EDINBURGH INTERNATIONAL FILM FESTIVAL LIMITED (the “Charity”)
A Charity Registered in Scotland – SC053218
Introduction
Edinburgh International Film Festival (EIFF) recognises that social media tools for online interaction and connection are increasingly used to share personal opinions and participate in online dialogue as individuals. Social media can also jeopardise organisational matters, bring the Festival into disrepute or even give rise to legal disputes.
When someone clearly identifies their association with EIFF and/or its activities or their work online, or otherwise, they are expected to behave appropriately, and in ways that are consistent with EIFF’s values and operational policies.
The following guidelines are intended as a way of protecting the Festival’s reputation and operations. The intention of this policy is not to stop staff members from conducting legitimate activities on the internet or indeed using social media, but to serve as a guideline when conflicts could arise, and as guidance on how these will be addressed.
Aims and Purpose
The aims and purpose of the Social Media Policy are to ensure that all staff (employees and contractors):
- are not engaged in activities on the internet which might bring EIFF or their activities into disrepute.
- do not use the internet in any way to attack or abuse colleagues, suppliers, partners or funders.
- do not post derogatory or offensive comments on the Internet.
- do not represent EIFF online without prior authorisation
- make appropriate use of social media and the internet with positive outcomes for EIFF.
- The Social Media Policy provides that under no circumstances should derogatory, negative or offensive material be posted about EIFF, our clients, sponsors/partners and third parties, our contacts, our employees or other parties related to our business.
- This policy covers all individuals working at all levels, including senior managers, employees, consultants, contractors and applies to the use of social media for both business and personal purposes. Personal internet access should be kept to an absolute minimum at work. Though staff members may occasionally need to use the internet for personal use, they are expected to keep this usage to a reasonable minimum level, and to conduct this during breaks. This also applies to the use of social media.
- Responsible use of Social Media
- EIFF is committed to ensuring that all social media usage within its workplace is carried out at a responsible and acceptable level. Therefore, employees should not make or post offensive remarks about the organisation, clients, customers, suppliers or any other persons associated with the organisation. This includes the possible channels below, but is not limited to these.
LinkedIn accounts
Whilst these accounts are primarily used as a professional tool, they cannot be truly private. There are a number of sensible steps that employees should adhere to when using LinkedIn accounts:
Should a staff member resign or be dismissed, by whatever reason, they will be required to update their employment status immediately upon termination.
Staff must be mindful when or if making a recommendation or making a connection with a contact, that they may indirectly be acting on behalf of EIFF. Employees should also be mindful that their views may be indirectly representative of EIFF. If Employees feel in any doubt as to the content or tone of any recommendations, they should speak to their Line Manager immediately.
Facebook, Twitter, Instagram, TikTok, Letterboxd accounts
Staff are not permitted to use their personal Facebook / Twitter/ Instagram/ TikTok/Letterboxd account at work nor be deemed to represent the Festival on their personal account.
When using any of these social media channels in their personal time, staff must be aware that damaging EIFF’s reputation or putting either into disrepute on their own profile(s) will be dealt with under the relevant disciplinary policy. Staff should be mindful of the information that is posted on their social networking profiles. This can include any inference towards employees, clients, sponsors/partners and any other party related to the work of EIFF.
We encourage the use of EIFF’s own social media channels. Users with account access should be mindful of the principles of representing the Festival online whilst using these.
Blogging
EIFF encourages Employees to contribute to forums, blogs and industry websites. Whilst employees are being encouraged to share EIFF updates and industry news, they may also be privy to information that is sensitive, and that others in the organisation are not. Employees must therefore use complete discretion in the information that they post to avoid breach of confidentiality or Intellectual Property. If an employee is ever unsure about the content or nature of a post, they should discuss this with their Line Manager.
Where an Employee or contractor is posting/blogging at home, is not identified as an employee of the Festival; is not discussing the Festival, and their posting/blogging is purely around personal matters, this would fall out-with the remit of this policy. Should an employee indicate that they are an employee of the Festival, they should make clear that these are their personal views and not those of EIFF. Employees and contractors must be mindful of their obligations on confidentiality under their contract of employment.
Compliance
Any breach of this policy, or instances where employees are deemed to bring EIFF or its activities into disrepute via social media, social networking or by any other electronic means, will be dealt with under the relevant disciplinary policy.
This Policy is in addition to, and is not intended to supersede, any other policies, procedures or standards applying to communications internally or externally by employees of the Edinburgh International Film Festival. Edinburgh International Film Festival reserves the right to amend or replace this Policy at its sole discretion and without prior notice.
Social Media Policy in practice
Reputation
Be mindful of EIFF’s reputation. Don’t do or say anything contrary to the core values or objectives of the Festival.
• Acceptable: I’ve seen 18 films @edfilmfest!
• Unacceptable: I’ve seen 18 films @edfilmfest – they’ve all been rubbish!
Often, an initial comment, image or video on social media can be amplified by being picked up by traditional media, distributors, funders and/or filmmakers. Be mindful of the possibility of such amplification – a tweet can prolong its lifespan and generate extended coverage and negative exposure.
Legal
Don’t write about or condone anything that is illegal – including libel and defamation, copyright infringement, plagiarism or contempt of court. Never quote more than short excerpts of someone else’s work. Observe best practice by linking to others’ work rather than reproducing.
Confidentiality
Do not publish anything that is not publicly available on EIFF websites. Do not publish confidential information relating to EIFF projects or individuals – this includes unpublished details about campaigns, details of current projects, financial information, research and industry secrets.
Misinterpretations of Edinburgh International Film Festival
Don’t ignore any comments you see about EIFF in online and social media channels – notify your Line Manager or the Marketing Manager immediately. EIFF will reactively respond to any misrepresentations made in social and other online media and will strive to correct factual inaccuracies.
Setting up work-related social media accounts
Any niche or project-specific accounts must be set up with the Marketing Manager’s approval. Identities, log-in IDs and usernames created with the aim of promoting the work of EIFF may not use EIFF’s name without prior approval from the Marketing Manager.
Personal use of social media
Do you work for EIFF?
Please remember that EIFF employees and contractors are subject to this policy to the extent they identify themselves as an EIFF employee or can be identified as a representative of EIFF. This would include volunteers, interns, and employees of other organisations who could be seen to be a representative of EIFF, for example an employee of a partner venue.
Disclaimer
Staff members should make it clear in personal postings that they are speaking on their own behalf, write in the first person and use a personal email address when communicating on a personal basis. ‘Edinburgh International Film Festival’ or ‘EIFF’, or variations of either, should not be used as part of your social media handles.
On your own personal social media accounts, declare that opinions are your own and not EIFF. For example:
• Joey Bloggs @JoeyMBloggs – Marketing Manager @edfilmfest. All views here my own.
