1. General Policy Statement

All communication should:

• promote the aims and values of the organisation and protect its reputation;
• respect confidentiality and abide by the Data Protection Policy;
• avoid discrimination, harassment or offensive content.

This policy applies to all users and authors of social media platforms (e.g. Facebook, X, Instagram, WhatsApp, YouTube) and other communication channels such as Aughton & Ormskirk u3a website, Horizon’s slideshow, magazine and enews.

2. Advertising Restrictions

Entirely at the discretion of the Management Committee, we accept requests for advertising of local, non-u3a events which may be of interest to u3a members. Such advertisements may be included in our magazine, enews or at Horizons. These non-u3a events will not be advertised on our website. Requests should be directed to the Chair.

The following are not permitted:

• items for sale;
• personal notices;
• adverts for retail outlets and external service providers such as restaurants and travel agents.

3. Communication Policy Roles

The Management Committee will:

• oversee adherence to the policy;
• ensure u3a values are upheld;
• review the policy annually and update if required, especially in light of new legal requirements

IT Specialists:

Those responsible for granting access to members for adding content to the website, Facebook, Dropbox etc should:

• make sure authors are aware of this policy;
• make sure authors are aware that third parties (such as Meta for Facebook and Siteworks for the website) will hold some of their personal details, e.g. name and email address and their privacy rules may be different to ours;
• excepting the above, keep authors’ personal data confidential and secure.

Group Leaders should:

• keep all personal data confidential and secure;
• not use any means of communication where personal details are visible (eg email lists or WhatsApp groups) unless members have voluntarily provided their details.

All members should:

• use a respectful tone in all communications;
• abide by copyright law (never use or adapt someone else’s images or content without permission);
• not disclose another member’s personal information without their consent;
• refrain from advertising or endorsing non-u3a activities (see section 2 above);
• obtain consent before taking another member’s photograph.

Photographs are classified as personal data. Members should be asked to step out of shot if they do not wish to be in the photograph. Should a member wish at any time to remove their consent and to have their photograph(s) removed then they should contact the chair of the Communications Team. Every effort will be made to remove relevant photographs.

4. Adoption and Review

This policy was adopted on: 26^th August 2025

Last review date: 26^th August 2025

Next review date: August 2026