Social Media Policy.
A guide for staff and volunteers on using social media to promote the work of Wellbeing in the Weald [WITW] and in a personal capacity.
This policy will be reviewed biennially by the Trustees of WITW, and if needed, it will be amended accordingly, following consultation with appropriate volunteers.
Last updated by Alison Burdick on 20 May 2026
Agreed by the Trustees on 21 May 2026
POLICY AND GUIDANCE
1. Wellbeing in the Weald and Social Media
WITW uses social media to create and share content and information for the purpose of reaching out to people in Cranbrook and the surrounding villages, who may benefit from the support and activities the charity provides in mental health and wellbeing support. These online platforms are in addition to, but in conjunction with, other printed marketing materials, an email newsletter, and word of mouth promotion and profile raising of WITW.
2. Social Media used by WITW
WITW has a website which is updated with news and information as appropriate, as well as accounts on Instagram and Facebook which contain new posts on a regular basis. These platforms are used to promote the work of the charity, the activities it offers, and provide a way of interacting online with others.
X (formerly Twitter) and TikTok are not considered appropriate social media platforms for WITW at this time.
3. Guidelines on Social Media Usage on behalf of WITW
The Instagram and Facebook accounts are used primarily for sharing regular new content (including narrative, images, and video from forthcoming activities and events, as well as information about recent activities and events). Posts on these accounts should always reflect WITW's purpose and be for its benefit.
Posts that are added to the WITW Instagram account duplicate automatically to the WITW Facebook account.
The difference between a personal and professional opinion can be blurred on social media, particularly if discussing issues relating to WITW's work. It is therefore imperative that any narrative or content must reflect the opinion and values of WITW and not those of the individual posting narrative on the WITW's accounts.
Social media posts on behalf of WITW must not be:
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harmful – what may be harmful to one person might not be considered an issue by someone else, however the UK Safer Internet Centre defines harmful content in simple terms as anything online which causes a person distress or harm
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inconsistent with our charity’s purpose
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not in our charity’s best interests
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in breach of UK GDPR rules on publishing personal information or data
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in breach of copyright law - if using images on social media obtained from elsewhere
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in breach of defamation law
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in breach of equality and human rights including discrimination, victimisation, harassment, and freedom of expression
WITW Instagram and Facebook posts should only be shared on trustees', volunteers' or admin staff's personal Instagram or Facebook pages, if either asked to do so by a trustee, or if permission has been given by a trustee.
The WITW website (www.wellbeingintheweald.co.uk) includes a wide range of information about the charity and the activities it offers, together with a range of other helpful information to the local community.
Confidential, sensitive, or internal information relating to WITW, its service users, volunteers, staff, donors, or partner organisations must never be shared on social media.
4. Safeguarding
Social media activity must always support WITW’s safeguarding responsibilities. No content should place vulnerable individuals at risk, compromise confidentiality, or encourage inappropriate contact outside approved charity channels.
5. User Access
WITW’s social media accounts are run by a Trustee, Alison Burdick, and her team at Merito Marketing. Full administrative access is held with Sam Polok (with the ability to add or delete access) and working access by members of the Merito team.
No additional accounts should be set up in WITW's name by any trustee or volunteer, as this could be damaging to the charity's brand and reputation, as well as confusing to the public.
6. Amendments
Any errors spotted should be reported to those with user access as listed above.
7. If something goes wrong
If a situation should arise where something negative or unintentional occurs as a result of a WITW social media post (other than that mentioned in point 5 above), then the trustees should be advised as soon as possible, and advice sought from them as to what immediate appropriate action should be taken to rectify the situation as quickly as possible.
If a member of the public comments on a WITW post in a disparaging or offensive way, then the comment should be removed as quickly as possible by one of the people named above who has access rights to do so, thus preventing further comments of a similar nature being added.
Comments that are abusive, defamatory, discriminatory, threatening, misleading, or otherwise inappropriate will be removed. Constructive criticism or complaints should not automatically be deleted and may, where appropriate, be responded to professionally or redirected to a private communication channel.
In the event of the above happening, where a comment does paint WITW, a trustee, or a volunteer in a negative light, then the trustees must investigate this fully, immediately following the removal of the offensive comment, in case there is any justification for it, which must then be dealt with accordingly.
8. Use of personal social media accounts — appropriate conduct.
Most trustees and volunteers are likely to have their own social media accounts and this policy and guidance document is not intended to inhibit personal use of social media but instead flags up those areas in which conflicts might arise and care should be taken.
WITW staff, trustees and volunteers are expected to behave appropriately, and in ways that are consistent with WITW's values and policies, both online and in everyday life.
Please therefore note the bullet points below:
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Be aware that any information you make public could affect how people perceive WITW.
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Be clear when you are speaking for yourself and not on behalf of WITW.
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When discussing or sharing WITW content on personal social media accounts, individuals should make clear they are expressing personal views and should communicate respectfully and responsibly.
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Should you have a personal blog or website, you should not mention WITW on them unless permission has been granted by a trustee to do so.
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In conversations with others relating to WITW, please use common sense and good judgement in all that you say. If necessary, please refer the person onto a trustee for further information or clarification.
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Never use WITW's logo unless approved to do so. Permission to use the logo should be requested from the trustees and the purpose clearly explained.
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When volunteering at any WITW event, please remember that you are representing the charity in all of your actions.
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Think about your reputation as well as the WITW's. Express your opinions and deal with differences of opinion respectfully. Don't insult people or treat them badly.