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IT & Email Usage

IT & Email Usage Policy - South Clifton Parish Council

Last reviewed: Monday 20th April 2026

1. Purpose

This policy sets out how South Clifton Parish Council manages electronic communication systems, including email, to ensure security, transparency and compliance with governance requirements.

2. Council-owned systems

The council will maintain:

  • An official council domain name
  • Official council email accounts for the Clerk and councillors

These systems remain the property of the council at all times.

3. Use of council email accounts

Councillors and the Clerk must:

  • Use their official council email address for council business
  • Avoid using personal email accounts for official matters
  • Ensure council communications are conducted through council systems

If personal email is used accidentally, messages should be forwarded to the council account and permanently deleted from personal email accounts.

4. Access and control

The council will ensure:

  • Administrative control of email accounts is held by the Clerk
  • Access can be removed when councillors leave office
  • The council retains access to all council communications

5. Security

Users must:

  • Keep passwords secure
  • Not share login details
  • Log out of shared devices
  • Report any suspected security issues to the Clerk

6. Acceptable use

Council systems must only be used for:

  • Official parish council business
  • Communication with residents, partners and stakeholders

They must not be used for inappropriate, unlawful or personal commercial purposes.

7. Record keeping

Council email accounts form part of the council’s official records.

The council will:

  • Retain relevant communications
  • Ensure records are accessible if required (e.g. FOI requests)

8. Data protection

All users must:

  • Handle personal data in accordance with the council’s Data Protection Policy
  • Avoid sharing personal data unnecessarily
  • Use secure methods when sending sensitive information

9. Website and digital content

The council retains control over its online presence.

Where third parties assist with website management:

  • They act on behalf of the council
  • The council retains authority over content and access

10. Retention and deletion

Emails and digital records will be retained only as long as necessary and deleted appropriately in line with council requirements.

11. Responsibility

The Clerk is responsible for system administration and compliance. Councillors are responsible for following this policy.

12. Review

This policy will be reviewed annually.