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EXTERNAL COMMUNICATION PROTOCOLS

Effective Date: 02 June 2025
Issued By: Communications & Stakeholder Relations Department
Applies To: All employees, contractors, and third-party representatives

1. PURPOSE

This policy establishes standards and procedures for managing all external communications involving Mototolo Platinum Mine. The aim is to maintain consistency, professionalism, and confidentiality in how the organization presents itself to external audiences, including media, suppliers, partners, regulators, and the public.

2. SCOPE

These protocols apply to all forms of external communication, including:

  • Press releases and media interviews

  • Emails to suppliers, government, and third parties

  • Marketing or promotional content

  • External stakeholder meetings and reports

  • Social media posts

  • Public speaking engagements

  • Communication during crisis or incidents

3. APPROVED SPOKESPERSONS

Only the following individuals may speak or respond publicly on behalf of the organization:

  • General Manager

  • Communications & Branding Officer

  • Legal or Compliance Officer (in case of legal/regulatory matters)

  • Designated Community Liaison Officer (for local engagement)

Unauthorized employees must not issue statements, interviews, or official positions.

4. COMMUNICATION CHANNELS

All external communication must use approved and secure platforms:

  • Email: company domain only (e.g., name.surname@mplats.co.za)

  • Official Social Media Pages: Managed by Communications

  • Phone/WhatsApp: Only where pre-approved and documented

  • SAP Ariba & Vendor Portals: For RFQs, procurement, and supplier contact

  • Meetings: Formal minutes must be kept and stored securely

5. TONE, STYLE, AND BRAND CONSISTENCY

  • Communications must be professional, clear, respectful, and aligned with branding guidelines.

  • No use of slang, inflammatory language, or personal opinions when representing the company.

  • Always use branded templates and official letterheads when sharing formal documents.

6. MEDIA ENGAGEMENT

  • All media queries must be referred immediately to the Communications Officer.

  • No employee may speak to journalists or participate in interviews without prior written authorization.

  • All press releases must be approved by the General Manager and Communications Department.

7. SOCIAL MEDIA POLICY

  • Employees are prohibited from posting work-related content on personal social media unless pre-approved.

  • Internal or confidential documents must not be shared or referenced.

  • No tagging or referencing of the company name or operations in negative or controversial discussions.

8. CONFIDENTIALITY & COMPLIANCE

  • All external communications must comply with the Confidentiality Clause of the company and relevant NDAs.

  • Sensitive information such as pricing, operations, safety data, or contract terms must never be disclosed without appropriate clearance.

9. CRISIS COMMUNICATIONS

In the event of an emergency, incident, or reputational threat:

  • All external communications will be managed by the Crisis Communication Team led by the General Manager.

  • No employee should comment or engage externally until an official statement is issued.

10. APPROVAL PROCESS

  • Before any external communication is shared, it must be reviewed and signed off by:

    • Immediate Supervisor/Manager

    • Communications Officer

    • Legal or Compliance (if applicable)

11. NON-COMPLIANCE

Breaches of this policy may result in disciplinary action, up to and including dismissal or legal recourse in the case of reputational or regulatory harm.

12. CONTACT

For all communication approvals or concerns, contact:
Communications & Branding Officer
📧 branding@mplats.co.za
📞 013 516 0549

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