Last updated
Purpose: This policy provides guidelines for the responsible use of social media by all Kickass Online Ltd (‘KO’) employees. It aims to protect KO’s reputation and client relationships while respecting employees’ right to a private life and lawful personal expression.
Scope: This policy applies to all KO employees and covers: use of social media during working hours; use of official KO social media accounts; and personal social media use outside working hours where it references KO, its clients, competitors, or colleagues, or where it could reasonably be linked back to KO.
This policy does not restrict employees from making protected disclosures under the Public Interest Disclosure Act 1998 (see the Whistleblowing Policy).
Professionalism
All employees must conduct themselves professionally when posting on social media in a context connected to KO, whether on official accounts or personal accounts where their association with KO is apparent. This includes interactions with clients, competitors, and members of the public.
Confidentiality
Confidential information about KO, its clients, suppliers, or business partners must never be shared on social media. This includes: client names or project details (unless the client has given written consent); commercially sensitive information; unreleased products, pricing, or business strategies; and any information that is not already in the public domain.
Breaching client confidentiality on social media is a serious disciplinary matter and may constitute a breach of contract.
Respect, Non-Discrimination, and Harassment
Social media posts, including those made on personal accounts outside working hours, must not be discriminatory, offensive, or harassing towards colleagues, clients, or any group with a protected characteristic under the Equality Act 2010. Posts of this nature can constitute harassment under the Act even if made outside the workplace, and will be treated as a disciplinary matter.
Do not engage in arguments, pile-ons, or heated public disputes that could reflect negatively on KO.
Personal Accounts and Out-of-Hours Use
Employees are free to use personal social media accounts as they choose outside working hours. However, where your association with KO is apparent (e.g. in your bio or profile), you should:
- Add a disclaimer such as “Views are my own and do not represent Kickass Online Ltd”
- Avoid posting content that could bring KO into disrepute or undermine trust with clients
- Not comment on active client projects, disputes, or commercially sensitive matters
KO will only take action regarding personal out-of-hours social media activity where there is a clear and direct impact on KO’s reputation, client relationships, or the working environment, for example, discriminatory content, breach of confidentiality, or conduct that would undermine trust in KO’s professional integrity.
Official KO Accounts
Employees authorised to post on KO’s official social media channels (LinkedIn, Instagram, and others) must:
- Follow KO’s brand guidelines and tone of voice at all times
- Obtain approval from the line manager for content that involves clients, case studies, or commercially sensitive topics
- Never post on official channels without authorisation
- Ensure all content complies with platform terms of service and applicable law
Access credentials for official KO accounts must be stored in LastPass and must not be shared outside the authorised team.
AI-Generated Content
KO uses AI tools as part of its content workflow. When publishing AI-assisted content on official KO channels or in a professional capacity linked to KO:
- Content must be reviewed, edited, and approved by a human before publishing
- Client data or confidential information must never be entered into public AI tools to generate content
- AI-generated imagery used in posts must not infringe third-party copyright or likeness rights
- Sponsored or paid posts must comply with ASA and CAP guidelines, including clear disclosure
Legal Compliance
All social media activity must comply with applicable law, including:
- Copyright, do not publish images, videos, or written content owned by others without permission or a valid licence
- Defamation, do not make false statements of fact about individuals, companies, or competitors
- Consumer protection, do not make misleading claims about KO’s services or competitors’ services
- ASA/CAP Code, any sponsored or paid content (including gifted products or paid partnerships) must be clearly labelled
Reporting
Employees who become aware of social media content that misrepresents KO, breaches client confidentiality, or could damage KO’s reputation should report it to their line manager or to info@kickassonline.com promptly.
Policy Violations
Breaches of this policy may result in disciplinary action in accordance with KO’s Disciplinary Policy, up to and including dismissal. The severity of any action will be proportionate to the nature of the breach.
Review
This policy will be reviewed annually.
Last reviewed: May 2026.