Confidentiality Policy 2025–2028

About this item

Overview

The Confidentiality Policy 2025–2028 sets out how Kesgrave Town Council manages, protects, and handles sensitive and personal information. It ensures that councillors, employees, and anyone acting on behalf of the Council understand their responsibilities under data protection and confidentiality law.

The policy was approved on 2 June 2025 and remains in effect until June 2028.

Purpose of the Policy

This policy introduces the principles of confidentiality for anyone processing information on behalf of the Council. It ensures that all staff and councillors handle sensitive information lawfully and securely, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant legislation.

What the Policy Covers

• Responsibilities of councillors, officers, and contractors when handling confidential information.
• How personal, commercially sensitive, or corporate information must be protected.
• Requirements for secure storage, transmission, and disposal of information.
• Guidelines for using email, telephones, and Council equipment safely and securely.
• Actions to take in the event of a confidentiality breach or data incident.

Legal Framework

The policy supports compliance with key legislation including:

• Human Rights Act 1998 – Right to respect for privacy and family life.
• UK General Data Protection Regulation (UK GDPR) – Governs the lawful processing of personal data.
• Freedom of Information Act 2000 – Provides a right of access to public information.
• Public Interest Disclosure Act 1998 – Covers the lawful disclosure of certain types of information.

Key Responsibilities

• All staff and councillors must treat personal and sensitive information as confidential at all times.
• Confidential data must not be disclosed, discussed, or left unsecured.
• Only authorised personnel should process or access confidential information.
• Any accidental disclosure or loss of data must be reported immediately to the Town Clerk.
• Misuse of confidential information may lead to disciplinary action or sanctions under the Code of Conduct.

Download

Download Confidentiality Policy 2025–2028 (PDF)

Contact: For questions about data protection or confidentiality, email enquiry@kesgravetowncouncil.gov.uk .