embark2 Social Media Policy
1. Use of Social Media
Embark2 uses social media to provide the on-line community with information, news, and updates on embark2 services, events, holidays and to show how we support widows and widowers in rebuilding their lives. We use our embark2 website, Facebook page and Instagram page.
We have no intention of creating on-line groups apart from our own discussion forums on our website. Third party content and/or links to the website and Facebook page will only be permitted with the approval of embark2’s Executive Team.
Access to our website is password controlled. Additional access to the website for administration purposes is restricted to nominated people/ members who have had GDPR training and have the skills and knowledge to use social media appropriately. They are responsible for reviewing our social media content, to ensure that it is up-to-date, relevant, and appropriate; they are permitted to remove content and advise our Executive Team as necessary.
The nominated people/members will ensure embark2’s Executive Team are kept up to date with UK legislation and codes of practice relating to social media.
2. Use of on-line messaging apps
The Slack messaging app is currently preferred as it offers an overall better means of communication for us than other messaging platforms.
We set up a specific Slack group for each holiday, to keep members up to date with arrangements and so they can stay in touch with others on the trip. Members are informed about Slack in the joining instructions for each holiday and at the Meet and Greet. Joining Slack is optional for each member. Each Slack group is opened a week before the holiday and automatically closed immediately. Only those members who have been invited by the group leader will be able to access the Slack group.
Embark2 has no control over the security settings that are present in the Slack messaging app. On joining a Slack Group, individual members choose specific security settings for their use of the app.
Embark2 will not allow anyone to access any Slack group without informing members and without that person being given express permission to join by the Executive Team.
3. Rules for the use of all embark2 digital platforms.
3.1 Be mindful of security and confidentiality.
When members are using any digital platform, they should ensure that their own security settings are as tight as possible.
Posts or messages containing personal contact details (name, address, telephone numbers etc.) are not encouraged for reasons of confidentiality and safety. Users of digital platforms who voluntarily share information which may include personal data should remember that it can be viewed by other members.
Embark2 advises all members to take care with the nature of information shared and we reserve the right to remove any data that is considered by the Executive Team to be inappropriate or that which may put a member at risk.
3.2 No spam, advertising or promotions are allowed.
Any automated messages, advertisements or links to competitor websites will be deleted.
3.3 No illegal content is allowed.
Members contributing to the embark2 forums must not post material which:
a. is, or likely to be perceived as, discriminatory, hateful, false, inaccurate, threatening, libellous, defamatory, abusive, obscene, indecent, seditious, offensive, pornographic, harassing, profane, sexually orientated, invasive of a person's privacy, liable to incite racial hatred, menacing, scandalous, inflammatory, blasphemous, in breach of confidence, or which may cause annoyance or inconvenience or otherwise be a breach of the law.
b. is copyrighted material unless the copyright is owned by the user or unless the user has all necessary licences and/or approval.
c. would constitute or encourage conduct that would be considered a criminal offence, give rise to civil liability, or otherwise be contrary to the law of or infringe the rights of any third party, in the UK or any other country in the world.
d. constitutes an advertisement, chain letters, pyramid schemes or any other form of solicitation.
e. could be technically harmful (including, without limitation, hacking, the introduction of computer viruses, logic bombs, Trojan horses, worms, harmful components, corrupted data or other malicious software or harmful data).
Posts containing any of the above will be deleted and any member posting such material may be subject to the Complaints Policy.
3.4 Use of the embark2 digital platforms for the gathering of information for research purposes, articles, or surveys is not allowed.
This is not allowed unless express permission has been given by the embark2 Executive Team. Any information gathered must be anonymised and individual permission must be given by each member whose information is used.
3.5 embark2 is not responsible for the content of any external websites.
If members refer to the content of external websites which is deemed inappropriate, embark2 reserves the right to remove the links to these.
4. Digital images
4.1 Respect privacy when posting photos.
Members should only post photos of other members on the embark2 digital platforms after obtaining their permission as there may be some members who do not wish their image to be posted and their wishes must be respected.
Photos which include other embark2 members must not be posted on any digital platform other than embark2 platforms.
If a member discovers that their photo has been posted on any online forum against their wishes, they should write to enquiries@embark2.co.uk so that appropriate action may be taken.
4.2 Use of On-line digital images
Embark2 uses on-line digital images on its social media platforms to promote embark2’s holidays and events. We may also use a selection of photos posted on the embark2 groups via the Slack messaging app to promote embark2 in accordance with this policy.
In general, we will not use images on our Facebook and Instagram platforms that would allow face recognition. Members may opt out of having their photos or images used on our digital platforms and embark2 will respect their wishes.
Members can grant or withhold permission for the use of photos via the Booking Form which members complete for each holiday and event.
5. Breach of these rules
In the event of a complaint that these rules have been breached, embark2 will instigate the Complaints Policy.
6. If there is an incident
In the event of an incident, the nominated people assigned to embark2’s social media must report this immediately to the Executive Team and remove any content as necessary. Any abusive messages or posts will be removed and reported to the Executive Team.
This policy should be read in conjunction with all our other policies, but, in particular with our Code of Behaviour and Complaints Policies.
Approved 12 April 2024
Review date April 2026