Wraysbury & Horton Resilience Communications & Social Media Policy

Date adopted: 1st April 2025

Review date: 31st March 2026

——————————

1. Purpose

This policy outlines Wraysbury & Horton Resilience’s (WHR) approach to internal and external communications, including the responsible use of social media. It aims to ensure that all communications are accurate, respectful, and consistent with the values of WHR.

——————————

2. Scope

This policy applies to all WHR volunteers, committee members, and representatives who communicate on behalf of the organisation, whether online, in print, or in person.

——————————

3. Principles

– Communications should be clear, accurate, and timely

– Messages should reflect WHR’s mission and values

– All volunteers should treat others with respect in all forms of communication

——————————

4. Internal Communications

– Use designated channels (e.g. WhatsApp groups, email lists) for coordination and updates

– Keep communications relevant and concise

– Respect privacy and only share necessary information

——————————

5. External Communications

– Only designated spokespersons may issue public statements or media responses

– Information shared publicly must be fact-checked and approved by a committee member

– Flyers, leaflets, and press releases must be authorised before distribution

——————————

6. Social Media

– WHR maintains official social media accounts for public information

– Volunteers must not post on behalf of WHR without authorisation

– Personal posts must not disclose confidential information or represent WHR’s views without permission

– Always think before posting – if in doubt, ask

——————————

7. Emergencies and Crisis Communications

– During emergencies, all public communication must come from the designated Incident Coordinator or Communications Lead

– Information should be accurate, verified, and updated regularly

– Avoid speculation or unverified information

——————————

8. Branding and Identity

– Use WHR branding (e.g. logos, colours) consistently and appropriately

– Do not alter or misuse the organisation’s visual identity

——————————

9. Data Protection and Consent

– Do not share personal information or photographs of individuals without their explicit consent

– Comply with the WHR Data Protection Policy and relevant GDPR requirements

——————————

10. Breaches

Breaches of this policy may result in:

– Removal of posts or messages

– Informal or formal discussion with the individual

– Suspension of communication privileges or volunteering role

——————————

11. Review

This policy will be reviewed annually or after any major incident involving communications.