Social Media Policy – Pont-y-pwl & District Runners

Social Media Policy

Policy overview and purpose

Social media is changing the way we communicate.

This policy has been developed to inform our community about using social media so people feel enabled to participate, while being mindful of their responsibilities and obligations. In particular, this policy provides practical guidance allowing all parties to benefit from the use of social media, while minimising potential risks and protecting those involved.

This policy assists to establish a culture of openness, trust and integrity in all online activities related to Pont-y-pwl and District Runners.

Underlying principles

This policy complements Pont-y-pwl and District Runner’s core values:

to promote the sport of running and to support, encourage and motivate runners of all abilities.

The welfare officers are responsible for all matters related to this policy.


This policy applies to all persons who are involved with the activities of the club: -• Members/associate members/juniors;

• persons appointed or elected to committees and sub-committees;

coaches/assistant coaches and leaders


  • Social media refers to any online tools or functions that allow people to communicate and/or share content via the internet.
  • This social media policy applies to platforms including, but not limited to:
  • Social networking sites (e.g. Facebook, Twitter, LinkedIn, Google+, Pinterest, Yammer, etc)
  • Video and photo sharing websites or apps (e.g. YouTube, Vimeo, Instagram, Flickr, Vine, etc)
  • Blogs and micro-blogging platforms (e.g. Tumblr, WordPress, Blogger, etc)
  • Review sites (e.g. Yelp, Urban Spoon, etc)
  • Live broadcasting apps (e.g. Periscope, Meerkat, Facebook Mentions, etc)•
  • Podcasting (e.g. iTunes, Stitcher, Sound cloud, etc)
  • Geo-spatial tagging (e.g. Foursquare, etc)
  • Online encyclopaedias (e.g. Wikipedia, etc)
  • Instant messaging (e.g. SMS, Skype, Snapchat, WhatsApp, Viber, etc)
  • Online multiplayer gaming platforms (e.g. World of Warcraft, Second life, Xbox Live, etc)
  • Online voting or polls
    Public and private online forums and discussion boards
  • Any other online technologies that allow individual users to upload and share content.

This policy is applicable when using social media as:

  1. an officially designated individual representing Pont-y-pwl and District Runners on social media; and
  2. if you are posting content on social media in relation to Pont-y-pwl and District runners that might affect the services, events, members or reputation.

NOTE: This policy does not apply to the personal use of social media where it is not related to or there is no reference to Pont-y-pwl and District Runners or its business, competitions, teams, participants, events, members or reputation

Using social media in an official capacity

  • You must be authorised by the committee before engaging in social media as a representative of Pont-y-pwl and District Runners.
  • As such, the boundaries between when you are representing yourself and when you are representing Pont-y-pwl and District Runners can often be blurred. Therefore it is important that you represent both yourself and Pont-y-pwl and District Runners appropriately online at all times.


  • You must adhere to the following guidelines when using social media related to Pont- y-pwl and District Runners or its competitions, teams, participants, events, members or reputation.
  • Use common sense
  • Whenever you are unsure as to whether or not the content you wish to share is appropriate, seek advice from others before doing so or refrain from sharing the content to be on the safe side.
  • When using social media, the lines between public and private, personal and professional, may be blurred. Remember, you are an ambassador for Pont-y-pwl and District Runners.
  • Protecting your privacy
  • Be smart about protecting yourself and your privacy.
  • When posting content online there is potential for that content to become publicly available through a variety of means, even if it was intended to be shared privately. Therefore, you should refrain from posting any content online that you would not be happy for anyone to see, even if you feel confident that a particular individual would never see it.
  • Where possible, privacy settings on social media platforms should be set to limit access. You should also be cautious about disclosing your personal details.


  • Your honesty—or dishonesty—may be quickly noticed in the social media environment. Do not say anything that is dishonest, untrue or misleading. If you are unsure, check the source and the facts before uploading or posting anything. Pont-y- pwl and District Runners recommends erring on the side of caution – if in doubt, do not post or upload.
  • Do not post anonymously, using pseudonyms or false screen names. Be transparent and honest. Use your real name, be clear about who you are and identify any affiliations you have.
  • If you have a vested interest in something you are discussing, point it out. If you make an endorsement or recommendation about something you are affiliated with, or have a close relationship with, you must disclose that affiliation.
    The web is not anonymous. You should assume that all information posted online can be traced back to you. You are accountable for your actions both on and offline, including the information you post via your personal social media accounts.

Use of disclaimers

Wherever practical, include a prominent disclaimer stating who you work for or are affiliated with and that anything you publish is your personal opinion and that you are not speaking officially. This is good practice and is encouraged, but don’t count on it to avoid trouble -– it may not have legal effect.

Respect confidentiality and sensitivity

  • When using social media, you must maintain the privacy of Pont-y-pwl and District’s confidential information. This includes information that is not publically accessible, widely known, or not expected to be shared outside of the club.
  • Remember, if you are online, you are on the record—much of the content posted online is public and searchable.
  • It is perfectly acceptable to talk about Pont-y-pwl and District Runners and have a dialogue with the community, but it is not okay to publish confidential information of the club.
  • When using social media you should be considerate to others and should not post information when you have been asked not to, or where consent has not been sought and given. You must also remove information about another person if that person asks you to do so.
  • Permission should always be sought if the use or publication of information is not incidental, but directly related to an individual. This is particularly relevant to publishing any information regarding minors. In such circumstances, parental or guardian consent is mandatory.

Gaining permission when publishing a person’s identifiable image

  • You must obtain express permission from an individual to use a direct, clearly identifiable image of that person.
  • You should also refrain from posting any information or photos of a sensitive nature. This could include accidents, incidents or controversial behaviour.
  • In every instance, you need to have consent of the owner of copyright in the image.

Complying with applicable laws

Do not post or link to content that contains illegal or indecent content, including defamatory, vilifying or misleading and deceptive content.

Abiding by copyright laws

  • It is critical that you comply with the laws governing copyright in relation to material owned by others and Pont-y-pwl and District Runners’ own copyrights and brands.
  • You should never quote or use more than short excerpts of someone else’s work, and you should always attribute such work to the original author/source. It is good practice to link to others’ work rather than reproduce it.

Discrimination, sexual harassment and bullying

The public in general, and Pont-y-pwl and District Runners members, reflect a diverse set of customs, values and points of view.

You must not post any material that is offensive, harassing, discriminatory, embarrassing, intimidating, sexually explicit, bullying, hateful, racist, sexist or otherwise inappropriate.

When using social media you may also be bound by Pont-y-pwl and District Runners’ values and Welfare and Bullying Policy.

Dealing with mistakes

If Pont-y-pwl and District Runners makes an error while posting on social media, be up front about the mistake and address it quickly. If you choose to modify an earlier post, make it clear that you have done so. If someone accuses the club of posting something improper (such as their copyrighted material or a defamatory comment about them), address it promptly and appropriately and if necessary, seek legal advice.

Conscientious behaviour and awareness of the consequences

Keep in mind that what you write is your responsibility, and failure to abide by these guidelines could put your membership at risk.

Policy breaches

Breaches of this policy include but are not limited to:

Using Pont-y-pwl and District Runners’ name, and logo in a way that would result in a negative impact for the organisation, club and/or its members.
Posting or sharing any content that is abusive, harassing, threatening, demeaning, defamatory or libellous.

  • Posting or sharing any content that includes insulting, obscene, offensive, provocative or hateful language.
  • Posting or sharing any content in breach of Pont-y-pwl and District Runners’ Welfare and Bullying Policies
  • Posting or sharing material that brings, or risks bringing Pont-y-pwl and District Runners, its affiliates, its sport, its officials, or its members into disrepute. In this context, bringing a person or organisation into disrepute is to lower the reputation of that person or organisation in the eyes of the ordinary members of the public.

Reporting a breach

If you notice inappropriate or unlawful content online relating to Pont-y-pwl and District Runners or any of its members, or content that may otherwise have been published in breach of this policy, you should report the circumstances immediately to the Chairman of the committee or a welfare officer.


  • Alleged breaches of this social media policy will be investigated by a committee member/welfare officer
  • Where it is considered necessary, a breach of this social media policy may be reported to the police.
  • Disciplinary process, consequences and appeals.
  • Depending on the circumstances breaches of this policy may be dealt with in accordance with the club’s disciplinary procedure.

Our Partners

Working in partnership with...