Transparency
IT Policy
Cowlinge Parish Council acknowledges that reliable and secure use of information technology is essential to the effective delivery of its duties, communications, and day-to-day administration.
This policy sets out expectations and responsibilities for the safe, appropriate, and lawful use of IT systems and digital resources.
Application
This policy applies to all councillors, employees, contractors, and volunteers who access or use Cowlinge Parish Council IT facilities.
IT resources include computers, mobile devices, software, networks, email accounts (including any .gov.uk addresses), digital storage systems, and official social media accounts.
Appropriate Use
Council-provided IT resources must be used only for council businessUsers must act responsibly, comply with relevant legislation, respect copyright and intellectual property, and avoid accessing material that is unlawful, inappropriate, or offensive.
Equipment and Software
Where practicable, Cowlinge Parish Council will provide authorised equipment and software for council businessThe installation of additional software or applications by the Clerk for Council business does not require the approval of the Council.
Information Security and Data Handling
Confidential and sensitive information must be handled and stored securely using approved systems and procedures Appropriate backup arrangements should be maintained to reduce the risk of data loss, and data must be disposed of securely when no longer required.
Internet and Network Use
Council networks and internet access must not be used to download, distribute, or share copyrighted material without permission, or for any unlawful purpose.
Email Use
Council .gov.uk email accounts are provided for official correspondence only.
Emails should be written in a professional and courteous manner.
Where possible, emails containing sensitive or confidential information should be protected (for example, by password protection).
Users should remain vigilant when opening attachments or links to reduce the risk of phishing or malware.
Passwords and Account Protection
Users are responsible for keeping their login details secure.
Passwords must be strong, kept confidential, and not shared.
Passwords should be changed periodically to maintain account security.
Mobile Devices and Remote Access
Any mobile devices provided by Cowlinge Parish Council must be protected by appropriate security measures such as passwords particularly when used for remote working.
Security Incidents
Any actual or suspected IT security incident or data breach must be reported promptly to the Clerk so that appropriate action can be taken.
Training and Awareness
Cowlinge Parish Council will make information and guidance available to support awareness of IT security, data protection responsibilities, and safe working practices.
Non-Compliance
Failure to comply with this policy may result in restricted access to IT systems or other action considered appropriate by the Council.
Review
This policy will be reviewed on a regular basis to ensure it remains effective and reflects current technology, risks, and legal requirements.
Contact
In the first instance, all IT-related queries or concerns should be directed to the Clerk.
All councillors and staff share responsibility for safeguarding Cowlinge Parish Council’s IT systems and information. By following this policy, the Council aims to maintain a secure, efficient, and resilient IT environment.
