Information Technology (IT) and Email Policy

1. Introduction
   Bierton 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 Bierton Parish Council’s IT resources, including
   computers, networks, software, devices, data, and email accounts.
   Bierton Parish Council recognises that council members have to use personally owned
   electronic devices for parish council business, whether that is at home or at meetings. Such
   devices include laptops, smart phones or tablets. This practice is commonly known as ‘Bring
   Your Own Device’ which the parish council supports and has a separate policy for.
   The use of such devices to create and process council information and data creates issues
   that need to be addressed, particularly in relation to data protection, information security and
   GDPR compliance.
   The parish council must ensure that it remains in control of the data for which it is
   responsible, regardless of the ownership of the device used to carry out the processing of
   personal data.
   This policy is intended to protect the security and integrity of personal data controlled and
   processed by Bierton Parish Council.
3. Acceptable Use of IT Resources and Email
   Bierton Parish Council’s IT resources and email accounts are to be used for official council
   related activities and tasks. Limited personal use is permitted, provided 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 Bierton
   Parish Council for work-related tasks.
   Unauthorised installation of software on authorised devices, including personal software, is
   strictly prohibited due to security concerns.
5. Data Management and Security
   All sensitive and confidential Bierton 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.
6. Network and Internet Usage
   Bierton 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
   Email accounts provided by Bierton 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
   Bierton 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.
9. Mobile Devices and Remote Work
   Mobile devices provided by Bierton 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.
10. Email Monitoring
    Bierton Parish Council reserves the right to monitor email communications to ensure
    compliance with this policy and relevant laws. Monitoring will be conducted in accordance
    with the Data Protection Act and GDPR.
    
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
    and/or Chair for investigation and resolution. Report any email-related security incidents or
    breaches to the Clerk and/or Chair immediately.
13. Training and Awareness
    Bierton 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.
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.
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:
    Email – parishclerk@biertonpc.org.uk
    Telephone – 07932 738733
    For technical/email issues, users can contact Jonathan Gilpin:
    Email – jonathan@fluent.ltd.uk
    Telephone – 07900 584576
    All staff and councillors are responsible for the safety and security of Bierton Parish Council’s
    IT and email systems. By adhering to this IT and Email Policy, Bierton Parish Council aims to
    create a secure and efficient IT environment that supports its mission and goals.

This policy was adopted in February 2026