High Kirk Church Social Media Policy

This policy applies to all ministers, elders, staff, volunteers, youth leaders, contractors, and anyone acting on behalf of High Kirk Presbyterian Church.

1. General Principles and Ethos

The use of social media, websites, messaging platforms, and mobile communication must prioritise safeguarding and protect children, young people, and adults at risk. All communication must be safe, transparent, accountable, and consistent with the church’s ethos, in line with Christian witness and responsibility. If in doubt, leaders should seek advice from the Minister / Kirk Session.

2. Social Media Account Setup and Administration

All social media accounts and page profiles must be password protected (with strong passwords and using 2FA, if available) and accessible by at least two approved leaders (ideally including an Elder), regularly monitored, and only used by authorized individuals.

Those members designated as leaders responsible for the account should ensure that their own safeguarding training is up to date.

The congregation, including children and young people, should be aware of who is appointed by the Kirk Session to manage the account and who they should contact if they are concerned about something that has happened online.

3. Management of Social Media

Pages should be private and restricted.

A designated supervisor should be able to monitor all content posted and have login access to remove any inappropriate posts, with reasons given to the person who posted it why the post was removed.

Kirk Session-appointed leaders should approve all those who can post on social media in the name of the congregation.

It is important to be aware that ‘likes’ and ‘shares’ are a method of communication widely used that also require discernment. For example, someone may use a church account to ‘like’ an external organisational page/post that may not be in keeping with the congregation’s ethos. In cases of doubt, leaders should seek advice from the Minister or Kirk Session.

Any internal events or activities run by the organisation that are organized or publicised on the site should ideally be a closed event so as non-members cannot access the event without suitable permission by the site administrators.

If an authorized person steps down from their volunteer role in posting content, their account needs to be removed by the designated supervisor.

4. Communication with Children and Young People

Leaders involved in youth and children’s work should only have children’s and young people’s mobile numbers, if the nature of their involvement requires them to phone or text them.

Leaders must not communicate with children or young people using personal social media accounts or personal email accounts.

Leaders should not friend or follow young people.

Communication should be public or group-based, not in chat rooms, with no private messages, and events must be managed with safeguarding considerations.

Communication should occur via official group channels with at least one leader involved.

Any emails sent to children or young people via the site must be sent to at least one other leader and leaders should avoid communicating with children or young people via email late at night. In signing off a post or email simply sign your name, so nothing can get misinterpreted.

Parents / responsible adults should be asked to give their approval for leaders to communicate with their children or young people via social networking sites, or by any other means of internet communications.  This approval is given by parental consent via ChurchSuite at the commencement of each year. Once known, leaders must adhere to the wishes of parents / guardians.

5. WhatsApp and Messaging Platforms

Messaging groups must have clear rules and purpose for people signing up, include at least two leaders for accountability reasons, and be used for information only, such as event times.

The Kirk Session can only be responsible for the messaging forums used by its leaders to communicate.

Messaging forums should be clear in what they are using to communicate with their members. One-to-one messaging is not appropriate, but all messaging should be done instead within group chats. Under 16s should generally not be included. Parental consent is required for under 18s.

Mixed adult/children’s messaging forums are not good practice, with the sole exception of platforms designed for one-way communication where users’ identity is protected and parental consent is given.

Any personal mobile number (child or adult without consent) should never be shared by any staff or volunteer.

Only the named and vetted leaders of a group should participate in group messaging forums with 16- and 17-year-old participants. If the group is for adults at risk of harm, again, only the leaders of the group should be involved.

All messages should be used for communicating information (e.g., reminders of event times). Messaging forums are not for engaging in conversations.

Pictures and images of anyone involved in or outside the group should never be shared.

Kirk Session should not insist that leaders engage in group messaging forums; to do so usually releases an individual’s personal mobile number to the group, and all have the right to protect this information. It is also not appropriate to then leave someone out of information if they have chosen not to participate (or do not have consent to do so). You must ensure that all members of the group, including any member not in the messaging forum, is getting the same information in appropriate timescales, by alternative methods.

6. Photography and Video

Photographers and camera phone users should respect the private life of others and not take or distribute pictures of other people, if it would invade their privacy.

Parental permission for children or young people is required before taking or sharing images and this approval is given via ChurchSuite at the commencement of each year. Once known, leaders must adhere to the wishes of parents / guardians.

Leaders, children or young people should not send pictures that are obscene, indecent or menacing. All should be made aware that it is a criminal offence to take, make, permit to be taken, distribute, show or possess an indecent or sexually explicit image of a child under 18.

Photographs must be stored securely either electronically or physically and deleted or destroyed when no longer needed.

No-one should have unsupervised access to children or young people for one-to-one photo sessions, nor are photo sessions outside of the activity or at a child’s or young person’s home permitted. The identity of professional photographers or video operators wishing to record an activity should be confirmed by the leader-in-charge before recording can commence.

When commissioning a photographer or inviting the press to an activity, the leader in charge should ensure they are clear about the expectations of them in relations to child protection. The identity of professional photographers / video operators wishing to record an activity should be confirmed by the leader-in-charge before recording can commence.

When posting any pictures or videos of children or young people, leaders should use group photos and be careful to ensure that no unnecessary private details of that child or young person are disclosed – e.g. surnames, unless necessary, for example if the child or young person concerned was winning an award worthy of publication. It is safer to use group photographs rather than photos of individual children, but consent must still be gained through ChurchSuite consent. Do not tag individuals.

Anyone concerned about any photography taking place should discuss his or her concerns with the leader in charge or the Designated Person, Minister or Safeguarding elders.

7. Privacy and Data Protection

Personal details, such as Personal addresses and telephone numbers, should not be seen or shared online.

For leaders in charge of organisations and in church leadership roles, contact details posted should be done with the individual’s consent and only when necessary. Any personal mobile number (child or adult without consent) should never be shared by any staff member or volunteer.

8. Managing Content and Concerns

Inappropriate content must be removed and explained, with anyone informed who may have been affected, including the child/young persons’ parent / guardian, or a representative next of kin for an adult at risk. Safeguarding concerns must follow standard reporting procedures, in the interests of transparency.

Misunderstandings should be addressed by ending conversations and escalating concerns if needed.

If concerned about a child, arrange to meet up to talk further (within the usual child protection parameters), consult the Designated Person or appropriate member of Kirk Session for safeguarding advice, and follow all usual safeguarding procedures.

Any concerns or disclosures of abuse reported through a social networking site or from online communication must be reported immediately, or within 24 hours, to the leader in charge, Designated Person or Safeguarding elders.

9. Risk Awareness

Publicising events online may attract unexpected attendees; appropriate safeguards must be in place when others, who would not have heard about the event, turn up.

10. Accountability

All communication must be transparent, open to oversight, and involve more than one responsible adult where possible.