An IT policy for a parish council should address several key areas to ensure that technology is used effectively, securely, and responsibly. In the UK, this is especially important due to compliance with data protection laws like the General Data Protection Regulation (GDPR), Freedom of Information Act (FOIA), and other relevant regulations. Below are the key components your IT policy should cover, with real-world examples to make it clearer.
1. Introduction and Purpose
This section should provide an overview of the IT policy’s objectives and explain why it exists. It’s essential to emphasise its role in protecting both the council’s data and its employees, while also ensuring compliance with legislation.
Example:
“This IT Policy outlines the principles and guidelines governing the use of IT resources at [Parish Name] Parish Council. The policy aims to safeguard both the confidentiality and integrity of sensitive information, ensure the council’s compliance with legal obligations, and provide clear expectations for acceptable use of IT resources.”
2. Scope of the Policy
Clearly state who the policy applies to—this includes all employees, councillors, volunteers, and any third-party contractors with access to the council’s IT resources.
Example:
“This policy applies to all employees, councillors, volunteers, and contractors who have access to the Parish Council’s IT systems, networks, and data. It includes the use of all council-owned devices (e.g., laptops, desktop computers, mobile phones), networks, and services such as email, file storage, and website platforms.”
3. Acceptable Use of IT Resources
Outline the expectations regarding the use of council IT resources, including appropriate behaviour online and using email, internet, and council devices.
Example:
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Internet Use: “Council internet access is intended primarily for official use. Browsing for non-work-related content should be kept to a minimum. Accessing illegal content, such as pirated software or inappropriate material, is strictly prohibited.”
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Email Use: “Council email accounts should only be used for official communication. Personal use of email accounts provided by the council should be kept to a minimum and must not interfere with work duties.”
4. Data Protection and Security
A crucial part of the policy, especially in the context of GDPR, data must be protected from unauthorised access, alteration, or destruction. This section should specify how personal data is collected, stored, and processed, as well as user responsibilities in maintaining security.
Example:
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Data Handling: “Sensitive personal data (e.g., resident addresses, financial information) should only be accessed by those who require it for their work. Data should be stored securely on council-approved systems with appropriate access controls in place. Councillors and staff are required to take reasonable steps to ensure that data is securely disposed of when no longer needed.”
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Data Security: “All devices connected to the council’s network must have up-to-date antivirus software installed and running. Employees must lock their devices when not in use, especially when working in public places.”
5. Cybersecurity
This section should outline the steps for protecting the council’s digital infrastructure against cyber threats. It should include the use of firewalls, encryption, and strategies to mitigate phishing and other social engineering attacks.
Example:
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Password Management: “All passwords for council systems should be strong, consisting of at least 12 characters, with a mix of uppercase, lowercase, numbers, and special characters. Passwords should not be shared, and multi-factor authentication (MFA) should be enabled wherever possible.”
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Phishing: “Staff and councillors should be trained to recognise phishing emails. Any suspicious email, especially those asking for personal or financial information, should be reported immediately.”
6. Remote Working and Access
As remote working becomes increasingly common, it’s essential to have clear rules for employees and councillors accessing council data and systems from outside the office.
Example:
“When working remotely, employees and councillors must connect to the council’s network via a secure connection. All remote devices should meet the council’s security standards, including having up-to-date antivirus software and encrypted communication.”
7. Software Licensing and Use
The council needs to ensure that all software used is licensed properly to avoid legal issues and maintain compliance with software laws.
Example:
“All software installed on council-owned devices must be legally licensed. Employees are prohibited from installing unauthorised software or using pirated software.”
8. Device Management and Maintenance
This section should cover the management and maintenance of the devices used by the council, including hardware (e.g., computers, printers) and software (e.g., operating systems, applications).
Example:
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Council-Owned Devices: “All devices issued to employees, including laptops, tablets, and smartphones, are the property of the council and should be used primarily for work purposes.”
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Updates and Patches: “Devices must be regularly updated with the latest security patches and software updates.”
9. Incident Reporting and Response
Outlining the procedure for reporting and responding to IT incidents (such as data breaches, system outages, or cyberattacks) is crucial for maintaining security.
Example:
“Any IT-related incident, such as a suspected data breach, cyberattack, or system failure, should be reported immediately to the Clerk. All incidents will be logged and investigated in line with GDPR’s breach notification requirements.”
10. Monitoring and Privacy
Explain how the council monitors the use of its IT systems and balances this with users’ privacy rights. You should also address whether personal use of council devices is permitted, and to what extent monitoring will occur.
Example:
“The council reserves the right to monitor all usage of its IT resources, including email and internet access, to ensure compliance with this policy. However, the council will respect employees’ privacy and will not monitor personal content unless there is a legitimate reason to do so (e.g., to investigate potential policy breaches).”
11. Training and Awareness
Regular IT security training and awareness sessions should be part of the policy. This ensures that employees and councillors are kept up to date with potential security risks and the latest best practices.
Example:
“All employees and councillors will undergo annual IT security training. The training will cover topics such as phishing, data protection, and the correct use of IT resources. New employees and councillors will receive this training as part of their induction process.”
12. Compliance and Legal Considerations
This section ensures that the parish council’s use of IT aligns with all relevant UK laws, including GDPR, the Freedom of Information Act, and the Computer Misuse Act.
Example:
“The council’s use of IT resources must comply with all relevant legislation, including the General Data Protection Regulation (GDPR), which governs the processing of personal data. Employees and councillors must be familiar with their responsibilities under this legislation and act in accordance with the data protection principles set out in the GDPR.”
13. Enforcement and Disciplinary Actions
Finally, explain the consequences of violating the IT policy, including potential disciplinary actions.
Example:
“Failure to comply with this IT policy may result in disciplinary action, up to and including termination of employment for staff or removal from office for councillors. Serious breaches may be reported to relevant authorities.”
14. Review and Updates
IT policies need to be reviewed regularly to ensure they stay up to date with changing technologies, legal requirements, and emerging risks.
Example:
“This policy will be reviewed annually or sooner if required by significant changes in legislation or technology. Employees and councillors will be notified of any changes, and they will be required to acknowledge their understanding of the updated policy.”
Conclusion:
SAPPP have provided a basic template that you can find here
An IT policy for a parish council is essential for managing the responsible use of technology, protecting sensitive data, and ensuring compliance with legal standards. By setting clear expectations and guidelines, the council can ensure its IT systems are used effectively and securely while maintaining public trust.
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