1. Purpose of This Policy

This policy sets out how Jill’s Fundraising Journey uses social media responsibly to:

• raise awareness of cancer

• promote the charity’s activities

• support fundraising efforts

• share information and resources

• engage with supporters and the public

It also explains expectations for trustees and volunteers when representing the charity online.

 

2. Scope

This policy applies to:

• trustees

• volunteers

• anyone posting on behalf of JFJ

• anyone managing official JFJ social media accounts

Official platforms currently include:

• Facebook (jillsfundraisingjourney)

• Instagram (jillsfundraisingjourney)

Additional platforms may be added if required.

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3. Social Media Objectives 

JFJ uses social media to:

• raise awareness of cancer and related support services

• promote fundraising activities

• highlight charity achievements

• share updates about Jill’s Place 

• signpost trusted information resources

• encourage community engagement

Social media activity should always support the charity’s aims and values.

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4. Account Management

Official accounts are managed by trustees and authorised volunteers only.

Responsibilities include:

• ensuring posts are accurate and appropriate

• protecting the privacy of beneficiaries

• responding appropriately to enquiries

• maintaining a respectful tone

• removing inappropriate comments where necessary

Passwords must be stored securely and shared only with authorised individuals.

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5. Protecting Beneficiaries and Applicants 

JFJ supports families affected by cancer. Extra care must be taken when sharing content relating to individuals.

Trustees and volunteers must not:

• publish personal details without permission

• identify beneficiaries without explicit consent

• share medical information

• post images of guests or families without written consent

Where consent is provided, it must be informed and voluntary.

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6. Safeguarding Considerations

Because some followers and applicants may be vulnerable, social media must never be used to:

• provide medical advice

• offer counselling support

• discuss personal diagnoses publicly

• replace formal application processes

Individuals seeking support should be directed to appropriate services or the charity’s official contact channels.

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7. Tone and Conduct Expectations

Posts made on behalf of JFJ must:

• be respectful

• be accurate

• avoid political messaging

• avoid offensive or discriminatory content

• reflect the charity’s values

Trustees and volunteers should remember they represent the charity when posting from official accounts.

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8. Responding to Messages and Comments

Where appropriate, responses should:

• be polite and supportive

• avoid sharing confidential information

• direct applicants to formal contact routes

• avoid discussing individual cases publicly

Inappropriate comments may be removed where necessary.

Examples include:

• offensive content

• discriminatory remarks

• misinformation

• spam or promotional material unrelated to the charity

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9. Personal Social Media Use by Trustees and Volunteers

Trustees and volunteers may refer to their involvement with JFJ on personal accounts.

However, they must not:

• present personal views as charity positions

• disclose confidential information

• discuss applicants or beneficiaries

• comment publicly on complaints or disputes

• post content that could damage the charity’s reputation

Where appropriate, individuals should make clear they are expressing personal views.

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10. Accuracy of Information Shared

JFJ aims to share reliable information about cancer support and services.

Where external links are shared:

• sources should be reputable

• information should be current where possible

• medical advice must not be interpreted as being provided by JFJ

JFJ is not responsible for third-party content on external websites.

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11. Fundraising Communications 

Social media may be used to:

• promote fundraising events

• thank supporters

• recognise sponsors

• highlight fundraising achievements

Care should be taken not to publish donor information without permission.

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12. Handling Complaints via Social Media

Complaints received through social media should be acknowledged politely and referred to the charity’s formal Complaints Procedure.

Sensitive matters should never be handled publicly in comment threads.

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13. Managing Reputational Risk

If inappropriate content is posted accidentally or concerns arise about online activity:

Trustees may:

• edit or remove posts

• clarify information publicly if needed

• restrict account access

• review procedures to prevent recurrence

Serious concerns may be considered under the charity’s Complaints Policy or Risk Management Policy.

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14. Security of Accounts

Those managing social media accounts must:

• use strong passwords

• avoid sharing login details unnecessarily

• report suspected unauthorised access immediately

• update passwords when access responsibilities change

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15. Policy Review

This policy will be reviewed annually by the trustees of Jill’s Fundraising Journey to ensure it remains appropriate and effective.

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Last updated: March 2026