IGO GROUP GOVERNANCE STANDARD 4 - SOCIAL MEDIA INDEPENDENCE GROUP NL

Transcription

1 IGO GROUP GOVERNANCE STANDARD 4 - SOCIAL MEDIA INDEPENDENCE GROUP NL

2 CONTENTS 1. PURPOSE SCOPE STANDARD COMPLIANCE DEFINITIONS RESPONSIBILITIES MONITORING STANDARDS FOR USAGE SOCIAL MEDIA ENGAGEMENT FOR BUSINESS PURPOSES STANDARD REVIEW... Error! Bookmark not defined. 10. CONTACT DETAILS... Error! Bookmark not defined. Approved: 27 April 2016 Last review: 27 April 2016 Last amendment: 27 April 2016 Version 1 Uncontrolled document when Printed 2 of 6

3 1. PURPOSE Independence Group NL s ( IGO or the Company ) Social Media Standard ( the Standard ) is designed to protect the interests of both employees and the Company. With the rapid growth and application of social media, IGO recognises the need to have a standard which ensures that employees who use Social Media, either in a personal capacity or as part of their job, have guidance as to the Company's expectations about its use. 2. SCOPE This Standard applies to all persons employed or engaged by IGO, including directors, permanent employees, contractors, consultants and temporary staff ( Users ). This Standard is applicable both in and outside of work hours and applies to any discussion of IGO or IGO business related issues through use of Social Media platforms or for those who are specifically authorised to represent IGO in Social Media. This Standard is to be read in conjunction with the IGO IT Usage and Electronic Communications Standard, IGO Code of Conduct and any other relevant policy or standard. It is important to note that this Standard does not apply to employees' personal use of Social Media platforms outside of work hours where the employee makes no reference to IGO related issues. 3. STANDARD COMPLIANCE As directed in IGO employment and service contracts that have been accepted by all Users, it is a condition of employment that Users comply with all lawful directions by the Company and act in accordance with the Company s approved policies, standards, practices and procedures, which may be amended from time to time. Breach of this Standard by a User is regarded seriously and may result in disciplinary action including termination of employment or contract, as set out more fully in IGO s Counselling and Discipline Procedure. 4. DEFINITIONS Business Systems any hardware or IGO system provided for use by Users Business Information Any data ( , document, spreadsheet, database, picture, video etc.) Social Media includes but is not limited to: Social networking sites (e.g. Facebook, MySpace, Bebo, Friendster); Video and photo sharing websites (e.g. Flickr, YouTube); Micro-blogging sites (e.g. Twitter); Weblogs, including corporate blogs, personal blogs or blogs hosted by traditional media publications; Forums and discussion boards such as Whirlpool, Yahoo! Groups or Google Groups; Online encyclopaedias such as Wikipedia; and Version 1 Uncontrolled document when Printed 3 of 6

4 Any other web sites that allow individual users or companies to use simple publishing tools. 5. RESPONSIBILITIES All Users are required to acknowledge and adhere to this Standard. 6. MONITORING IGO will conduct monitoring and audits of Social Media usage from Business Systems at its discretion to ensure Users compliance with this Standard. Use of the Business Systems automatically indicates the consent of that User to IGO s monitoring, which may be conducted without Users knowledge. Records of User access to, and use of, Social Media from Business Systems may be accessed, viewed, recorded, copied, used, disclosed, modified or destroyed by IGO at its discretion. 7. STANDARDS FOR USAGE 7.1 General Standards: The following general standards apply to personal and work use of Social Media at all times: Do not disclose confidential information obtained through work; Do not imply that the Company endorses your personal views; Do not allow your use of Social Media to impact your effectiveness at work; Do not mix the professional and the personal in ways likely to bring IGO into dispute; and Uphold the IGO values when using Social Media. 7.2 Personal Use of Social Media You are required to comply with each of the following requirements in addition to the general standards set out above: Do not imply in any way that you are authorised to speak on IGO's behalf; Do not include IGO's logos or trademarks in your postings; Do not use or disclose the identity of another IGO employee, contractor or consultant; Restrict your use of Social Media during work hours to breaks and free time; Be mindful during Social Media engagements of the importance of not damaging the Company s reputation, commercial interests and/or bringing the Company into disrepute; Do not post material that is obscene, defamatory, threatening, harassing, discriminatory or hateful to another person or entity, including about IGO, its employees, its contractors, its partners, its competitors and/or other business related individuals or organisations; Be polite and respectful of other opinions, even in times of heated discussion and debate; and Version 1 Uncontrolled document when Printed 4 of 6

5 Comply with copyright, privacy, financial disclosure and other applicable laws when publishing on Social Media platforms. 8. SOCIAL MEDIA ENGAGEMENT FOR BUSINESS PURPOSES 8.1 Approval You must have approval from the relevant level IV or V Manager before becoming an authorised representative of IGO on Social Media. This section outlines how this Company Standard applies to authorised representatives of IGO. 8.2 Representation of IGO Appointed IGO representatives are required to: Disclose that they are an IGO employee and be clear about their role and accountabilities; and Disclose only publicly available information. Do not comment on or disclose confidential IGO information (such as financial information, future business performance, business plans or imminent departure of key executives). If clarification is required about what IGO information is in the public domain, speak with the IGO Company Secretary before releasing the information. 8.3 Responsibilities When Representing IGO Appointed IGO representatives are required to: Comply with copyright, privacy, financial disclosure and other applicable laws when publishing on Social Media; Ensure that any content published is factually accurate and complies with relevant company policies, particularly those relating to confidentiality and disclosure; Ensure they are not the first to make an IGO announcement unless they have received the appropriate internal clearances and approvals in writing in accordance with IGO's policy for releasing information in the public domain. Any announcement which is material for the Company must first be released by the Company to the ASX by the Company Secretary, following approval by the Managing Director; Only offer advice, support or comment on topics that fall within your area of responsibility at IGO. For other matters, alert the relevant topic expert who is authorised for Social Media engagement and, if the situation requires a real time response, let the other party know that the request has reached IGO for response; Do not post material that is obscene, defamatory, threatening, harassing, discriminatory or hateful to another person or entity, including IGO, its employees, its contractors, its partners, its competitors and/or other business related individuals or organisations; Do not disclose other people's personal information on Social Media and ensure that you comply with IGO s Privacy Standard; Complete training to update knowledge on emerging social trends and evolving best practice in Social Media, when requested to do so; and Check with the IGO Company Secretary if there is uncertainty about what can be reproduced or disclosed on Social Media. Version 1 Uncontrolled document when Printed 5 of 6

6 9. STANDARD REVIEW This Standard will be reviewed at least annually by the Board to ensure: it remains consistent with best corporate governance practice; and the Standard is updated as required. 10. CONTACT DETAILS If you have any questions, concerns or feedback about this Standard, please contact the Company Secretary at: Independence Group NL, PO Box 496, South Perth, WA 6151 Phone: Attention: the Company Secretary Version 1 Uncontrolled document when Printed 6 of 6