EEOC Social Media Speech Handouts

8/4/2019 EEOC Social Media Speech Handouts

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SocialMediaandtheWorkplace

August24,2011

Paul M. Nordsletten

325 Washington Ave . S, #267

Kent, WA 98032

[email protected]

Washingtonlaborlawblog.com

@NW_WorkLawyer

2011 Paul M. Nordsletten. All Rights Reserved

ADayintheLifeofHR Facebookpostofoneofyouremployeeswithwhomyouarefriendsofa

pictureofherandtwootherwomenthatsaysGrandma,mom,andnow

me diagnosedwithbreastcancer;mustbebadgenes.

Emailfromamanagertellingyouhehasdecidedwhichoftwoapplicants

tohirebecausehefoundapictureontheInternetofoneapplicant

smokingabongataBaptistsummercamp.

Emailfromanemployeecomplainingthatamalecoworkerlikedaphoto

ofherinabikinionherFacebookpage.

PlantManagerwantstofiretwoemployeesafterbeingshownaprintout

ofFacebookpostsbytheemployeescomplainingthatthemanagerisa

cheapSOBbecauseshesupportsincreasingthecompanyshealth

insurancedeductibleandemployeecopay. Themanageralsowantsto

askanotheremployeeforherFacebookpasswordsothemanagercansee

whatotheremployeesaresayingabouther.

ADayintheLifeofHRcont. TheCFOwantstofirehersecretaryfortweetingtheFridaybefore

LikesunnyFridayafternoons bcallthebossesleaveearlygolf.

TheGeneralManagerofSalesissettingupameetingwithtop

management todiscussanurgentsituation. Thetopsalesperson,who

quitonFriday,issubjecttoanoncompete. HechangedhisLinkedIn

profiletoshowhetookasalespositionwiththecompanysmain

competitorandtheLinkedInpagehasallofthecompanysclientcontactsonit. Inaddition,thedaybeforehequit,theemployeewas

apparentlyaccessingconfidentialfilesontheserversettingoutthe

companysupcomingmarketingstrategy. The GMwantstodiscuss

filingalawsuitagainsttheemployee.

Afterhearingalawyerspresentation onsocialmediaandthe

workplace,yourCEOwantstoknowifyouthinkyourcompanyneedsapolicyand,ifso,whatitshouldsay.


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StatutesAffectingSocialMedia

FairCreditReportingAct

GINA Federalandstateantidiscriminationstatutes

ElectronicCommunicationsPrivacyAct

FederalStoredCommunicationsAct

FTCRulesonEndorsements

ComputerFraudAct

TradeSecretsAct

TortClaimsandSocialMedia

Invasionofprivacyclaims

Negligenthiringandretentionclaims

FairCreditReportingAct Applieswhenemployersuseathirdpartyto

performbackgroundchecks,includinginternetandsocialmediasearches

Requires:

Clearandconspicuousdisclaimerinseparatedocumentthatconsumerreportmaybeobtainedforemploymentpurposes

Obtainsignedauthorizationtoobtainthereport

Mustmakeacopyofthereportavailabletotheapplicantifusedinthedecisionnottohireandgiveanopportunitytorespond


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GeneticInformationNonDiscriminationAct Prohibitsdiscrimination(includingharassment)onthe

basisofgeneticinformation;

Restricts

requesting,

requiring,

or

purchasing

genetic

information. Requestingincludes:

Doinganinternetsearchlikelytoresultinobtaining

Activelylisteninginonconversationsofsearchingpersonaleffectstoobtaingeneticinformation

Requestinghealthinfoinawaylikelytoresultinobtaininggeneticinformation

Requiresconfidentialityandlimitsdisclosureofgeneticinformation

Prohibitsretaliation(oppositionandparticipation)

Genetictestsofindividualorfamilymembers

Information aboutthemanifestationofadisease or disorder in anindividualsfamilymembers(i.e. familymedicalhistory)

Individual'sre uestfor orrecei tof eneticservices

DefinitionofGeneticInformation

Participationinclinicalresearchthatincludesgeneticservicesbytheindividualorfamilymember

Geneticinformationofafetuscarriedbyanindividualorbyapregnantwomanwhoisafamilymemberoftheindividualandthegeneticinformationofanyembryolegallyheld bytheindividualorfamilymember

usinganassistedreproductivetechnology

GINAsInadvertentException

Amanager,supervisor,unionrepresentative,or

employmentagencyrepresentativeinadvertentlylearns

geneticinformationfromasocialmediaplatformwhich

he

or

she

was

given

permission

to

access

by

the

creatoroftheprofileatissue(e.g.,asupervisorandemployeeareconnectedonasocialnetworkingsite

andtheemployeeprovidesfamilymedicalhistoryon

hispage)


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GINAspubliclyavailableException

Acquisitionofgeneticinformationfromdocumentsthatare

commerciallyandpubliclyavailableforreview(including

internetandsocialmediasiteinformation),unless: Employersoughtaccesstoobtaingeneticinformation

Em lo er is likel to ac uire enetic information b

access

Thesourceaccessedforinformation:

requirespermissiontoaccessfromaspecific

individualor

accessisconditionedonmembershipinaparticular

group,unless thecoveredentitycanshowthataccess

isroutinelygrantedtoallwhorequestit

GINAandSocialMedia Tips Acquisition

Dontgolookingforit

Dontgobeyondauthorization

Discrimination

Bestdefenseisnottohavetheinformationinthe

firstplace

Ifyoudohaveit,isolateitfromdecisionmaker

Ifyoudohaveit,beveryclearonyourlegitimate

nondiscriminatoryreasonforanyadverseaction

Unlawfultodiscriminateinhiringortermsandconditionsofemploymentonthebasisofsex,race,color,age,religion,disability,ethnicorigin,nationality,veteranstatus,sexual

AntiDiscriminationStatutes

,

SocialMediaIssues

Socialmediabringsemployersintotheemployeesprivateworlds

Onceyouhaveinformationaboutprotectedstatus,itcanbearguedtheinformationwasabasisforsubsequentemploymentdecisions


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AvoidingDisparateTreatmentHiringClaims

Insulatethedecisionmakerfromprotectedcharacteristic information/protectedactivity

Someoneotherthandecisionmakerdoessearch Developspecificcriteriaofpositiveandnegative

Developanduseachecklist

Retaininformationobtained

Considergivingapplicantopportunitytoaddressinformationfound

Clearlyarticulateforyourselfthenondiscriminatorybasisforyourdecisionandmakesuretheevidencesupportsthatbasis

Harassment Generaldefinition:

Unwelcomeconductorspeechbecauseofapersonsprotectedcharacteristicthatissosevereorpervasivethatitaltersthetermsandconditionsofemployment

Liability

Coworkerorthirdparty

Kneworshouldhaveknownandfailedtotakeappropriateaction

Manager

Affirmativedefenseunderfederallaw

Strictliabilityunderstatelaw

Harassment SocialMediaProblems

Moreavenuesforinteraction

Widepublication

Lessreservedcommentsandconduct

Ondutyvs.offdutyliability

Employerknowledge

Coworkers

Supervisors

Nosuchthingasofftherecord


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SocialMediaandHarassment Examples

Mantextsaphotoofhisprivatepartsto

coworker Supervisortextsemployeeafterhoursatabar

Workerpostsdiscussionofhissexual

interactionswithcoworkersonhisFacebook

page

SocialMediaandHarassment Tips

Recognizethatoffdutyconductcanconstitute unlawfulworkplaceharassment

AntiharassmentpolicyshouldincludeTwitter,Facebook,Google+,andothersocialmedia

Em lo eedut tore ortviolationisanessentialpartofsocialmediaandantiharassmentpolicies

Promptlyinvestigate

Disciplinewhenappropriate

Noretaliation

Followup

Traintoptobottom

NLRBandSocialMedia NLRAcoversunionandnonunionworkplaces

Primarysocialmediafocusisonprotecting

Section7rights:

Discipline

for

social

media

posts

determined

to

be

concertedactivity

OverbroadpoliciesthatchillSection7rights

SurveillanceofSection7activities


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CoreSection7Rights

Allemployees,regardlessofwhetherthe

workforceisunionized,

shallhavetherightofselforganization,toform,

joinorassistlabororganizations, tobargain

collectivelythroughrepresentativesoftheirown

choosing,andtoengageinotherconcertedactivities forthepurposeofcollectivebargaining

orothermutualaidorprotection

GeneralConcertedActivityGuidelines

Employeeshavetherighttodiscusswages,

hours,andothertermsandconditionsof

employmentwitheachother,withnon

em lo eeunionre resentativesontheirown

timeandusingtheirownresources.

Employeeshavetherighttoactbyoron

behalfofothers

ConcertedActivity Examples Concerted

Facebookpostjoinedbyseveralemployeescomplainingaboutnotgetting

paidontime

Inadvanceofmeetingwithmanagement aboutworkingconditions,five

employeescomplainedonFacebookaboutstaffinglevelsandthatemployer

wasnotdoingenoughtohelpitsnonprofitclients

BMW

salespersons

complained

on

Facebook

that

serving

hot

dogs

and

water

ateventpromot ngnewcarmodelwouldnegat velyaffectcomm ss ons

Notconcerted

NewspaperreporterstweetscriticaloflocaltelevisionstationasstupidTV

people.

EmployeespostsonU.S.SenatorsFacebook wallthatheremployerhas

government contractstoprovideemergencymedicalservicesbecauseitisthe

cheapest serviceintownandpaysemployeeslessthanthenational average

BartendersFacebookpostinresponsetosistersinquiryabouthowhisnight

wentthathehadnothadaraiseinfiveyears,wasdoingwaitresseswork

withouttips,andhehopedtheredneckcustomerschokedonglassasthey

drovehomedrunk.


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NLRBandProtectedConcertedActivity

Concertedactivitycanloseitprotectedstatus

dependingon:

Placeofthediscussion

Subjectmatterofthediscussion

Whetheroutburstwasprovidedbyanemployers

unfairlaborpractice

Activityhastobeveryegregioustolose

protectionunderNLRA

DisciplineandConcertedActivity Tips

Determineifthereisprotectedactivity

Contentofposts

Circumstances

Recognizethatlaborlawrequiresatougher

skinthanyoumayhaverealized

Rememberyoucandisciplineemployeeswho

engageinconcertedactivity youjustcannot

disciplinethembecause oftheconcerted

activity

NLRBandSocialMediaPolicies ApolicyisunlawfulwhenitexpresslylimitsSection7

activityorwhenpolicy

hasbeenappliedtorestricttheexerciseofSection7rights

waspromulgatedinresponsetounionactivityor

employeeswouldreasonablyconstruethelanguagetoprohibitSection7activityinlightofallthecircumstances

Examples:

Prohibitingdiscussionsofwages

Prohibitingabusiveconduct

Prohibitingdiscussionsofconfidentialinformation


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NLRBandSocialMediaPolicies Tips Includeexpressstatementaboutthelawfulpurposesforthepolicy

IncludeNLRAdisclaimer:

DoesnotrestrictemployeesrightsundertheNationalLaborRelations

Act

Companyrecognizesandrespectsemployeesrightstocommunicate

concerningwages,benefits,andothertermsandconditionsof

employmentandnothinginthepolicyrestrictsthoserights

Donotprohibitdiscussionsaboutwagesorothertermsandconditionsof

employment

Whendiscussingabusiveorharassingconduct,includeitinalistof

egregiousbehaviorsuchaspornography, obscenity,andthreatsof

violenceandgiveexamplesofwhatisandisnotprovided

Whendiscussingprohibitionconcerningconfidentialinformation,refer

tothespecificproprietaryinformationthatcannotbedisclosedsuchas

customerlists,marketingplans,andothertradesecretsandgiveexamples

Donotbanuseofpersonalequipmentduringnonworkinghours

NLRBandSurveillance

Cannotengageinactivitythatcreatestheimpressiontheemployerisengaginginsurveillanceofconcertedactivity

Examples:

EmployerdidnotengageinsurveillancebyreviewinghardcopiesofFacebookpostsbroughttoemployerbyotheremployees

Supervisorengagedinsurveillancebycommentingaboutemployeespictureatunionrallyonpublicunionwebsitethathelikedher

picture

NLRBandSurveillance Tips

Sticktopublicwebsitesandsitestowhichyou

areauthorizedtoaccess

Becarefulaboutactivitythatcouldbedeemed

as ressurin em lo ees for access to social

mediasites

Becarefulaboutcommentingonunionactivity


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ElectronicCommunicationsPrivacyAct

TitleI(WiretapAct)prohibitsunauthorized

interception of

wire,

oral,

and

electronic

communicationsintransit

unauthorizedaccess toelectronicallystored

communications

WiretapAct Exceptions

Systemprovider. Anentitythatprovidesawireor

electronicservice,whicharguablycoversan

employerconcerninginternalcommunicationssuch

asemail

Natureofequipment

Contentofcommunication

Purposeforreviewingcontent

Expressorimpliedconsent

WiretapActandSCA Examples Konopv.HawaiianAirlines,Inc.

V.P.accessedFacebookpageforpilotsonlybysigningupwithnamesofdifferentpilotemployeeswhohadneveraccessedsite;V.P.susewaswithoutauthorizationandwasnotentitledtoexemptionforusers

.

ManagersaccessedprivateMySpacegroupforemployeesthroughpasswordandloginofcurrentemployeewhousedsite

Employeetestifiedthatshethoughtshedgetinsomesortoftroubleifshedidnotturnoveraccessinformation

ViolationofStoredCommunicationsActbecauseaccesswaswithoutauthorizationbecauseauthorizationwascoerced


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WiretapActandSCA Tips

Getauthorizationandconsentconcerninguse

ofyourownequipment

Donotusetrickstogainaccesstosocial

mediasites

FTCRulesonEndorsementsand

TestimonialsinAdvertising

Employerisliableforanemployeesfailuretocomplywithdisclosurerequirementsconcerningendorsementsandtestimonials:

Endorsementsmustbehonest

Endorsersmustbebonafideusersoftheproduct

Endorsersmustdisclosematerialconnectionsbetweenthemselvesandthesellerthatmightaffectweightorcredibilityofendorsement

BlogExampleofFTCRules

AnonlinemessageboarddesignatedfordiscussionsofnewmusicdownloadtechnologyisfrequentedbyMP3playerenthusiasts.

Unbeknownsttothemessageboardcommunity,an

employeeofaleadingplaybackdevicemanufactureras eenpost ngmessagesont e scuss on oar promotingthemanufacturersproduct.

Knowledgeofthispostersemploymentlikelywouldaffecttheweightorcredibilityofherendorsement.

Therefore,thepostershouldclearlyandconspicuouslydiscloseherrelationshiptothemanufacturertomembersandreadersofthemessageboard.


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FTCRulesonEndorsementsand

TestimonialsinAdvertising Guidelines

althoughtheCommissionhasbroughtlawenforcementactionsagainstcompanieswhosefailuretoestablishormaintainappropriateinternalproceduresresultedinconsumerinjury,itisnotawareofanyinstanceinwhichanenforcementactionwasbroughtagainstacompanyfortheactionsofasinglerogueemployeewhoviolatedestablishedcompanypolicythat adequatelycoveredtheconductinquestion.

Inotherwords,developapolicythattrackstheFTCsrequirements

InvasionofPrivacy Overview

Constitutionalrighttoprivacy

Publicdisclosureofembarrassingfacts

Intrusionuponyourseclusionorprivateaffairs

publiceye

Appropriationofyourlikenessforprofit

IntrusionUponSeclusionorPrivateAffairs

Balancingtest

Doesthepersonhaveareasonableexpectation

thatwhatheorsheisdoingwillbesafefroman

intrusion? Ifso,istheintrusionsomethingareasonable

personwouldfindhighlyoffensive?

Purposeofintrusion

Scopeofintrusion


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PrivacyIssues Tips

Disclosepracticesandgetsignedconsentfrom

applicants

Searchinternetandsocialmediasites

Avoidaskingapplicanttoturnoverpasswordfor

soc a me as tes

Disclosepracticesandgetsignedconsentfor

employees

Norighttoprivacy

Monitoringandsearchemail,harddrives,etc.

ProtectingYourAssets

ComputerFraudandAbuseAct

Dutyofloyalty

Defamation

TradeSecretsAct

Contractualrestrictions

Noncompete/nonsolicitation

Confidentiality

Antiraiding

ComputerFraudandAbuseAct Prohibits

Knowinglyaccessingacomputerwithoutauthorization orexceedingauthorizedaccessandobtaininganythingwithavalueofmorethan$5,000

Civilandcriminalliability

Example: Formeremployeeofexecutivesearchfirmandcurrent

employeeswhoprovidedhimwithinformationfromconfidentialdatabasewerecriminallyliableforviolationoftheCFAA

Companyhadagreementswithemployeesexplainingproprietarynatureofinformationdisclosedtoemployeesandrestricteduseordisclosureofthatinformationexceptforlegitimate companybusiness

Inlightofcompanysexpresspolicy,thedefendantswerecriminallyliablebecausetheyexceededauthorizedaccess


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ComputerFraudandAbuseAct Tips

Specifywhatinformationisproprietary

Restrictaccesstoinformationtothose

employeesauthorizedtouseitforbusiness

purposes

Restrictuseofcompanyinformationto

legitimatecompanybusiness

Notifyemployeesaboutthestatuteand

consequencesforviolatingit

DutyofLoyalty

Cannotsolicitclientsforcompetingbusiness

Mustcontinuebesteffortsforemployer

Dutynottodiscloseconfidentialproprietary

in ormation

Solicitingemployeestoleave

Makingfalsestatementsaboutemployer

Defamation

Publicationofafalsestatementoffactthat

damagesplaintiffsreputation

CourtneyLovecase:

drugpushingprostituteandmadeother

statementsonFacebookandTwitter

Suedfordefamation

Casepurportedlysettledfor$430,000


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ProprietaryInformationandSocialMedia

Issues:

What

information

is

confidential

in

the

age

of

social

mediasiteslikeLinkedIn?

WhoownstheinformationonsiteslikeLinkedIn?

Whatactionsonsocialmediaviolatetradesecrets

lawandcontractualrestrictions?

Examples:

EmployeepostsallcontactsonLinkedInwebsite

Employeeupdatesprofileafterleavingcompanyto

announceformationofcompetingcompany

ProprietaryInformationProtection

Tradesecretlawprotectsuseofconfidentialand

proprietaryinformation

Tobeprotected,companiesmustprotectthesecrecy

oftheinformation

Commoncontractualrestrictions:

Noncompetition(andnonsolicitation)provisions

Confidentialityprovisions

Antiraidingprovisions

ProprietaryInformation Tips

Recognizetheissueswhendecidingpolicyandpracticeson

useofsiteslikeLinkedIn

Addresswhoownscompanyrelatedinformationonsocial

mediasitesinpolicy

Businessinformationlinkedtopersonalemailaddress

Imposerestrictionsandobligationsondeparting

employees

Turnoverallcontacts

Updateinformationandputredirectinplace

Addresssocialmediaincontractualagreements

Monitorwhatsgoingon


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HowtoMakeitAllWork

SocialMediapolicy

Training Resourceperson

SocialMediaPolicy Checklist Purposeofpolicyandthatitcoversworkingandnonworkingtime

andcompanyandnoncompanyownedequipment

Whethertoallowlimiteduseofcompanyequipmentforpersonal

use

Applicationof harassment,eeo,andotherpolicies

Dutytoreportconductthatviolatespolicy

Disclosureofcompanyaffiliationwhentalkingaboutthecompany,

includingitsproductsorservicesanddisclaimerregardingpersonal

viewsandnotthoseofcompany

Companysuseofphotographsandvideosofemployeesin

companypostedsocialmedia

Usingcompanyemailtosignup,ownershipofinformation,and

obligations

for

departing

employees Whethertoallowfriending onlyofpeers

SocialMediaPolicy Checklist Publicnatureofpostsandabsenceofprivacyconcerningposts

Whethertoallowrecommendations

Employeesareonlyauthorizedtoaccessspecificinformationinconnectionwiththeiremployment;unauthorizedaccessofanyinformationisaviolationofthefederalComputerFraudAct

Company

recognizes

and

respects

employees

right

to

communicate

, ,conditionsofemployment

Addressconfidentialandabusivelanguagerestrictions asspecifically aspossibleandgiveexamples

Policywillevolvewithsocialmediatechnologyanduse

Applicationandinterpretation ofpolicywithinsolediscretionofmanagementwithrighttochange,delete,addto,eliminatewithoutnotice,andatwilldisclaimer

Persontocontactwithquestions

Personviolatingpolicysubjecttodiscipline

Documents

EEOC Social Media Speech Handouts