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Website Management Policy

1                     Introduction

1.1                Our website is a powerful means of communicating with clients and prospective clients. It is an important expression of our brand.

1.2                It is important therefore that we properly manage our website activities.

1.3                This policy sets out our procedures for managing our website, including:

                      1.3.1           who is responsible for managing our website
                      1.3.2           content management
                      1.3.3           website security and data protection
                      1.3.4           permitted and prohibited use
                      1.3.5           linking
                      1.3.6           accessibility
                      1.3.7           client confidentiality

2                     Responsibility

2.1                The COLP has overall responsibility for managing our website.

2.2                They are responsible for:

                      2.2.1           approving and monitoring content
                      2.2.2           ensuring the website complies with legal and regulatory requirements
                      2.2.3           overseeing linking arrangements
                      2.2.4           maintaining the website terms and conditions and privacy policy
                      2.2.5           conducting an annual review of this policy to ensure it is in effective operation

3                     Content management

3.1                We will only publish on our website content that it appropriate for publishing in any other medium.

3.2                Website content must be clear, unambiguous, up-to-date and relevant to our business and services.

3.3                No content will be added to the website without the approval of the COLP.

3.4                Content must be submitted to the COLP with a Website content approval form.

3.5                The COLP will only approve and upload content to the website if the content:

                      3.5.1           is grammatically correct with no spelling mistakes
                      3.5.2           has been reviewed by another member of staff, preferably from the same department as the author
                      3.5.3           is accurate and up-to-date
                      3.5.4           does not include any breach of copyright or other intellectual property rights
                      3.5.5           does not breach client confidentiality (see Client confidentiality below)
                      3.5.6           is not discriminatory
                      3.5.7           conforms to house style

3.6                The COLP will maintain a log of all website content.

4                     Website security and data protection

4.1                All information provided by you will be treated securely and strictly in accordance with the Data Protection Act 1998.

4.2                 To comply with relevant legislation on the use of personal data, including the Data Protection Act 1998, we adhere to a strict Privacy policy.

4.3                The COLP is responsible for maintaining the Privacy policy, ensuring it remains compatible with the legislative requirements and is fit for purpose.

4.4                If you suspect the Privacy policy has been breached you must report this—see Reporting breaches below.

5                     Permitted and prohibited use

5.1                We maintain detailed terms and conditions for use of our website.

5.2                These apply equally to all users, both externally and internally, including staff.

5.3                The COLP is responsible for maintaining the Website terms and conditions.

5.4                If you suspect the Website terms and conditions have been breached you must report this—see Reporting breaches below.

6                     Linking to third party websites

6.1                We are not responsible for the content of third party websites to which we link but we must ensure any links are:

                      6.1.1           relevant and appropriate
                      6.1.2           operating effectively, and
                      6.1.3           where appropriate, reciprocated

6.2                The COLP will oversee all linking arrangements.

7                     Accessibility

7.1                We are committed to ensuring our website is accessible to all visitors.

7.2                If you wish to make any suggestions on how we can improve the accessibility of our website, please contact the COLP.

8                     Client confidentiality

8.1                Gray Law Limited must not breach our duty of confidentiality to our clients through our website.

8.2                All staff will receive appropriate training on our Client confidentiality Policy and Website management policy,

8.3                Any breaches must be reported to the COLP.

9                     Reporting breaches

9.1                All members of staff have an obligation to report actual or potential compliance failures. This allows us to:

                      9.1.1           investigate the failure and take remedial steps if necessary
                      9.1.2           maintain a register of compliance failures
                      9.1.3           notify the SRA of any compliance failures that are material either in their own right or as part of a pattern of failures

9.2                Please refer to our Compliance failure policy for our reporting procedure, available upon request.

10                 Consequences of breaching this policy

10.1            We consider this policy to be extremely important. Failure to comply puts both you and the firm at risk.

10.2            If there is a breach of the policy Gray Law Limited will take this very seriously and it is very likely that the person responsible for the breach will be disciplined in accordance with our disciplinary procedure and may be dismissed.

11                 Monitoring and review

11.1            The COLP is responsible for this policy.

11.2            We regularly monitor the effectiveness of this policy to ensure it is working in practice and we will review and update this policy as and when necessary.

11.3            We will review this policy regularly—at least annually. We will provide information and/or training on any changes we make.

12                 Training

12.1            All staff will receive appropriate training on our Website management policy, including:

                      12.1.1       regular training for existing staff
                      12.1.2       training for new staff at induction
                      12.1.3       updates following any changes to the policy that affect staff