Adopted: April 2025  |  Review: April 2028

A copy of this document is also available in different formats such as large print, Braille, audio or in a different language. Please contact the office if this is required.

1. Principles

Perranzabuloe Parish Council’s (PPC) provides Councillors and Officers with access to various facilities for work and communication purposes. To ensure compliance with all relevant legislation and standards in relation to data protection, information security and compliance monitoring, PPC has adopted an Information Technology (IT) Usage & Security policy for Councillors and Officers which should be read in conjunction with its Date Protection policy.

2. Breach of the Policy

Breach of tis policy will be regarded as an offence and may be reported to Full Council for consideration of further action required.

Anyone who considers that there has been a breach of this policy in relation to personal information about them held by PPC should raise the mater via PPC’s formal grievance procedure.

3. Objectives

PPC makes use of IT systems, for data storage, communications and as a source of information. This policy is intended to:

  • Prevent inappropriate use of computer equipment (such as extended personal use of for accessing and circulating pornographic, racist, sexist or defamatory material);
  • Protect confidential, personal or commercially sensitive data;
  • Protect PPC from the risk of financial loss, loss of reputation or libel;
  • Prevent the introduction of viruses;
  • Prevent the use of unlicensed software;
  • Ensure that the facilities are not used so as a to cause harm or damage to any person or organisation;
  • Ensure that PPC property is properly looked after; and
  • Monitor the use of computer facilities to ensure compliance with internal polices and rules and to detect abuse.

4. Usage

The policy sets out PPC’s position on your use of the facilities and it includes:

  • Your responsibilities and potential liability when using the facilities;
  • The monitoring policies adopted by PPC; and
  • Guidance on how to use the facilities.

5. User Responsibilities

Subject to anything to the contrary in this policy, the facilities must be used for PPC business purposes only.

Councillors and staff are granted access only to systems, programs and information necessary to do their role/job.

It is expressly prohibited from using the facilities for the sending, receiving, printing or otherwise disseminating information which is the confidential information of PPC or its clients other than in the normal and proper course of carrying out your duties of PPC.

To ensure proper use of PPC computers, Councillors and Officers must adhere to the following practices:

  • Anti-virus software must be kept running at all times.
  • Do not open attachments or click on links unless you know you can trust the source.
  • Media storage such as USB drives, CDs or portable hard drives will not be permitted unless they are authorised for use the PPC.
  • All decides must be password protected, using password recognised complexity rules, and changed regularly. Do not divulge or write down your password or PIN, or another authentication, anywhere where an unauthorised person could find it. Change your password immediately if you believe its confidentiality may have been compromised.
  • Always log off/screen lock your device whenever you leave it for more than a moment.
  • Any breaches or suspected security incidents concerning PPC data or computing facilities must be reported immediately to the Clerk who is the Data Controller.
  • Never knowingly use facilities in a manner which may introduce security or operational risk.
  • Never attempt to perform any unauthorised changes to PPC IT systems.
  • All data held on PPC devices and systems may also be the subject of Freedom of Information, or Subject Access Requests. For this reasons, personal use of PPC’s computing and network facilities cannot be deemed to be private.
  • Do not use or attempt to use another individual’s account.
  • Never exceed the limits of your authorisation or specific business need by attempting to access systems or information that you do not need in order to carry out your role. A deliberate and intentional attempt to access unauthorised resources breaches the Computer Misuse Act 1990.
  • If you believe you have mistakenly been granted to access to IT systems, information or resources which are not appropriate or authorised to you, please immediately report this as a possible incident to the Parish Clerk. Do not under any circumstances “explore” or attempt to further access yourself.
  • Do not facilitate or attempt to facilitate access for anyone else who is not authorised to access specific information or information systems.
  • Never copy, store, or transfer data or software owned by PPC to any unmanaged device without explicit written consent from the Asset Owner.

6. Desktop and portable computers, tablets and applications

Hardware and software issued to Councillors and Officers remains the property of PPC.

When using such equipment:

  • You are responsible for all equipment and software until you return it. It will be insured by PPC against loss and damage in accordance with the terms and conditions of PPC’s insurance but must be kept secure at all times.
  • If you discover any mechanical, electronic or software defects or malfunctions, you should immediately bring such defects or malfunctions to the Parish Clerk’s attention.
  • Upon the request of PPC at any time, for any reason, you will immediately return any laptop, equipment and all software to PPC.
  • If you are using your own laptop to connect with PPC’s or to transfer data between the laptop/PC and any of PPC’s computers, you must ensure that you have obtained prior consent, comply with instructions and ensure that any data downloaded or uploaded is free from viruses; and
  • You will be responsible for ensuring that your home equipment is adequately protected from viruses and malware.

7. Software

Software piracy could expose both PPC and the user to allegations of intellectual property infringement. PPC is committed to following the terms of all software licences to which PPC is a contracting party. This means that:

  • Software must not be installed onto any of PPC’s computers unless this has been approved in advance by PPC. Before granting approval, PPC may seek advice from its IT consultants to ensure that the appropriate licence has been obtained, that the software is virus free and compatible with the computer facilities (installation of Microsoft Teams is permitted as this is the preferred communication method of PPC); and
  • Software should not be removed from any computer, nor should it be copied or loaded onto any computer without prior consent.
  • You will be responsible for ensuring that your home equipment is adequately protected from viruses and malware and that operating system patches are routinely applied.

8. Email (internal or external use)

A separate email address must be used exclusively for PPC business. On request, PPC can provide a @perranzabuloe-pc.gov.uk email address for your use.

Internet email is not a secure medium of communication; it can be intercepted and read. Do not use it to say anything you would not wish to be made public. If you are sending confidential information by email this should be sent using secure links to the documents to Office 365. Do not attach confidential documents that can be downloaded or edited.

Email should be treated as any other documentation. If you would normally retain a certain document in hard copy, you should retain the email.

Do not forward email messages unless the original sender is aware that the message may be forwarded. If you would have forwarded a copy of a paper document with the same information, do not forward email.

Your inbox should be checked on a regular basis.

As with many other records, email may be subject to discovery in litigation, or a Freedom of Information request. Like all communications, you should not say anything that might appear inappropriate or that night be misinterpreted by the reader.

Viewing, displaying, storing (including data held in RAM or cache) or disseminating materials (including text and images) that could be considered to be obscene, racist, sexist or otherwise offensive may constitute harassment and such use of the facilities is strictly prohibited. The legal focus in a harassment case is the impact of the allegedly harassing material on the person viewing it, not how the material is viewed by the person sending or displaying it.

Councillors and Offices with a PPC issued email account (or lisCornwall account) will be required to surrender their email account and all of its contents to the Parish Clerk at the end of their term of office of if they decide to leave PPC.

Further guidance can be found in the PPC Communications Policy.

9. Social Media

Councillors and Officers using their own social media accounts must ensure that any comment made is clearly identified as their own and not representative of PPC. Full guidance can be found in the PPC Social Media Policy.

10. Internet

Posting information on the internet, whether on social media, a group, via a chat room or via emails is no different from publishing information in the newspaper. If a posting is alleged to be defamatory, libellous or harassing, the person making the posting and PPC could face legal claims for monetary damages.

Using PPC internet facilities for the purposes of trading or carrying out any business activity other than PPC business is strictly prohibited.

For the avoidance of doubt, the matters set out above include use of wireless facilities.

11. Monitoring

The policy of PPC is that it may monitor your use of the facilities.

PPC recognises the importance of an individual’s privacy but needs to balance this against the requirement to protect others and preserve the integrity and functionality of the facilities.

PPC may from time to time monitor the facilities. Principal reasons for this are to:

  • Detect any harassment or inappropriate behaviour by Councillors and Officers, ensuring compliance with contracts of employment and relevant policies including the health and safety, ethical and sex discrimination policies;
  • Ensure compliance of this policy;
  • Detect and enforce the integrity of facilities and any sensitive or confidential information belonging to or under the control of PPC;
  • Ensure compliance of users of the facilities with all applicable law including data protection, regulations and guidelines published and in force from time to time; and
  • Monitor and protect the wellbeing of Councillors and Officers.

PPC may adopt at any time a number of methods to monitor the use of the facilities. These may include:

  • Recording and logging the activities by individual users of the facilities. This may include opening emails and their attachments, monitoring internal usage including time spent on the internet and websites visited;
  • Physical inspections of individual users’ computers, software and telephone messaging;
  • Periodic monitoring of the facilities through third party software including real time inspections;
  • Physical inspection of an individual’s post.

PPC may be prohibited by law from notifying Councillors and Officers using the facilities of a disclosure to third parties.

Observation of this policy is mandatory and forms part of the terms and conditions of access to PPC’s equipment, systems and offices. Misuse of the facilities will be treated as gross misconduct and actioned accordingly.