Frontex Social Media Policy August 2018 1. Background Frontex, the European Border and Coast Guard Agency, supports EU Member States and Schengen Associated Countries in the management of EU’s external borders and fighting cross-border crime. Due to the nature of its work, the agency also serves as a platform for exchange of information and best practices between border authorities of the EU and among individuals in a variety of work–related contexts that go beyond joint operations, such as training activities, conferences, etc. While Frontex staff and persons involved in the activities coordinated by the agency should enjoy sharing knowledge and maintain professional or personal contacts with their colleagues by interacting online and in traditional meeting environments, Frontex has a duty to protect the security and image both of the agency and of other stakeholders. This policy is intended to foster an open environment while at the same time maintaining safety of information and safeguarding the agency’s reputation. 2. Purpose The role of social media is constantly expanding and now includes tools that facilitate interactive information sharing. Commonly used social media websites, such as Facebook, LinkedIn, Twitter, YouTube, Flickr, Vimeo, Instagram, as well as many other digital tools are increasingly important outreach and communication tools not only for individuals, but also for private and public sectors. All Frontex communication tools, including social media, should be used in ways that maximise transparency, maintain information security and are professionally appropriate. Therefore, the application of social media within Frontex must be done thoughtfully and in a way that will minimise reputational and security risks. This policy is intended to ensure that the use of social media by Frontex and its staff is secure and appropriately managed. Thus, the guidelines provided in this document are designed to safeguard both the confidentiality of information Frontex handles and to protect the reputation of the agency. They also serve to ensure consistency of messages across various media outlets, including social media. 3. Guidelines 3.1. Management of Frontex Social Media Accounts According to the EU regulation on European Border and Coast Guard Agency, the ED is the representative of the Agency and is in principle the only one entitled to speak on behalf of Frontex. The ED may delegate this power on a case by case basis to other staff members (most of the time to DED). The ED has also delegated on a permanent basis this mission to the Spokespersons of the Agency and has empowered the Media and Public Relations Office to develop and implement the Agency’s communication. Consequently, only the Media and Public Relations Office is authorised to create and manage Frontex social media accounts. Examples of such channels may include the Frontex Facebook page, YouTube channel, Twitter account etc. Media and Public Relations will determine whether use of particular social media channels is appropriate and will assess the suitability of messages. It will also create and manage a list of staff authorised to create a corporate account for the benefit of Frontex. In this role, the Media and Public Relations Office will evaluate all requests for usage, verify staff being authorised to use social media tools and, where necessary, consider training for social media. Frontex - European Border and Coast Guard Agency www.frontex.europa.eu | Pl. Europejski 6, 00-844 Warsaw, Poland | Tel. +48 22 205 95 00 | Fax +48 22 205 95 01

Frontex Social Media Policy August 2018 Media and Public Relations will also be responsible for maintaining a list of all social networking application domain names in use, the names of all employee administrators of these accounts, as well as the associated user identifications and passwords active within Frontex. Should the staff member who administers the account no longer be employed by the Agency or be removed as administrator a designated person from Media and Public Relations Office should immediately change all passwords and account information to maintain Agency control. Different passwords must be used for different accounts (both social media and existing work accounts). Using the same password for all accounts increases the vulnerability of the accounts, which may be compromised. Media and Public Relations:    Is authorised to create and manage Frontex social media accounts    Appoints staff to manage social media platforms    Maintains a list of social media domains, active account logins and passwords    Ensures that social media material is archived, including providing a list of all social media URLs and contact information. 3.2. Guidelines for Professional Use of Social Media on Behalf of Frontex All Agency-related communication through social media outlets should remain professional in nature and should always be conducted in accordance with the Agency’s communications policy, practices, and expectations. Staff members represent the European Union and should refrain from on-line behavior which might reflect adversely upon their professional position and that of Frontex. Content of Posts and Comments: Frontex staff using social media to communicate on behalf of the agency should be mindful that any statement made is made on behalf of the agency and should use discretion before posting or commenting. Copyright Frontex staff should be aware that the material posted (photos, videos or text) may be protected by copyright laws and, if so, it may not be publicly circulated without prior authorisation from the copyright holder. 3.3. Guidelines for Personal Use: Separate Personal and Professional Accounts: Frontex staff are free to use personal social networking sites but needs to be mindful of blurring their personal and professional lives when using social media. On-line personal and professional persona are likely to intersect. These sites must remain personal in nature and be used to share personal opinions or non-work related information. These guidelines will help to distinguish between sharing personal views and the official views of the Agency. You should participate using your own name or under a chosen alias, as the profiles referring to Frontex are reserved for mandated staff. Here are some golden rules on participation in any social network: Putting something on the internet is not a gratuitous act. Even if you write in your personal capacity, you remain and will be perceived as Frontex staff. You should therefore refrain from any act or behaviour which might reflect adversely upon your position and Frontex (Staff Regulations, Article 12). 2/5

Frontex Social Media Policy August 2018 Be respectful towards your colleagues – offensive or defamatory comments, untruthful statements and demeaning behavior must be avoided as it will negatively impact your reputation as well as theirs. Do not post graphic, obscene, explicit or racial comments or comments that are abusive and hateful. Do not assume privacy. Only post information that you are comfortable disclosing. Do not share work related information that is not approved for public release such as memos, e-mails, meeting notes, agendas, etc. It is essential to recognise that anything posted on the Internet remains there forever. Even if you attempt to delete the post, photo, comment, etc., it is likely that it has been stored in a number of other places. Therefore, communication should not include any form of profanity, obscenity, or copyright violations. Frontex staff shall never release sensitive work-related information on social media. If you have doubts about the potential comment or post, do not post it. Frontex staff shall never disclose information that has not already been made public by Frontex. Frontex logos should not be used without permission obtained from Media and Public Relations Office. The public image of Frontex and its employees in social media is important. Sensitive work-related information must stay out of social media. Private and personal information about your work, your coworkers must never appear online. Any exchange of work-related information must be done through secure email systems. Disclosure of limited information related to the Agency or that jeopardise the reputation of the agency could lead to possible disciplinary actions. 3.4. Security For your own protection, be aware of Internet security: all social media platforms have their own privacy and data protection statements. Read them carefully. There is always a risk of virus attacks and identity theft, so please take the necessary precautions and avoid giving personal details (e.g. your home address or phone numbers). Observe the rules on use of ICT equipment which may be used for private purposes as long as it is on a purely occasional basis and does not amount to extensive use of the equipment for private purposes. Be aware of the threats related to the use of social media. Using social media can carry some risks. Be aware of fake social media accounts and fake mobile apps. Do not provide your password to anyone, make it secure. Use two factor authentication where available. All social media platforms have their privacy settings. Review them regularly and adjust the privacy settings so that only people in your network have access to your posts. Be aware of cybercrime, such as identity theft, phishing, and spam offers. Do not share your personal information, including financial data, on social media. 3/5

Frontex Social Media Policy August 2018 Never use your Frontex e-mail account or password in conjunction with a personal social networking site. If You Need Help If you have any doubts or questions about social media activity, please contact Media and PR Office at mpr@frontex.europa.eu If you notice any misuse of the name Frontex in your social media community, please kindly inform the Media and PR Office at mpr@frontex.europa.eu 4/5

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