Fillable Printable Social Media Policy Sample

Social Media Policy Sample

SOCIAL MEDIA POLICY

(Governing the use of e-mail, Internet and Social Networking Tools)

SSS, REALTORS

(Company)

policy is that Company owned computers and Company

provided access to e-mail and the Internet are to be used principally for business purposes.

(Personal use of agents’/employees’ own equipment and access secured on your own are

covered by this policy when used for business purposes. When using your personal

equipment and access secured on your own remember that you are always licensed and

thus subject to regulation whenever you are discussing your business, even when using

personal e-mail, the Internet or social networking tools.) The Com pany recognizes that

limited personal use of e-mail, the Internet, and social networking tools (such as Facebook

Twitter

, Linked In

,You Tube or “blogging”) can be a benefit to agents, employees and other

authorized users.

The use of technology in our business is changing at a very rapid pace. Therefore, this policy

will not only provide guidance with regard to the use of the Internet, e-mail and social

networking tools in the businesses of agents/employees of the Company but also general

principles to be followed in using future technologies and communication. Note that this policy

applies when agents/employees are using e-mail, the Internet, and social networking in an effort

to advance their real estate brokerage business while using Company, personal or a third party’s

equipment. The Company directs its agents/employees to follow the basic limits listed below;

along with more specific requirements outlined in this chapter of the Policy Manual.

General Requirements

1. Agents/employees must take care to protect their client’s confidential information

at all times. This includes in the agent/emp loyee’s use of the Internet, certain e-

mail messages and social networking tools.

2. Agents/employees must be courteous and professional at all times, especially

when representing the Company. This includes the agents/employees’ use of the

Internet, e-mail and social networking tools. Agents/employees shall not make

defamatory or derogatory remarks about others in their electronic

communications. They will not engage in gossip, rumor-spreading, “cyber-

bullying” or any similar behavior.

3. Agents/employees must take care to be truthful when advertising or making other

representations. This includes those statements made or advertising placed

through use of e-mail, the Internet, your personal Website or social networking

tools.

4. Agents/employees are encouraged to seek the advice of their managing broker or

the Office Internet Consultant (identified on p.

) if they have questions or

concerns regarding the use of the Internet, e-mail or social networking tools

before publishing any information that could be questionable.

Use of the Internet, e-mail or social networking tools while at the office of the Company or on

Company equipment.

Use of e-mail, the Internet and social networking tools by agents and employees is subject to the

following guidelines:

1. Agents/employees may use e-mail, the Internet and social networking tools in

connection with conducting their business on behalf of the Company.

2. Agents/employees may not use e-mail, the Internet or social networking tools for

personal use except during break times, lunch time, and before and after normal

working hours so as not to interfere with agents’/employees’ duties for the

Company.

3. Agents/employees may not use e-mail, the Internet or social networking tools for

non-work related private business.

4. Agents/employees may not use e-mail, the Internet or social networking tools to

participate in football, basketball or other sports pools or leagues, or to gamble.

5. Agents/employees may not use e-mail, the Internet or social networking tools to

conduct political activities (unless expressly authorized to do so as part of

agent’s/employee’s duties to the Company).

6. Agents/employees may not use e-mail, the Internet or social networking tools to

visit any pornographic sites.

7. Agents/employees should not use e-mail, the Internet or social networking tools to

discuss the business policies or practices of the Company with any person outside

the Company without first clearing that with your managing broker.

Agents/employees may discuss policies/practices of the Company with a client or

prospective client, but only through “private” e-mail and not through the use of

social networking tools.

8. Agents/employees may not use e-mail, the Internet or social networking tools to

transmit any defamatory, offensive, harassing, disruptive, or derogatory

statements or images; or statements or images that offend on the basis of race,

religion, ethnicity or national origin, sexual orientation, political beliefs or

disabilities.

9. Agents/employees may not use e-mail, the Internet or social networking tools to

distribute chain letters, search for alternative employment, transmit jokes, or

participate in Internet discussion groups (unless such discussion groups relate

directly to agent’s/employee’s job).

10. Agents/employees may not use e-mail, the Internet or social networking tools in

any manner that may impair the Company’s reputation or public standing, or that

is prohibited by law or otherwise illegal.

11. Agents/employees may not use e-mail, the Internet or social networking tools to

upload, download or transmit, without the Company’s managing broker’s

permission, copyrighted, trademarked or patented materials, trade secrets, or

confidential, proprietary or priva te information or materials, except to the extent

that they are used by an agent/employee in connection with a transaction.

12. Agents/employees should not use e-mail or social networking tools in any manner

that would advocate that the Company adopt or that would indicate that the

Company has a position or policy in place that is anticompetitive or which would

otherwise violate state or federal antitrust laws.

The Company reserves the right to monitor, access, retrieve, read and (f or legitimate business

purposes) disclose all communications by or to agent/employee with or without notice to agent

or employee. Accordingly, agents/employees have no right to or expectation of privacy in the

use of e-mail, the Internet or social networking tools on equipment owned by the Company. The

Company has no obligation to ensure against auth orized access to your e-mail or Internet use.

Advertising

1. When agents/employees are advertising properties using e-mail, the Internet or

social networking tools they shall abide by all provisions contained in the Illinois

License Law, its rules, and the REALTOR

Code of Ethics. Examples are

including the Company name and information that makes the message truthful

and complete in all advertising.

2. Agents/employees will comply with Federal CAN-SPAM requirements when

using e-mail, the Internet or social networking tools to transmit electronic

commercial messages. (See p. of this manual for CAN-SPAM policy).

3. Agents/employees will not use deceptive key words, meta tags or other devices to

deceptively drive traffic to an Internet site.

4. Agents/employees will make sure that all advertising information given via e-

mail, the Internet or social networking tools is current and accurate. Information

should be checked at least every

days for accuracy and freshness.

5. Agents/employees will comply with all Fair Housing laws or regulations (federal,

state, local and ethical) when using e-mail, the Internet or social networking tools

in their businesses. (See p. __ of this manual for fair housing policy).

6. Agents/employees will discuss with client(s) the advertising/marketing to be done

on their behalf including the use of e-mails, the Internet and social networking

tools to market properties. Agents/employees must note if there is any objection

to marketing via use of these methods and if so, avoid such marketing methods.

Collection of Information

1. Agents/employees may not collect consumer information through the use of e-

mail, the Internet or social networking tools unless the agent/employee:

 Tells the consumer they are doing so;

 Tells the consumer what they will be doing with the information gathered;

and,

 Tells the consumer how they are protecting the information.

E-mailing

1. Agents/employees are required to follow the provisions set forth in Section

1450.145 in the Administrative Rules under the Illinois Real Estate L icense Act

of 2000 as from time to time amended.

2. Agents/employees are also required to follow the provisions set forth in the

federal CAN-SPAM Act as from time to time amended.

3. Agents/employees should make sure they double-check any text they are sending

or posting via e-mail and to whom it is being sent before they hit the “send”

button.

4. Agents/employees are required to print those e-mails that deal with specifics of a

transaction or authorization to perform a service or task and to place those printed

copies in the appropriate transaction files.

Blogging

1. Agents/employees may participate in “blogging” in relation to their business as a

real estate licensee so long as they follow all the policies and procedures set forth

in this manual with regard to the use of e-mail, the Internet and social networking

tools.

2. If agents/employees wish to establish a blog, they should contact their managing

broker or the Office Internet Consultant identified on p. ____ of this manual.

When establishing a blog, agents/employees should work with the Office Internet

Consultant on posting “terms and conditions” that will apply to the blog.

1. Agents/employees shall not copy, frame or otherwise use information received or

viewed through e-mail, the Internet, or social networking tools without the

express written consent or other appropriate authority from the owner of the

information. If permission is given with certain conditions then follow those

conditions. Document the conditions when possible for your files.

2. Agents/employees must recognize that the Company owns the copyright to

Company information contained on its web site or in other printed materials.

Republishing or copying of this information for other than use in a transaction

requires consent of the agent/employee’s managing broker (or the designated

“Office Internet Consultant” identified on page

of this manual) so long as

If agents/employees have any questions about intended use or how to show the

Linking

1. Agents/employees shall review the content of any Internet site to which they

might link. Agents/employees shall obtain the consent of the site owner before

linking.

2. For any questions, the agent/employee should consult with the Company’s

“Office Internet Consultant,” as identified on page of this manual.

Designated Office Internet Consultant

1. The Company designates its Office Internet Consultant to

whom all questions regarding the business use of e-mail, the Internet or social

networking tools should be directed.

2. Agents/employees should contact the Office Internet Consultant to report

suspected illegal, unethical or inappropriate use of e-mail, the Internet or social

networking tools by other agents/employees.

Policy Changes

The Company reserves the right to modify, amend, or change this policy in any manner at

any time. Violation of this policy will subject you to discipline as provided for in this

Policy Manual.