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Whether you intend to join one or a number of social media platforms, security should be at the top of your agenda. Identity theft, fake emails and security threats to small and large companies are on the rise. Ensuring you are using social media securely is essential.

Online Security for social media

Using social media can expose you and your business to attacks from hackers and other malicious groups. However, there are many steps you can take to help prevent identity theft and security threats. Follow the guidelines below to ensure you use social media safely:

Secure your login details

Keep your login details secure and regularly change your password. Use a strong complex password that is over eight characters long and contains capital letters, symbols or numbers.

Manage access control

Keep tight control of who has access to your corporate accounts and what they can view, post and edit. Some staff may only need to access analytics. Others may need full admin powers. Make sure that anyone leaving the business can't get access. This can be done by changing passwords or removing their admin permissions.

Be cautious of unexpected contacts

Be cautious of anyone who contacts you unexpectedly on social media claiming to be a reputable organisation. This could be a phishing attack. Phishing is where emails or messages seem to be from a reliable source, like a bank or another business but they are actually used to get personal details.

Protect against corporate identity theft

Watch out for corporate identity theft. Criminals could use your business name and branding on social media. They would pose as your business to gain users' trust. This could be part of a phishing scam or an attempt to gain high numbers of followers that can be sold on.  You can report fraud to Action Fraud. Running competitions on social media can put your business at risk of being impersonated. 

Safeguard sensitive information

Never reveal any sensitive information about yourself, your business, or your customers. First, check the credentials of the enquirer.

Secure your wireless network

If you access social media via wi-fi, ensure you have enough security. This protects your network from eavesdropping and hackers.

Handle attachments with care

Avoid opening message attachments from unknown sources.  If you receive an unexpected attachment from what appears to be someone you know – check with the sender first.  Don't open attachments with file endings like '.exe' (an executable file) or '.scr' (used for Windows screensavers). These files can be Trojans that infect your computer.

Be wary of links

Be wary of clicking on links added to messages on any social media platforms that you use. These include links to current events, entertainment news or other links to high traffic sites. These links can take you to phishing websites and have the potential to infect your computer. If clicking on a link, always check the website address. Beware of slight changes to reputable domain names designed to trick users. 

Avoid suspicious emails and popups

Avoid clicking on ads and popups. Be cautious of any app that wants to install on your computer.

The use of social media at work presents new opportunities for businesses. It also brings new responsibilities regarding employees using social media.

Social media impacts many aspects of the relationship between employers and employees. This includes:

• the recruitment process
• discipline and grievance
• inappropriate conduct
• bullying and harassment
• breach of confidentiality

To find out more about the impact of social media on each of these aspects, you can read Labour Relations Agency guidance on .

Develop a social media policy

A written social media policy for your business provides clear rules for employees. It tells them what they can and cannot say about the company. 
It also helps to protect you from liability for your employees' actions and separate their private and professional lives.

For more information on developing a policy, see managing social media in the workplace.

Monitoring social media

The Information Commissioner's  states that it is usually intrusive to monitor your employees.

To monitor your staff, you must have a genuine reason. The employee should know the nature, extent and reasons for any monitoring. You can only justify covertly monitoring employees in the most exceptional circumstances.

Network security

There are ways to help to control the usage of social media sites through your IT security and if needed, restrict or block access to certain sites. 

These include using firewalls and web security tools. Also, be sure you have antivirus software to detect and stop viruses. See protect your business online.

Dealing with improper use through disciplinary action

You should treat improper use of social media as you would any other type of alleged misconduct. This would involve an investigation. First, you might consider suspension or other precautions. Then, you might take disciplinary action if appropriate.

Key legislation

As a business owner, you should be aware of the broad range of legislation which has an impact on social media in the workplace.

This legislation includes:

• The Data Protection Act 2018 - the Act requires anyone who handles personal information to comply with a number of important principles.
• The General Data Protection Regulations (GDPR) - this forms part of the data protection regime, together with the new Data Protection Act 2018. It introduces new rules on the processing and safeguarding of personal data. 
• Malicious Communications Act 1988 - makes provision for the punishment of persons who send or deliver letters or other articles to cause distress or anxiety.
• Communications Act 2003 - this Act makes it a criminal offence to send or cause to send '... using a public communications network a message or other matter that is grossly offensive or indecent, obscene or menacing character.'

Further advice

The Labour Relations Agency (LRA) runs a series of covering many aspects of employment relations matters including:

• Social media and the employment relationship
• Handling discipline and grievance
• Conducting employment investigations

Using social media exposes your business to direct contact with public opinion and comments. It is important to consider how to operate within the social media environment, whether on external sites or social tools on your website. Understanding the legal pitfalls and maintaining a professional approach can help to protect your reputation and business.

Protect your brand

It's important to consider monitoring social comments. If you post on social media or encourage comments, some users may post inappropriate ones. These could include:

• Inappropriate language - if your customers are likely to be sensitive to certain language, make sure you have a system for monitoring all new posts before they go live.
• Libellous material - you may be held responsible for any user comments on your site that insult or libel someone. Make sure you monitor what users are saying.
• Damaging comments - while customer opinion can be useful, you don't want to have too many negative comments about your business. If you find this is the case, look into the reasons behind the comments and try to put things right.

Maintaining brand honesty

While you should try to protect your brand and site from potential threats, this should be balanced with maintaining brand honesty. Site and social media users should feel that there's an open and honest, two-way exchange of ideas and opinions. This will build trust between you and your customers and encourage loyalty.

Respond to negative comments

If you do receive negative comments, respond professionally and positively and address the issues raised. It is also important to monitor the social buzz or chatter around your brand. See how customers talk about your business so that you can respond accordingly.

Monitoring tools

There are both free and paid services to help you monitor online mentions of your brand. For example, setting up Google Alerts can notify you of brand mentions across the web and different types of social media. These tools can also track what customers say about your competitors, offering insights into your market.

Secure your brand identity

Think also about securing your brand identity across different social platforms - avoiding misrepresentation by third parties.

Social media marketing strategy

You should position your marketing strategy on the social web very carefully. Any campaigns should be designed with the social web in mind. Avoid placing the same messages you use in other marketing channels into a social web context. Instead, tailor your campaign so that it will sit comfortably with both the site and its users.

Social tools on your website

Many social media tools allow easy integration with your website. Before you launch any new features on your website, make sure you have thought about the legal aspects. For example, social media tools often ask for users' details. Managing these details can be straightforward, but you must clarify to your users what you are and are not responsible for.

Essential website components

Make sure you have the following on your website:

• a privacy policy - letting users know how their details will be used
• a disclaimer - setting out the limits of your legal liability
• terms and conditions - letting users know what they can expect from the site

It would be wise to consider using text and image filtering or a comment approval process. This will reduce the risk of inappropriate or offensive material being put onto your site.

Complying with online advertising standards

The Committee of Advertising Practice (CAP) Code's remit has been extended to include any online advertisement or statement that's intended to sell products or services. This includes non-paid-for space under your control on social media sites, as well as marketing material on your own website.