THIS POLICY AIMS TO PROVIDE SOME GUIDING PRINCIPLES TO FOLLOW WHEN USING ELECTRONIC COMMUNICATIONS AND SOCIAL MEDIA. LEGEND CARS AUSTRALIA (LCA) AND AFFILIATED CLUB MEMBERS, STAFF OFFICIALS, SUPPORT PEOPLE, CONTRACTORS AND LCA EXECUTIVES.
1. Introduction
In this new era of social media and enhanced electronic communication is the increased risk to do or say things that may cause others to take offence.
LCA and all affiliated Legend Car clubs recognise the importance of the increased usage of electronic mediums to communicate, and encourage responsible and ethical online behaviour.
Due to the immediate nature of communication to a wide audience using channels such as email, Facebook, Twitter, YouTube, Flickr, LinkedIn, My Space, Wikipedia and SMS, participants need to be very mindful of a few key matters that could lead to inappropriate use of new media, at times unintended, and at other times without a proper understanding that once comments are made or published, they are public for a long time, and hard to take back (retract).
This policy sets out a framework for acceptable online behaviour where communications involve fellow LCA and affiliated club members, volunteers, officials, coaches, consultants, sponsors, partners, staff and anyone else connected with our sport or clubs.
The new policy covers such things as the guiding principles, usage, intellectual property, official social media, and consideration to others and what happens if there is a breach of policy. Please be aware this policy applies where reference is made to LCA and affiliated club members, all Legend Car Clubs, members, staff, clubs, volunteers etc., even if made on your personal pages. This policy is not designed to restrict fair comment and criticism, but it is designed to ensure fair play in making those comments and criticisms.
2. Purpose
LCA and the State and Territory Associations (STA’s) Electronic and Social Media and Policy has been developed to serve the best interests of its members. Social networking through the use of internet-based and other electronic social media tools are integrated into everyday life. The importance of the internet has been recognised within the Sport to improve and increase the flow of information, shaping public thinking about our organisation, members, sponsors and partners.
LCA and affiliated clubs are committed to supporting your right to interact knowledgeably and socially through electronic communication, blogging, wikis and interaction in Social Media.
It is important that LCA and affiliated club members and officials (hereafter referred to as the Organisation) reputations are not tarnished by anyone using electronic communications or social media tools inappropriately, particularly in relation to any content that refers to the Organisation. When someone clearly identifies their association with the Organisation, and/or discusses their involvement in this type of forum, they are expected to behave and express themselves appropriately, and in ways that are consistent with LCA and affiliated clubs stated values and policies.
This policy provides guidelines to assist to open up a respectful, and knowledgeable interaction with people on the internet. It also protects the privacy, confidentiality and interests of current and potential members.
This policy does not apply to the personal use of electronic communications and social media platforms by LCA and affiliated club members, or staff where the user is referring to issues other than Legend Car racing.
3. Scope
This policy applies to LCA and affiliated club members, staff or any individual representing themselves or passing themselves off as being a member of LCA whether they are in a paid or unpaid/voluntary position:
- Individuals sitting on boards, executives, committees and sub-committees
- Employees and volunteers
- Support Personnel
- Drivers
- Pit Crew
- Officials
- Members – including life members
- Member State and Territory Associations
- Affiliated National and State Bodies
- Any other person or organisation that is a member of or affiliated to LCA
- Parents/guardians, spectators and sponsors to the full extent that is possible.
This policy covers all forms of electronic communications and social media. Electronic communications and social media include, but are not limited to:
- Websites
- Maintaining a profile page on social or business networking sites (such as LinkedIn, Facebook, Shutterfly, Skype or MySpace)
- Micro-blogging sites e.g. Twitter
- Content sharing including Flickr (photo sharing) and YouTube (video sharing)
- Weblogs, including corporate blogs, personal blogs or blogs hosted by traditional media publications
- Forums and discussion boards such as Whirlpool, Yahoo! Groups or Google Groups
- Leaving product or service reviews on retailer sites, or customer review sites
- Taking part in online votes and polls
- Taking part in conversations on public and private web forums (message boards) or
- Online encyclopaedias such as Wikipedia
- Any other websites
- Reposting content: Members shall not report content if the member knows that the content has not been appropriately credited to the original source.
The intent of this policy is to include anything posted online or communicated electronically where information is shared that might affect members, colleagues, clients, sponsors or Legend Car racing as an organisation.
4. Guiding Principles
The web is not anonymous. LCA and affiliated club members and staff should assume that everything they write can be traced back to them.
Due the unique nature of our sport, the boundaries between a member’s profession, volunteer time and social life can often be blurred. It is therefore essential that members make a clear distinction between what they do in a professional capacity and what they do, think or say in their capacity as a member or volunteer for LCA or any affiliated club. LCA considers all members of LCA and affiliated clubs are its representatives.
Honesty is always the best policy, especially online. It is important that members think of the web as a permanent record of online actions and opinions. Even when an item is deleted from a particular site it continues to exist in some form somewhere.
When using the internet for professional or personal pursuits, all members must respect LCA and affiliated clubs brands and follow the guidelines in place to ensure LCA’s and affiliated clubs intellectual property or their relationships with sponsors and stakeholders is not compromised or the organisations brought into disrepute.
5. Usage
For LCA and affiliated club members and staff using electronic communications or social media, such use:
- Must not contain, or link to, libellous, defamatory or harassing content. This also applies to the use of illustrations or nicknames.
- Must not comment on, or publish, information that is confidential or in any way sensitive to LCA, its affiliates, partners or sponsors.
- Must not bring the organisation or LCA or Legend Car racing into disrepute.
- Must note unfairly criticise LCA, affiliates or members.
- Must not make threats of any kind to LCA and affiliated club members.
For LCA and affiliated club staff or members using electronic and social media, such use must not interfere with work commitment.
Furthermore, LCA and affiliated club members and staff may not use the LCA or affiliated club brands to endorse or promote any product, opinion, cause or political candidate and it must be abundantly clear to all readers that any and all opinion shared are those of the individual, and do not represent or reflect the views of LCA or its affiliates.
6. Branding and Intellectual Property (IP)
It is important that any trademarks belonging to LCA or affiliated clubs are not used in personal social media applications, except where such use can be considered incidental – (where incidental is taken to mean "happening in subordinate conjunction with something else"). Trademarks include:
- LCA and affiliated club logos. Only LCA and its affiliates have the right to use the logos in any form, including on social media unless express permission is granted. If such permission is granted, then the person using the logo must adhere to the logo usage guidelines.
- Images depicting volunteers, staff and/or equipment, except with the permission of those individuals.
- Other LCA or affiliated club imagery.
7. Official LCA blogs, social pages and online forums
When creating a new website, social networking page or forum for staff/club members’ use, care should be taken to ensure the appropriate person at a club/state level has given written consent to create the page or forum.
Similarly, appropriate permissions must be obtained for the use of logos or images. Images of children may not be replicated on any site without the written permission of the child’s parent/guardian.
For official LCA and affiliated club blogs, electronic communications, social pages and online forums:
- Posts must not contain, nor link to pornographic or indecent content
- LCA and affiliated club members or employees must not use LCA or affiliated online pages to promote personal projects without prior LCA approval.
- All materials published or used must respect the copyright of third parties.
8. Consideration towards others when using social networking sites.
Social networking sites allow photographs, videos and comments to be shared with thousands of other users, LCA and affiliated club members and staff must recognise that it may not be appropriate to share photographs, videos and comments in this way. For example, there may be an expectation that photographs taken at a private LCA or affiliated club event will not appear publicly on the internet. In certain situations, LCA and affiliated club members or staff could potentially breach the privacy act or inadvertently make LCA or its affiliates liable for breach of copyright.
LCA and affiliated club members or staff should be considerate to others in such circumstance and should not post information when they have been asked not to or consent has not been sought and given. They must also remove information about another person if that person asks them to do so.
Under no circumstance should offensive comments be made about LCA and affiliated club members, officials or staff online.
9. Consultation or Advice
This policy has been developed to provide guidance for LCA and affiliated club members and staff in a new area of social interaction. LCA and affiliated club members or staff who are unsure of their rights, liabilities or actions online and seek clarification, should contact LCA.
10. Complaints
If a LCA member or affiliated club considers that any other LCA member has breached this policy, that member or club should report that concern, in writing, to the national body who will determine the appropriate action.
11. Cautions/Recommendations
- Do not include personal information of yourself or others in social media channels
- Do not use offensive, provocative or hateful language
- Use your best judgement – do not publish something that makes you the slightest bit uncomfortable, and never write/publish if you are feeling emotional, upset or under the influence of drugs or alcohol
- Never post a photo of a child or young person without permission from the child’s parent/guardian
- Always ask for an adults’ permission before posting their pictures on a social networking forum
- Never comment on rumours, do not deny or affirm them or speculate about rumours
- Always use social network forums to add value and promote the sport in a positive way
12. Breach of Policy
LCA and affiliated clubs will continually monitor online activity in relation to the organisation and its members. Detected breaches of this policy should be reported to LCA.
If detected, a breach of this policy will result in disciplinary action from LCA. A breach of this policy may also amount to breaches of other LCA or affiliated club policies. This may involve a verbal or written warning or in serious cases, termination of employment or engagement with the STA or LCA. LCA and affiliated club members may be disciplined in accordance with LCA disciplinary rules and regulations.
Disciplinary action will include penalties in the form of:
- A warning or caution (for first time offence – if minor)
- A fine of up to $5,000
- A suspension from membership
- Race bans
- Or a combination of any of the above