Social Media and Digital Communication Policy

Effective Date: 8th December 2024
Review Date: December 2025
Applies To: All HP3 staff, contractors, athletes, and stakeholders.

1. Purpose

This policy outlines the appropriate use of social media and digital communication tools in the HP3 coaching environment. It aims to protect the privacy and safety of both athletes and coaches, maintain professional boundaries, and promote a positive and respectful online presence.

2. Scope

This policy applies to:

  1. HP3 Coaches and Staff: Use of social media platforms, emails, messaging apps, and video conferencing tools to interact with athletes.

  2. Athletes and Stakeholders: Communication with coaches and use of HP3-related content on social media.

3. Key Principles

  • Maintain professionalism in all digital interactions.

  • Respect privacy and confidentiality.

  • Avoid content or behaviours that could harm the reputation of HP3 or its participants.

  • Use approved platforms for communication to ensure consistency and security.

4. Approved Platforms

HP3 staff and coaches may use the following platforms for communication:

  • Approved Platforms for Communication:

    1. WhatsApp (Professional Use Only):

      • Coaches may use WhatsApp for team or athlete communication.

      • Communication must remain professional, concise, and relevant to coaching.

      • Avoid private one-to-one messaging with minors; include a parent/guardian in group chats.

      • For vulnerable adults, ensure communication aligns with safeguarding policies.

    2. Microsoft Teams: For virtual meetings and discussions.

    3. TrainingPeaks: For training plans, updates, and athlete feedback.

    4. Email: For formal communication and document sharing.

    Guidelines for Using WhatsApp:

    • Create dedicated professional groups for athletes, parents/guardians (if minors), and the coaching team.

    • Archive chats periodically and delete unnecessary messages to minimise data retention risks.

    • Coaches must not share personal opinions, jokes, or content that could be misinterpreted.

5. Social Media Guidelines for Coaches and Staff

Social media platforms play an important role in HP3’s engagement strategy, allowing us to celebrate success, communicate with the wider community, and share updates. The following guidelines apply to HP3’s official social media accounts and the personal accounts of our coaches.

  1. HP3 Official Social Media Accounts

    HP3’s official social media accounts (e.g., Instagram) are maintained to promote the organisation’s activities, achievements, and values.

    Content Standards:

    • Posts should focus on:

      • Athlete achievements.

      • Updates on events, training sessions, and key milestones.

      • Motivational and informative content aligned with HP3’s mission.

    • Consent: Ensure prior written consent is obtained before sharing images, videos, or stories featuring athletes (or parents/guardians in the case of minors).

    • Avoid sharing sensitive or private information, such as personal details, performance data, or injury updates, unless explicitly authorised by the athlete.

    Engagement:

    • Respond to comments and messages professionally, ensuring all public-facing communication aligns with HP3’s values.

    • Redirect coaching-specific queries (e.g., training plan amendments) to approved communication channels such as WhatsApp or email for a more appropriate response.

    Coaches’ Personal Social Media Accounts

    While coaches are encouraged to share and promote HP3’s activities, their personal accounts should reflect professionalism and align with the organisation’s reputation and values.

    Professional Expectations:

    • Maintain professionalism in all public posts and comments.

    • Avoid engaging with or sharing content that is controversial, offensive, or damaging to HP3’s reputation.

    • Include a disclaimer such as “Opinions are my own” for posts not directly affiliated with HP3, especially when discussing coaching-related topics.

    Sharing Success Stories:

    • Coaches may share athlete success stories on their personal accounts with the athlete’s consent.

    • When sharing HP3-related content, tag or direct followers to HP3’s official accounts for a broader and consistent organisational message.

    • Be mindful of oversharing details about individual athletes to protect their privacy.

    Separation of Personal and Professional:

    • Coaches are encouraged to create separate accounts for professional content if their personal accounts focus primarily on non-coaching-related material.

    • Use professional accounts to post coaching tips, success stories, and industry-related content, while maintaining personal accounts for non-work-related activities.

    Balancing Professionalism and Flexibility

    HP3 supports the use of social media as a tool for positive engagement but expects all staff and coaches to adhere to the above guidelines. By maintaining professionalism and respecting privacy, we can effectively balance flexibility in content sharing with the need to uphold HP3’s values and reputation.

6. Social Media Guidelines for Athletes

  1. Respect for Coaches and Fellow Athletes:

    • Refrain from posting disrespectful or inappropriate content related to HP3, its coaches, or other athletes.

  2. Consent for Sharing Content:

    • Obtain consent before sharing images or content that feature HP3 coaches or other athletes.

  3. Use of HP3 Branding:

    • Use HP3 logos, materials, or branding on personal accounts only with prior approval.

7. Digital Communication Guidelines

  1. Boundaries for Communication:

    • Coaches will respond to queries within HP3’s standard communication hours (8:00 am – 8:00 pm, Monday to Friday).

    • Urgent queries outside these hours will be addressed at the coach’s discretion.

  2. Group Communications:

    • For group communications, ensure transparency by using platforms that allow all participants to see and respond (e.g., group emails or shared platforms like Teams).

  3. One-to-One Communication:

    • Avoid private one-to-one messaging with minors. Always include a parent or guardian in communications.

    • For vulnerable adults, ensure communication aligns with safeguarding policies.

  4. Video Conferencing:

    • Use secure and approved platforms for virtual coaching sessions.

    • Ensure a neutral background and dress professionally for all video calls.

8. Monitoring and Misuse

  1. Monitoring:

    • HP3 may monitor professional accounts to ensure adherence to this policy.

  2. Misuse:

    • Any breach of this policy will result in an investigation and may lead to disciplinary action, including termination of services or contracts.

9. Reporting Concerns

If you witness inappropriate use of social media or digital communication tools:

  • Report immediately to Designated Safeguarding Officer or Head Coach.

  • Concerns will be handled confidentially and investigated promptly.

10. Review and Updates

This policy will be reviewed annually or in response to technological or operational changes. Updates will be communicated to all staff and athletes.

Acknowledgement

By engaging with HP3, you agree to adhere to this Social Media and Digital Communication Policy.