1. PURPOSE
Apex Instruments Company Private Limited (Apex) by way of this policy lays down the guidelines governing the conduct of members while placing their opinions in the public view and/or while communicating with clients and/or other members. The policy aims in placing forth certain principles of behavior, without compromising on the value of freedom of speech that a member must follow when representing Apex.
2. SCOPE
The scope of the policy is focused on the activities and engagements of Apex members in social media and other micro-blogging platforms. The policy takes into consideration various factors, including freedom of speech and the right to life and liberty. It is intended to provide clear and concise guidelines for members to follow when interacting on behalf of the company.
3. APPLICABILITY
The policy is applicable to all individuals who work with or are associated with Apex, including employees, directors, officers, and other personnel, whether temporarily or permanently employed, and working in all branches throughout India (collectively referred to as ‘members’) and provides clear guidance on how they should conduct themselves when representing Apex on social media and other public platforms.
4. DEFINITIONS
· Communication: This means any method and/or mode of sharing information relevant with employment at Apex and/or disclosing any information relating to Apex, whether in official capacity or otherwise, and includes a written statement, an audio recording, a video clipping, audio-visual means, phone-call, e-mail, letter, video-call.
· Social Media: It would include social media platforms like Facebook, Twitter, Koo, Instagram, Reddit, video sharing websites like Youtube, Flickr, blogs, both personal and corporate, Wikipedia, Online forums and discussion platforms, podcasting of the company and such other social media platforms and/or sites as may arise from time to time.
· Media: This includes print media, electronic media, audio media (radio), audio-visual media and all social media platforms.
· Public Statements: This means and includes any and/or all statements made in the ordinary course of business of the public body with the intent that all other members of the public body receive it.
5. MEDIA POLICY
5.1. Apex Instruments Company Private Limited (Apex) has established a designated Press Office responsible for all statements made to the media and subsequently published by them on any media platform. The Press Office can be contacted at Kolkata Main Office.
5.2. Members of Apex are not considered spokespersons for the company when communicating with the media. As part of its ethical and moral values, Apex does not provide "media training" to its members in any way.
5.3. If a member engages in communication with a person associated with the media or a charity organization, the member must clearly state that they are not the designated spokesperson for Apex. The member may forward the contact details of such media personnel or representatives of the NGO to the designated Press Office of Apex.
5.4. When handling a media inquiry, the member must maintain a professional and polite tone and request details of the inquiry. The member should then forward the inquiry details to the designated Press Office of Apex via email at admin@apexicindia.com.
5.5. If a member is a trained spokesperson and feels comfortable handling the inquiry on the spot, the member should send the Press Office relevant details, including the journalist's name, publication they are writing for, likely publication date, and a brief summary of their own comments to admin@apexicindia.com. The Press Office will then monitor the coverage and include the contact in their media relations reports.
6. SOCIAL MEDIA POLICY
6.1. Apex has official professional accounts on Facebook, Instagram, and Twitter managed by the Corporate Communications Team. Members may link their personal LinkedIn accounts with Apex as their employer.
6.2. The Corporate Communications Team is responsible for creating the social media strategy and managing Apex's online presence on these platforms. Any additional social media accounts must be approved by the team.
6.3. Members must not discuss sensitive business matters, such as Apex's plans, strategies, legal issues, potential acquisitions, or other confidential information that could harm Apex's reputation.
6.4. Members must clearly indicate that any opinions expressed on their personal social media accounts are their own and not endorsed by Apex. They should not make statements that could be interpreted as representing Apex.
6.5. Members should avoid commenting on critical issues or crises related to Apex on social media. If they come across any communication that could harm Apex's reputation, they should email admin@apexicindia.com with details.
7. PUBLIC STATEMENTS
Only the Press Office is authorized to issue statements on behalf of Apex through any medium. Only members designated by the Press Office or approved in writing by the team may issue public statements
8. DISPLAY OF THIS POLICY
8.1. Apex shall display this Policy on the Apex website as well as display the same conspicuously on the notice boards of each of its offices in English.
8.2. Each employee shall view and confirm to these policies upon joining and/or upon the same being enforced by Apex.