1. Introduction
St Stephen in Brannel parish council recognises the importance of effective and secure information technology (IT) and email usage in supporting its business, operations, and communications. This policy outlines the guidelines and responsibilities for the appropriate use of IT resources and email by council members, employees, volunteers, and contractors.
2. Scope
This policy applies to all individuals who use St Stephen in Brannel parish council’s IT resources, including computers, networks, software, devices, data, and email accounts.
3. Acceptable use of IT resources and email
St Stephen in Brannel parish council IT resources and email accounts are to be used for official council-related activities and tasks. Limited personal use is permitted, provided such use does not incur additional costs to the Council, or adversely affect the performance or security of the IT systems, it does not interfere with work responsibilities or violate any part of this policy. All users must adhere to ethical standards, respect copyright and intellectual property rights, and avoid accessing inappropriate or offensive content.
4. Device and software usage
Where possible, authorised devices, software, and applications will be provided by St Stephen in Brannel parish council for work-related tasks. All software installations must be approved and logged by the Clerk or designated IT contractor.
Open-source software must be vetted for security..
5. Data management and security
All sensitive and confidential St Stephen in Brannel parish council data should be stored and transmitted securely using approved methods. Regular data backups should be performed to prevent data loss, and secure data destruction methods should be used when necessary. The Council adopts a data retention policy aligned with UK GDPR, and all data must be classified and stored in secure, backed-up environments.
6. Network and internet usage
St Stephen in Brannel parish council’s network and internet connections should be used responsibly and efficiently for official purposes. Downloading and sharing copyrighted material without proper authorisation is prohibited.
7. Email communication
Members can not use personal email accounts for Council business. Councillors will be issued with official council email addresses. Accounts provided by St Stephen in Brannel parish council are for official communication only. Emails should be professional and respectful in tone. Confidential or sensitive information must not be sent via email unless it is encrypted. Be cautious with attachments and links to avoid phishing and malware. Verify the source before opening any attachments or clicking on links.
8. Password and account security
St Stephen in Brannel parish council users are responsible for maintaining the security of their accounts and passwords. Passwords should be strong and not shared with others. Regular password changes are encouraged to enhance security. Two-factor authentication (2FA) should be used where supported.
9. Mobile devices and Remote Work
Mobile devices provided by St Stephen in Brannel parish council should be secured with passcodes and/or biometric authentication. When working remotely, users should follow the same security practices as if they were in the office. Use of secure, Council-authorised VPNs or remote desktop solutions is mandatory. Public Wi-Fi should not be used unless a VPN is in place
10. Email monitoring
St Stephen in Brannel parish council reserves the right to monitor email communications to ensure compliance with this policy and relevant laws. Monitoring is conducted in line with UK GDPR Article 6(1)(f) – legitimate interest. All users will be notified of monitoring practices.
11. Retention and archiving
Emails should be retained and archived in accordance with legal and regulatory requirements. Regularly review and delete unnecessary emails to maintain an organised inbox.
12. Reporting security incidents
All suspected security breaches or incidents should be reported immediately to the Clerk for investigation and resolution. Report any suspicious activity or phishing emails immediately. All incidents must be logged and reviewed within 5 working days.
13. Training and awareness
St Stephen in Brannel parish council will provide regular training and resources to educate users about IT security best practices, privacy concerns, and technology updates. All employees and councillors will receive regular training on email security and best practices. Training will include phishing awareness, GDPR compliance, and password management.
14. Compliance and consequences
Breach of this IT and Email Policy may result in the suspension of IT privileges and further consequences as deemed appropriate. Non-compliance may also trigger an investigation under the Council’s disciplinary policy, especially where data breaches are involved or a report to the Monitoring Officer for a potential breach of the Council’s adopted Code of Conduct.
15. Policy review
This policy will be reviewed annually to ensure its relevance and effectiveness. Updates may be made to address emerging technology trends and security measures.
16. Contacts
For IT-related enquiries or assistance, users can contact the Clerk. All staff and councillors are responsible for the safety and security of the parish council’s IT and email systems. By adhering to this IT and Email Policy, St Stephen in Brannel parish council aims to create a secure and efficient IT environment that supports its mission and goals.
Adopted by Full Council at the meeting held on Wednesday 13th August 2023 under minute number FPC138/25. Due for review in May 2026.