s LinkedIn account is used for marketing and recruitment purposes and to share news and updates on both the law and activity within the firm. The account is managed on a day-to-day basis by Lisa Cogger. All content is authorised by a Director.

If you have any news items or other suggestions for content, or if you see a posting which is incorrect or reflects badly on us, please contact the persons named above.

Management of social media content on behalf of the firm is strictly monitored and content must only be published by Lisa Cogger (after approval has been obtained from a Director).

The permission of clients must be sought before the firm publishes information about cases it has been involved in.

The word “marketing” may cover a variety of objectives, such as to drive traffic to the firm’s website, to raise awareness of the firm in a certain target group or to keep in touch with former clients. Try to be explicit about your objectives.

Use of social media for professional purposes

Fee-earning staff are not merely allowed to maintain LinkedIn accounts and to refer therein to their professional role and experience but are encouraged to do so.

Apart from LinkedIn you should not use any other social media to promote your professional services.

Be aware that making ill-judged comments or posting insensitive material whilst being identified as an employee, runs the risk of damaging the firm’s reputation. There must always be a clear distinction between business and private use of social media (for the latter, bear in mind the guidelines in the section below on ‘Personal use of social media (for non-professional purposes.’)

The following, non-exhaustive, guidelines should be borne in mind when using any social media for professional purposes:

• ensure compliance with the SRA Standards and Regulations and any other legislative and regulatory requirements;
• ensure that you do not breach any copyright or intellectual property rights of others;
• ensure that use of social media does not breach our policies on confidentiality, equality and diversity, data protection or any other relevant policy of the firm;
• never use social media to make defamatory or damaging comments about the firm, colleagues, other professionals or anybody associated with the firm, or otherwise;
• do not refer to firm matters or client matters unless you have been specifically authorised to do so;
• never suggest that any views expressed on social media are the views or opinions of the firm and make it clear that the views expressed are your own;
• remember that whilst you speak for yourself, your actions represent the firm;
• fact-check your postings and ensure that they are truthful. If you do make an error correct it promptly and, when in doubt, ask for advice;
• Take care with spelling and grammar; seek to build a reputation of trust and credibility by adopting an appropriate and professional tone and respecting others who may read or see your comments and remember that any conduct which would not be acceptable in the firm’s workplace should not be used;
• do not cite or reference colleagues and firm staff or clients without their prior approval. When a reference is made, where possible, provide a link to the source;
• keep your comments respectful, informative and good natured. Avoid personal attacks, online fights and hostile or condescending communications by refraining from engaging in heated discussions and by using good judgment when expressing opinions which may pose a potential conflict;
• take great care in the rare cases when you post about something controversial or potentially inflammatory; and
• use common sense and remember that the internet is a public space and information can be remembered and indexed by search engines so can remain public and associated with you even when deleted so always post things with care.

Security of social media accounts

We expect everyone using social media accounts, for professional purposes, to ensure that they review their privacy settings and ensure that appropriate restrictions are in place on who can access information. However, it is accepted that adopting privacy settings does not always protect information posted as some sites are completely open to the public.

Personal use of social media (for non-professional purposes)

In order to avoid any adverse impact on the firm, or its clients, when using social media, you should bear in mind some simple principles. The firm does not intend to restrict your private use of social media where there are no implications for the firm or its clients. However, if your affiliation to the firm is stated or could be discerned or inferred by a third party then your contributions or postings may reflect upon the firm. In such cases, in particular, your adherence to the following guidelines is required.

1. Keep your social media activity separate from your professional life.

This principle has many implications, notably these:

• do not refer to work matters on your private social media accounts;
• do not use social media to communicate with clients or others about fee earning matters;
• do not use your firm e-mail address to log in to private social media sites; and
• do not express potentially controversial opinions on subjects relevant to the work of the firm.

2. In particular, remember client confidentiality.

The use of social media exposes you to the risk that confidential information may be inadvertently (or otherwise) disclosed. Do not comment on confidential matters. Even if you make cryptic remarks, for example about a “nightmare client” or “hopeless case” or comment that you are in a certain location at a specific time as people may be able to work out to whom you are referring or that you are working with a particular client.

3. Assume your words may be quoted back at you.

Whatever your privacy settings, what you post on social media is effectively public. Even if you have posted anonymously or using a pseudonym, people may be able to identify you by using information you have given about yourself. So do not say anything which would be damaging if published in the press or quoted back in court. You should consider that information on social media sites could be produced as evidence by either side in litigation or in a regulatory investigation into conduct.

 4. Think twice.

Do not say anything which may reflect badly on yourself or the firm, for example by reason of defamatory, insulting or illegal content. Bear in mind that the same ethical obligations that you follow professionally also apply to your conduct in an online environment. Even in your private life, you must adhere to the SRA Principles, for example Principle 2 requires that you maintain the trust which the public places in the solicitors’ profession and in the provision of legal services by authorised persons.

 5. Remember cyber security.

Criminals trawl social media sites looking for information that may help them to guess people’s passwords or to set up “spear phishing” or similar attacks. Be careful about information you publish which people might use for such purposes.

Any comments or behaviour made via social media that is deemed unfavourable to the firm or its clients, or otherwise unacceptable and/or in breach of any legal and regulatory requirements or any of the firm’s policies, may result in disciplinary action.

Use of social media at work

Like personal telephone calls, the firm in its discretion allows limited access to social media at work during break times using the firm’s computers and internet connection. However, excessive or improper use of social media at work, like excessive or improper personal telephone calls, may be regarded as a disciplinary matter. The firm may withdraw access to social media at work at any time.

Review of this policy

This policy will be reviewed at least annually by Timothy Halliday (Data Protection Manager).

October 2025