We often get asked the question: should the clerk or Councillors be using their personal email accounts for council business?
While this wasn’t a problem in the past, the new GDPR regulations mean that it isn’t advisable. There are 2 main reasons for this – under GDPR, people have:
- The right to access all information that you hold about them
- The right to be forgotten (ie have all information you hold about them erased)
Fulfilling both of these obligations can be difficult when the clerk or Councillors may have information buried within their personal communications. Also, if the clerk or a Councillor has left the council it will be difficult and time-consuming to retrieve or delete all the information shared as part of council business.
There are 2 ways of solving this problem:
- Get your Councillors to set up dedicated council email accounts using a free online email such as hotmail. When a Councillor leaves the council, they can simply delete the account and all the content.
- Set up POP or IMAP accounts for your Councillors. Your web hosting company will be able to do this for you, but there will most likely be a charge.
We will be going into more detail about different types of email accounts later.
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