Working patterns, conditions and contractsSocial media policy
Frequently Asked Questions
Can I take photos in staff only areas?
We would advise against capturing any photography or videos in areas not open to the public as that can lead to potential security breaches. If you are unsure whether a piece of content could be considered risky, please seek guidance from your manager before posting.
Can I share my thoughts on politics?
We do not want to stop colleagues being able to express their thoughts and views on matters they care about using social media, however, aware that their views may have the potential to offend others or bring Co-op into disrepute whether posting in or outside of work.
Do I need to tell people I'm taking photos of them?
Yes! As a minimum we should always make it clear to people who are attending an activity that we might be taking photos. This should include an explanation as to how / where the image will be used. For example, if it’s a general picture of an activity that’s only intended for a local social media post then let people know, but if it’s intended for the wider press then we’d also want people to be aware of that.
The key is to be as clear and upfront as possible with what’s happening, as this way people can make an informed choice as to whether they’re comfortable and want to be involved.
Where photos are being taken, it makes sense to include the above information in any advance communications or invites about the activity – this should help people be clear about what’s happening and we’d have something we could point back to if someone subsequently said they weren’t aware. Another good tip would be to put up some signs explaining photos might be taken.
What if someone says they don't want to have their picture taken?
We always want to respect people’s wish for privacy, which might be for any number of reasons and therefore you should do your best to accommodate this. This might be by having an area for people who don’t want to have their picture taken (this is what we do at the AGM), or of course by simply not taking their picture, which would obviously be much easier in a small group or in a posed for picture.
Do I need to get people to sign a form?
Not usually, no. The main thing to be clear about is ensuring people know what’s happening. As mentioned, this is usually best explained in any pre communication or simply by telling people – the latter is obviously much easier in a posed for picture.
A consent form feels a bit formal or overly legal to most people and might even unsettle some attendees.
Where we would recommend getting signed permission forms (see below) is if you’re taking photos of an event with vulnerable people, for example, children or people who might otherwise have a heighted sense of their privacy such as a Domestic Violence or Sexual Health charity. In these cases a form might be sensible to ensure we can prove that we told people what would be happening. Even here though, the key thing is to be confident people are clear about how their picture will be used – the form is an additional way of conveying this, not a disclaimer of their rights.
How long can I use the pictures for?
This is best judged on a case by case basis, considering the context of the photos and how they’re being used. For example, if the photos are of a local cause then they might be more comfortable with the photos being used on an ongoing basis given their relationship with us. In general though, after 12-18 months life might have moved on for the people pictured and they might not be comfortable anymore. Where there’s an ongoing relationship we could always check back to see whether they’re still comfortable. Obviously if someone approached us to ask us to no longer use an image we’d try our very best to respect that wish.
By being open and respectful with people, we’re comfortable we won’t have any issues.
Should I set up a new account if I want to post about work?
It is entirely up to you if you wish to post about work on your personal profile, or have a profile dedicated to sharing updates about your work, however, if sharing updates to your personal profile please follow the guidance around making sure your account privacy settings are correct to ensure no historical posts you may have shared which breach our social media policy and that your content follows the guidelines set out above.
Can I post on social media whilst at work?
Unless it’s part of your role, you shouldn’t be using social media whilst at work, unless you are on your break.
Can I set up a social media page for my store/area/region?
No. Co-op accounts which are affiliated in any way with a store/funeralcare home/depot/area/region or department are not allowed under our Social media accounts policy. The only Co-op branded accounts that are permitted are managed and/or accessed by our Social Media Team. Colleagues are encouraged to use their personal accounts to share updates about their work as Co-op colleagues, following the guidance in this policy.