Communications and Social Media Policy
Reviewed July 2026 – Next Review July 2028
1. Introduction
This policy sets out how Leven Parish Council manages its communications and ensures that all public information is accurate, lawful, respectful and aligned with the Council’s statutory responsibilities. It provides guidance for councillors, the Clerk and others acting on behalf of the Council when using any communication channel, including social media.
“Social media” refers to all online platforms used to publish or share information, including websites, email, Facebook, messaging platforms and other digital tools.
The Council’s website remains the primary and authoritative source of information. Social media platforms are used to supplement this by providing timely updates and directing residents to official information.
Anyone managing Council communications must ensure their devices use up‑to‑date, industry‑standard antivirus and firewall protection.
2. Management of Media and Communication Platforms
The Clerk is the primary contact and administrator for all Council communications, including the website and official social media accounts. A nominated councillor will support the Clerk and act as the Council’s Communications Lead.
This policy applies to:
- Parish Councillors
- The Clerk and any Council employees
- Any person authorised to publish content on behalf of the Council
All communication must reflect the Council’s corporate position, not individual views.
3. Parish Council Website
The official website (www.levenparishcouncil.gov.uk) will be used to:
- Publish agendas, minutes and meeting dates
- Provide contact details for the Clerk and councillors
- Share information about Council projects, events and activities
- Publish positive stories about parish initiatives
- Link to relevant planning applications and decisions
- Advertise councillor and staff vacancies
- Publish statutory notices and public information
- Share information from ERYC, emergency services and community groups where appropriate
- Provide a contact channel for residents
The website will be maintained by the Clerk, with support from the Communications Lead.
4. Facebook and Other Social Media Platforms
Facebook is used to complement the website by providing timely, informal updates and promoting community engagement.
All Council communications on social media must:
- Be civil, respectful, factual and relevant
- Avoid unlawful, defamatory, harassing, discriminatory or offensive content
- Avoid sharing personal data without consent
- Avoid political content or commentary
- Avoid commercial advertising or promotion
- Avoid expressing individual councillor opinions
- Be moderated by the Clerk (or Communications Lead when delegated)
The Council’s social media accounts are not monitored 24/7. Responses may not be immediate.
Where posts allow comments, moderation rules apply. The Council may disable comments where appropriate.
5. Guidance for Councillors Using Social Media
Councillors must uphold the Nolan Principles and the Council’s Code of Conduct when using social media, whether on official or personal accounts.
Councillors must:
- Avoid posting content that could bring the Council into disrepute
- Avoid expressing personal opinions as if they represent the Council
- Avoid engaging in online debate about Council business
- Avoid responding to contentious or inflammatory posts
- Use discretion when sharing Council content onto personal pages
- Seek permission from the Chair (or Communications Lead/Clerk in their absence) before speaking to the press or publishing articles about Council matters not already in the public domain
Councillors are strongly advised not to engage in conversations on social media about live Council issues, complaints, planning matters or policy decisions.
Tone should remain respectful, factual and non‑inflammatory at all times.
6. Use of Photographs and Video
Before publishing photographs or videos on the website or social media:
- Consent must be obtained
- Extra care must be taken when images include children or vulnerable adults
- Copyright must be checked and respected
The Council will not publish images that could compromise privacy, safety or dignity.
7. Legal and Regulatory Considerations
All Council communications must comply with:
- Data Protection Act 2018 and UK GDPR
- Freedom of Information Act 2000
- Equality Act 2010
- Defamation Act 2013
- Copyright law
- Local Government Act 1986 (political neutrality)
Personal data must not be published without explicit written consent.
The Council will remove any content posted on its platforms that includes:
- Personal attacks, insults or harassment
- Racist, sexist, homophobic or discriminatory remarks
- Defamatory statements
- Obscene or offensive content
- Personal data published without consent
- Copyrighted material used unlawfully
- Irrelevant or misleading information
- Political or commercial advertising
The Council may report unlawful content to the appropriate authorities.
Concerns about online content should be reported to the Clerk via clerk@levenparishcouncil.gov.uk or 07725 301557.
8. General Principles and Disclaimers
- Posting on social media does not constitute contacting the Council for official purposes. Residents must contact the Clerk directly for formal matters.
- The Council will not publish or share personal details without consent.
- The Council is not responsible for the privacy practices of social media platforms.
- Use of social media is at the user’s own risk.
- The Council accepts no liability for loss or damage arising from reliance on information published online.
- Social media platforms may occasionally be unavailable; the Council is not responsible for outages.
- The Council is strictly non‑political and will remove political content.
- By interacting with Council platforms, users agree to this policy.
9. Council Meetings
Council meetings are held monthly (except August and January), usually on the first Tuesday of the month at Leven Church Meeting Room at 7pm unless otherwise stated.
Agendas and minutes are published on the website and in at least one village noticeboard.
At the start of each meeting, the Chair will remind attendees:
“All mobile phones and electronic devices should be switched to mute and only used to facilitate this meeting. The public are welcome to attend but may only speak with the Chair’s permission. Parish Council meetings are meetings held in public, not public meetings.”
A public session of up to 10 minutes is included on each agenda. Extensions must be requested in writing and agreed by the Chair in advance.
Sub‑committees and working groups are not decision‑making bodies and are not open to the public unless invited.
10. Noticeboards
The Council maintains noticeboards to display statutory information and Council updates.
Noticeboards will display:
- Meeting agendas (minimum 3 clear days before meetings)
- Signed minutes
- Clerk and councillor contact details
- Website details
- Vacancies
- Election notices
- Relevant public information from ERYC and other agencies
A community noticeboard (or part of a board designated as such) may display information about local non‑profit events. Notices must:
- Be A5 or smaller
- Include contact details
- Be factual and non‑offensive
- Be from non‑profit or charitable organisations
The Council will not display:
- Commercial advertisements
- Fundraising notices for non‑charitable organisations
- Political notices
A delegated councillor will maintain the noticeboards. The Council reserves the right to decline any notice.
11. Press and Media
All media enquiries must be directed to the Clerk in the first instance.
The Chair or Communications Lead may act as the Council’s spokesperson when required.
Press releases will be drafted by the Clerk and approved by the Chair and Communications Lead before publication.
Councillors must not speak to the media on behalf of the Council unless authorised.