1. About this policy

Social media can be a great way to promote the Art History Link-Up (“AHLU”) brand. We encourage the use of social media to publicise what we do through the organisation’s social media channels.

We are also happy for you to promote AHLU on your personal social media channels. However, where you do so, we require you to adhere to the key principles and guidelines below. Your posts, comments, and likes reflect both on you personally and on AHLU as an organization, and may incur liabilities for both. Please think carefully before you post or comment. The same rules and common sense you apply in your work with AHLU apply to social media as well.‍

2. Scope

This policy applies to all employees (whether permanent, fixed term or temporary) and all other individuals working with AHLU (for example: trustees, volunteers, freelancers, contractors, and consultants).

It applies to posts, comments, and likes on all social media platforms, including Facebook, TikTok, LinkedIn, and Instagram as well as all other websites, applications or digital properties that allow users to create and share content.

This policy applies to use of social media that clearly relates to AHLU (for example, posts about AHLU and its activities) but also use of social media when an individual is representing themselves, or is otherwise identifiable, as someone employed by, or otherwise associated with AHLU.

This policy does not seek to regulate how individuals use social media in a purely private capacity, provided that use has no bearing on AHLU.

3. Key principles & guidelines

Whether on AHLU’s organisational accounts, or on any of your personal accounts, any social media post must always be appropriate and professional. Inappropriate posts, even if related purely to your private life, can adversely impact not only your own reputation, but also that of AHLU. In some circumstances, inappropriate posts, likes or comments may lead to disciplinary action.

When using social media to talk about AHLU; or, if not talking about AHLU, but you are representing yourself as someone associated with AHLU or your association with AHLU is otherwise identifiable, you must follow the guidelines below:

• If you are using your personal social media account to post about AHLU, identify your relationship with AHLU as an employee, volunteer, freelancer or contractor
• If you are promoting a particular fundraising opportunity or event, or are raising awareness of AHLU in general, always make your relationship to AHLU clear. Posing as a general member of the public is a deception and may violate marketing codes of practice.

• Speak appropriately. Don’t make defamatory or disparaging remarks. Never use profanity, obscenities, or other offensive forms of speech. Always err on the side of caution.

• Speak Accurately. Check your facts (and spelling!) before posting. It’s important to be right first time. Posts cannot generally be recalled or completely erased. If you realise you’ve made an error, correct it as soon as possible and inform the CEO.

• Speak carefully and protect confidential information at all times.
• Avoid sensitive topics and potentially controversial topics, for example:

Nudity. Even if it’s art, this may offend certain stakeholders (and some social media sites prohibit it); and

Politics and religion – while you are entitled to your private political and religious beliefs, please do not associate these with AHLU.

• NEVER disclose confidential details about AHLU (for example, student identity, financial information, strategies, or any other information not in the public domain), and don’t comment on rumours raised by others.

If you’re unsure what you may say, always check with the CEO

• Speak Positively. If you do not have anything positive to say, do not say anything at all. Never use social media to make negative comments about AHLU.

• Responding. If someone responds to your post with factually inaccurate details, you should politely correct them. If they disagree with your viewpoint, or offer disparaging remarks, refrain from commenting rather than pursuing a heated debate. If someone's response makes you worried for your safety, please contact the CEO without delay.

4. Be security conscious about your posts

For your safety and the security of AHLU, limit the amount of identifying information you disclose. Review your privacy settings regularly. Be aware that criminals may use social media to gain access to valuable information and property.

If you wish to post “behind the scenes photos” of AHLU activity, please check with the CEO first.

5. Photos of students, colleagues and AHLU supporters

Never post any photo of a student or support in an AHLU context (for example attending an AHLU event) unless you have their express permission to do so. Colleagues may also prefer not to be identified and you should check before posting a photo of them or otherwise referring to them in your post.

Photos of children are particularly sensitive and you should never post a child’s photo without their parents’ explicit permission.‍

6. Respect others’ intellectual property rights

Ensure you have all necessary permissions from others before you post and, if in doubt, please check with the CEO.

• If you are using a photo taken by another person (i.e. not a AHLU image) or quoting another’s words, ensure that you have their permission to do so before you post.

• If the subject matter of your photo is an artwork that is protected by copyright, do not post the photo you have permission from the artist, their estate or other representative to use that image in your post.

• Don’t post photos of public figures unless you have checked with the CEO whether the person has “publicity rights” (i.e. the right to control the exploitation of their own likeness) and you have obtained any necessary clearances.

• If the subject matter of your post refers to another company’s brand, ensure the reference is for descriptive purposes only. Do not use another company’s name or logo to promote generally without that company’s permission.

7. Abide by the terms of use of the social media site

Check the terms and conditions of the social media platform you’re using, and be clear about what is and isn’t allowed. Terms of the main social media platforms can be accessed via the links below, but review them regularly as they frequently change:

• Facebook: https://www.facebook.com/legal/terms

• X (previously known as “Twitter”: https://help.x.com/en/rules-and-policies/x-rules

• Instagram: http://instagram.com/about/legal/terms/

• YouTube: https://www.youtube.com/static?template=terms

• LinkedIn: https://www.linkedin.com/legal/user-agreement

• TikTok: https://www.tiktok.com/legal/page/eea/terms-of-service/en

8. Abide by AHLU policies

Ensure that any social media post complies with AHLU policies and our expected standards of behaviour. For example, never post discriminatory comments, whether relating to race, gender, religion, sexual orientation, nationality or any other protected characteristic and do not use social media to harass or bully others.

If you read a post by a colleague which you think is inappropriate, please raise this with the CEO.‍

9. Think carefully about the mix of business and personal posts

If most of your social followers are supporters, media and industry contacts, it is advisable to keep your personal posting to a minimum or even completely separate. These followers may not want to see posts about your personal life, but their perception of you, and AHLU, may be influenced should they do so. For example, you may want to devote your Facebook account to personal posts, while using Instagram primarily for professional purposes.‍

10. Account Security‍

• Use different passwords for different social media accounts. Criminals use passwords stolen from one social media site to log into another.
• Choose a strong password. Keep it at least 10 characters long, and include numbers and special characters.
• Turn on two-factor authentication for stronger security. If criminals get your account password they cannot log in without a MFA code.
• Ensure your email account associated with social media account is secure, if it is set to receive MFA codes or password reset links.
• If you receive a MFA code on your phone/email for a login that wasn’t initiated by you, it’s best to change your password. It means your password is likely compromised.
• If you use multiple devices to access your social media accounts and you lose a device, you can go into app account settings and log out of one or all devices.
• Be extra careful while clicking on links sent to you in posts, tweets, or DMs, even from a friend. They may be phishing attempts.
• Be wary of accessing your social media accounts on public Wi-Fi, at a coffee shop or airport. It is very easy to eavesdrop on public Wi-Fi.
• Log out of a social media site (by clicking “Log Out”) when you are on a public computer. Don't check the "Remember me" box when logging in from a public computer, as this will keep you logged in even after you close the browser window.

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