Version: 1.2 Last Updated: 15/06/15 Review Date: 25/06/18 ECHR Potential Equality Impact Assessment: Low 1. About This Policy 1.1. This policy describes how Hampshire Constabulary s use of social media for communication and community engagement is designed to be effective, safe and appropriate and enhance the reputation and integrity of the Force in line with our values. 1.2. This policy is intended for all police officers and staff who use social media to engage with members of the public. 1.3. This policy should be read alongside Procedure 33501 Digital engagement and Personal Use of Social Media, Procedure 22207 Internet Web Browsing, Procedure 06101 User Responsibilities in Respect of Information Processes and the following guidance documents, which are all available via the Intranet: Social Media Matters, the Communications traffic light system and social media top tips. 1.4. Officers and staff should also familiarise themselves with the following Authorised Professional Practice (APP) document, Police Use of Digital & Social Media (http://www.app.college.police.uk/appcontent/engagement-andcommunication/communications/?s=digital). 2. General Principles 2.1. The tangible benefits of social media are being realised every day, whether that be from identifying suspects from e-fit or CCTV images, to engaging with hard to reach communities and breaking down traditional stereotypes and barriers often associated with police forces. 2.2. Used correctly, this sort of communication tool also supports the force s key priorities designed to cut crime, protect the public and make communities even safer. 3. Statement of Policy 3.1. Social media and digital engagement are terms used for online tools, websites and interactive media that enable users to engage with each other in various ways, through sharing information,
opinions, knowledge and interests. Social media/digital engagement involves building online communities or networks, which encourage participation, dialogue and involvement. 3.2. Hampshire Constabulary uses social media to engage residents of Hampshire and the Isle of Wight in two-way communication, with the aim of increasing satisfaction, sharing information, bringing about safer communities and improving public confidence. The use of social media also enables us to engage with harder to reach groups. 3.3. Our use of social media forms part of a broader range of communications methods. 3.4. Effective use of social media ensures that Hampshire Constabulary is not exposed to security risks or reputational damage. Employees must ensure that they use social media sensibly and responsibly. All usage must be for a policing purpose. 4. Implications of Policy 4.1. Training 4.1.1. This will be provided as part of the Neighbourhood Policing training course. Bespoke training can also be provided by the Corporate Communications Department upon request. 4.2. Data protection and Freedom of Information 4.2.1. Consideration needs to be given as to whether consent is required before any personal data is disclosed. Any intentional breach of the Data Protection Act could result in disciplinary proceedings. There are situations in which we do disclose personal data without consent, however that s in exceptional circumstances, when legally required and with all required prior internal authorisation. 4.2.2. All requests for information that fall under FOI received via social media should be forwarded to the Public Access Office to be dealt with in accordance with the legislation.
4.3. Risks 4.3.1. The public needs to have confidence that such means of communication will be used appropriately and in line with the standards of behaviour and practice underlined within the College of Policing Code of Ethics, a summary of which is available on the intranet, and the values of Hampshire Constabulary. 4.3.2. The following types of risk have been identified with social media use: a. Virus or other malware (malicious software) infection from infected sites. b. Disclosure of confidential or protectively marked information. c. The publication of inappropriate content including, but not limited to, operational material or tactics. d. Damage to the reputation of Hampshire Constabulary. e. Social engineering attacks (this is the act of manipulating people into disclosing confidential material or carrying out certain actions). f. Civil or criminal action relating to breaches of legislation. g. Breach of safeguarding. h. Failure to engage effectively with our communities. 4.3.3. In light of these risks, we need to regulate the use of social media sites and ensure that such use does not damage Hampshire Constabulary, its employees, partners or the people it serves. Social media as a means of communication offers unique potential benefits in terms of the scale of the audience that can be reached through appropriate use, however with that benefit comes an equivalent risk from inappropriate use.
4.4. Non-compliance 4.4.1. Any breaches of this policy or associated procedure and guidance documents will, by default, also be a breach of the Standards of Professional Behaviour and an assessment will be made under the misconduct process as to the seriousness of the breach. This ultimately could lead to misconduct proceedings where the full range of outcomes would be available, including dismissal. 4.5. Consultation 4.5.1. Representatives form the following groups have been consulted as part of the development of this policy: a. Hampshire Police Federation, b. UNISON, 5. Monitoring And Evaluation c. Professional Standards Department, d. Corporate Communications Department, e. Deputy force solicitor, f. Senior Public Access Manager. 6. Review 5.1. The responsibility for monitoring this policy lies with the Head of Corporate Communications. This policy and its associated procedure and guidance will be regularly monitored to ensure that they are operating effectively and that the information is kept up to date. Monitoring will include feedback from social media account owners and members of the public. 6.1. This procedure will be reviewed on its first anniversary and thereafter every three years.
7. Other Related Policies, Procedures and Information Source 7.1. Related Policies 7.1.1. 06100 Information Security and Assurance 7.1.2. 02100 Professional Standards 7.2. Related Procedures 7.2.1. 33501 Digital engagement and Personal Use of Social Media 7.2.2. 06101 User Responsibilities in Respect of Information Processes 7.2.3. 22207 Internet web browsing 7.2.4. 02106 Data Protection 7.3. Information Sources 7.3.1. Pressing Concerns 7.3.2. Social Media Matters 7.3.3. The communications traffic light system 7.3.4. Social media top tips 7.3.5. APP Digital and Social Media (link) 7.3.6. National ACPO social media guidance. 7.3.7. College of Policing Code of Ethics 7.3.8. AD203 Equality Impact Assessment Origin: Corporate Communications