Email, Internet and Computer System Use Policy and Procedure 2025–2028

About this item

Overview

The Email, Internet and Computer System Use Policy and Procedure 2025–2028 sets out how Kesgrave Town Council’s electronic systems and communications should be used safely, securely, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all councillors, employees, and authorised users of Council IT systems.

Purpose of the Policy

The policy provides clear rules to protect the integrity of Council email and IT systems, ensure data protection compliance, and prevent cyber risks. It outlines user responsibilities, good practice, and prohibited activities.

Key Principles

• Email and internet services are provided solely for legitimate Council business.
• Each user must keep their login credentials private and secure.
• Passwords must not be shared or written down.
• Files containing personal data (names, phone numbers, addresses, etc.) must be password protected.
• Any suspected breach, hack, or data loss must be reported immediately to the Town Clerk.

Acceptable Use

Council email accounts must be used responsibly and in accordance with the Code of Conduct and Data Protection Policy. Personal use of Council email or devices is not permitted. The Council may monitor email and internet activity to ensure policy compliance.

Prohibited Activities

• Sending, forwarding, or storing material that is obscene, defamatory, or harassing.
• Using another person’s login credentials without authorisation.
• Sending chain emails, spam, or large attachments that may disrupt systems.
• Disclosing personal data to external parties without lawful authority.
• Using Council IT systems for personal gain or non-Council business.

Cybersecurity and Good Practice

• Be alert to phishing and hoax emails – report these to the Clerk and delete them.
• Do not open attachments or click on links from unknown senders.
• Use the blind copy (BCC) field when emailing large groups to protect personal data.
• Regularly delete outdated emails to keep mailboxes efficient and compliant with data retention rules.
• Always use plain, respectful, and professional language when communicating by email.

Monitoring and Access

The Council’s Internet Service Provider automatically filters spam and scans for viruses. In some cases, the Town Clerk may need to access email accounts to respond to a Freedom of Information or Subject Access Request in line with legal obligations.

Download

Download Email, Internet and Computer System Use Policy and Procedure 2025–2028 (PDF)

Contact: For questions about this policy or IT security, email enquiry@kesgravetowncouncil.gov.uk .