Digital, Social Media and Multimedia Policy
(Applies to Internal and External Participation)
This Policy applies to all Allstate Insurance Company (“AIC”) employees and should be used as a tool to help them understand Allstate’s policies around their personal participation in the digital, social media and multimedia space(s). For purposes of clarification, “digital” includes content posted to internal and external web sites and social spaces, and “multimedia” includes video and audio recordings, animation and photographs. Participating in multimedia includes creating or uploading multimedia to Allstate TV, the Employee Community or any external platform. This Policy does not prohibit any activities otherwise protected by law, including employees’ rights to engage in protected concerted activity (i.e., activities concerning wages, hours or other terms and conditions of employment).
Remember that the same Policies and Standards that govern behavior elsewhere at Allstate also apply here. Violations of state or federal law or Allstate Policies or Standards, including violations of this Policy, may be referred to Human Resources or other appropriate external authorities, and may result in disciplinary action, up to and including termination of employment at Allstate. Content that violates this policy will be removed from Allstate’s digital, social media and multimedia platforms.
What you should do:
1. Be sensitive to Allstate confidential and restricted information. Maintain the confidentiality of Allstate’s confidential and restricted information during digital, social media and multimedia communications. See Section 2 below related to safeguarding personally identifiable information (“PII”) and protected health information (“PHI”). Examples of confidential and restricted information include Allstate’s business strategies, processes, products, development of systems, revenue projections or projected share price, marketing and solicitation or sale of securities or securities related products. Confidential information does not include information concerning wages, hours and other working conditions.
2. Respect privacy. Don’t disclose PII or PHI of any employee, contingent worker, customer, consumer, claimant, agent, applicant, supplier or third party in any way via digital, social media or multimedia. Examples of PII and PHI include bank account number, account balance, credit card number, driver’s license number, health insurance information, Social Security number, medical information and passport number. PII and PHI does not include information regarding wages, hours and other working conditions. In regard to disclosing PII or PHI about yourself, remember that whatever you post about yourself goes live immediately and becomes public. If you don’t want the world to know your personal information, particularly health-related information, be thoughtful of what you post online.
3. Don’t discuss customer information. Allstate prohibits inclusion of customer information in digital, social media and multimedia communications.
4. Be respectful. Avoid posts/comments, statements, images/photographs, video or audio that reasonably could be viewed as malicious, discriminatory, obscene, threatening or intimidating, or that might constitute threats of violence, harassment or bullying. Examples of inappropriate conduct might include offensive posts meant to defame someone or posts that could contribute to a hostile work environment on the basis of age, race, gender, sexual orientation, gender identity/expression, disability, creed, religion or any other status protected by law.
Examples of appropriate content:
study. This is permitted under the policy.
religions. This is acceptable and is allowed, as long as the conversation remains respectful and complies with the guidelines listed above. If one employee expresses discomfort with the situation, then the conversation must cease, and the first employee must honor the request to end the conversation.
Examples of inappropriate content:
communication jobs, but shouldn’t be considered for jobs that require manual labor or math skills. This creates a hostile environment because it is discrimination based on gender, and the post would be removed because this violates the policy.
5. Comply with Allstate Multimedia Guidelines. To ensure appropriate execution and participation you must contact Corporate Relations Multimedia prior to the shooting and/or completion of any video, photo, digital or audio project when:
Please review the Employee-Generated Video/Photo Guidelines for more information on creating your employee-generated multimedia content.
6. Be honest and accurate. Never knowingly communicate information that is untrue or deceptive. If you make an error, be honest and correct it as quickly and as accurately as possible. Be open about any previous posts you have altered. Do not alter posts or comments of others.
7. Be lawful. Don’t engage in illegal activity. Don’t post copyrighted materials, including, but not limited to text, images/photographs, audio, music, animation or video. Music purchased or downloaded for personal use may not be distributed through social media or multimedia platforms. Don’t post other companies’ intellectual property, such as logos or trade secrets. Don’t give a “tip” on inside information to others so that they may buy or sell stocks or securities. Information shared should not raise questions about stock price; buying, selling or holding securities; markets or competition; or representations being made about future company performance.
8. Comply with the Allstate Financial Product/Service Guidelines. Don’t reference specific Allstate Financial branded products or services. Don’t post generic content related to Allstate Financial products or services, and do not solicit such sales. Examples of Allstate Financial products and services in this prohibition include life insurance, annuities, mutual funds, 529 college savings plans, stocks, bonds, financial/life insurance reviews, financial calculators and life insurance quotes. Additionally, Allstate Benefits products, such as cancer insurance, are also included in the prohibition.
9. Be transparent. When discussing topics relevant to Allstate, identify your affiliation with Allstate and be clear about your role with Allstate. If you have a vested interest in something you are discussing, be the first to point it out.
10. Use a disclaimer. For individuals who are not participating in social media or multimedia as part of an official function of their job, if you reference Allstate as your employer, or if you might be connected to Allstate as an employee through your social media or multimedia content, you must make it clear that what you say does not necessarily represent the views and opinions of Allstate. At a minimum, you should include the following language: “The postings on this site are my own and do not necessarily represent Allstate’s positions, strategies or opinions.” However, Allstate does not require employees to include a disclaimer in social media or multimedia content related to the exercise of their individual or collective rights under the law to discuss or otherwise communicate concerning their wages, hours or working conditions or to engage in other protected concerted activity.
11. Retaliation is prohibited. Allstate prohibits taking negative action against any individual for reporting a possible deviation from this Policy or for cooperating in an investigation. Any employee who retaliates against another employee for either of these actions will be subject to disciplinary action, up to and including termination of employment.
12. Be secure. Use caution when clicking on links on digital, social media or multimedia pages. Clicking on unknown links could install or download material that contains malware -- viruses, worms or any other computer code that is intended to damage or interfere with a system, data or information. Likewise, don’t post material through social media that contains malware.
13. Respect Intellectual Property. Show proper respect for the copyrights, trademarks, publicity rights, trade secrets and other intellectual property (“IP”) of Allstate and others. Don’t post copyrighted material (e.g., text, images/photographs, audio, music or video) without necessary permission. This means that if you have not secured the permission to redistribute information, you cannot copy and paste content from websites, articles, blog posts, books, etc. If you want to share content that you don’t own, link to the content, never copy and paste. Each decision to link from an internal site to an external, third-party site must be based on a specific business need and serve legitimate business purposes and objectives of Allstate. For example, do not link to any site that is in conflict with, or harmful to, the interests of Allstate; promotes illegal or fraudulent activities; is obscene, pornographic or offensive; promotes or incites violence, hatred and/or harassment; or breaches others’ rights to privacy or confidentiality. Don’t use Allstate’s IP or others’ IP without necessary permission. Don’t use the IP of others to inaccurately suggest or represent the IP owner’s sponsorship or endorsement of or relationship with you.
14. Flag content that violates this Policy. Flag any content on an Allstate internal social media forum or multimedia platform that may violate this Policy for review by the Social Media Escalation Committee.
15. Follow information security standards. Adhere to the policy requirements in the IT Usage Policy to protect Allstate information and information assets. Use a unique user ID and password when logging in to Allstate-initiated external and internal web sites. Do not use your Allstate-provided email addresses when registering on non-Allstate-initiated external social media as Allstate prohibits the use of Allstate-provided email addresses on non-Allstate web sites.
16. Be careful when discussing legal matters. Allstate prohibits discussions of legal matters when such discussions contain legally privileged information.
17. Don’t use claim numbers or policy numbers. Allstate prohibits inclusion of claim numbers or policy numbers in social media communications.
18. If you’re interested in sharing legally approved company information and/or stories to your personal social networks, you can join the employee advocacy program Good to Know. For compliance purposes, #AllstateEMP will be appended to every share to disclose you are an Allstate Employee. For more information on how this website works, please watch this short video.