ICT policy docx

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North Petherton Town Council

ICT Policy
Approved by the Town Council 19 January 2026

This policy sets out the Town Council’s policy regarding ICT equipment, including
that provided to Councillors
(Based upon the template from the Practitioners Guide 2025, Governance and
accountability for smaller authorities in England)

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1. Introduction
North Petherton Town Council recognises the importance of effective and secure
information technology (IT) and email usage in supporting its business, operations,
and communications.
This policy outlines the guidelines and responsibilities for the appropriate use of IT
resources and email by council members, employees, volunteers, and contractors.
2. Scope
This policy applies to all individuals who use North Petherton Town Council’s IT
resources, including computers, networks, software, devices, data, and email
accounts.
3. Acceptable use of IT resources and email
North Petherton Town Council IT resources and email accounts are to be used for
official council-related activities and tasks. Limited personal use is permitted,
provided it does not interfere with work responsibilities or violate any part of this
policy. All users must adhere to ethical standards, respect copyright and intellectual
property rights, and avoid accessing inappropriate or offensive content.
4. Device and software usage
Where possible, authorised devices, software, and applications will be provided by
North Petherton Town Council for official council-related activities and tasks.
Unauthorised installation of software on authorised devices, including personal
software, is strictly prohibited due to security concerns.
5. Data management and security
All sensitive and confidential North Petherton Town council data should be stored
and transmitted securely using approved methods. Regular data backups should be
performed to prevent data loss, and secure data destruction methods should be used
when necessary.
6. Network and internet usage
North Petherton Town Council’s network and internet connections should be used
responsibly and efficiently for official purposes. Downloading and sharing copyrighted
material without proper authorisation is prohibited.
7. Email communication
North Petherton Town Council will provide .gov email accounts for all Councillors and
staff and these must be used for all official communications.
Email accounts provided by North Petherton Town Council are for official
communication only. Emails should be professional and respectful in tone.
Confidential or sensitive information must not be sent via email unless it is
encrypted.
Be cautious with attachments and links to avoid phishing and malware. Verify the
source before opening any attachments or clicking on links.

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8. Password and account security
North Petherton Town Council users are responsible for maintaining the security of
their accounts and passwords. Passwords should be strong and not shared with
others. Regular password changes are encouraged to enhance security.
9. Mobile devices and remote work
Mobile devices provided by North Petherton Town Council should be secured with
passcodes and/or biometric authentication. When working remotely, users should
follow the same security practices as if they were in the office; this includes
Councillors doing council work at home.
10. Email monitoring
North Petherton Town Council reserves the right to monitor email communications to
ensure compliance with this policy and relevant laws. Monitoring will be conducted in
accordance with the Data Protection Act and GDPR.
11. Retention and archiving
Emails should be retained and archived in accordance with legal and regulatory
requirements (including North Petherton Town Council’s retention scheme). Regularly
review and delete unnecessary emails to maintain an organised inbox.
12. Reporting security incidents
All suspected security breaches or incidents should be reported immediately to the
designated Town Clerk for investigation and resolution. Report any email-related
security incidents or breaches to the Town Clerk immediately.
13 Training and awareness
North Petherton Town Council will provide regular training and resources to educate
users about IT security best practices, privacy concerns, and technology updates. All
employees and councillors will receive regular training on email security and best
practices.
14. Compliance and consequences
Breach of this IT and Email Policy may result in the suspension of IT privileges and
further consequences as deemed appropriate.
15. Policy review
This policy will be reviewed annually to ensure its relevance and effectiveness.
Updates may be made to address emerging technology trends and security
measures.
16. Contacts
For IT-related enquiries or assistance, users can contact Qss IT tel: 01278 550000
All staff and councillors are responsible for the safety and security of North Petherton
Town Council’s IT and email systems. By adhering to this IT and Email Policy, North
Petherton Town Council aims to create a secure and efficient IT environment that
supports its mission and goals.