ICT Policy for Leven Parish Council
Agreed 5th May 2026
Review May 2028
1. Purpose
This ICT Policy sets out the principles and guidelines for the use, management, and security of information and communication technology resources at Leven Parish Council. It aims to protect council data, ensure responsible use of the council’s single laptop, and support effective operations.
2. Scope
This policy applies to all users of the council’s ICT resources, including councillors, staff, volunteers, and contractors.
3. Acceptable Use
- The council’s laptop is provided for official council business only.
- Personal use should be minimal and must not interfere with council work.
- Users must not install unauthorized software or hardware.
- Internet use must comply with legal and ethical standards.
4. Security
- The laptop must be password protected with a strong password.
- Users must lock the laptop when unattended.
- Antivirus software must be installed and regularly updated.
- Regular backups of council data must be performed to secure cloud storage.
- The laptop should be physically secured when not in use.
- The Councils IT hardware including printer must be registered on its Asset Register.
- Disposal of IT equipment with a hard drive memory should be undertaken professionally and certified. Leven Parish C has an arrangement with East Riding of Yorkshire Council to expedite disposal
5. Data Protection including use of emails
- All council data must be handled in compliance with GDPR and Data Protection Act 2018.
- Sensitive information must be encrypted when stored or transmitted.
- Access to council data is restricted to authorized users only.
- Councillors and the clerk will only use the hosted Outlook email assigned to them to communicate council business. Under no circumstances should this be done using private alternate email addresses.
- When a councillor leaves the Parish Council the clerk will immediately arrange for their assigned email to be discontinued via the host Get Extra.
- New councillors will have an email account provided by GetExtra at the request of the clerk.
- Personal details of residents will not be shared on WhatsAPP or Social Media without permission.
6. Software Updates and Maintenance
- The laptop’s operating system and software must be kept up to date.
- Only authorized personnel may perform software updates.
7. Cloud Services
- The council accesses Microsoft 365 services via GetExtra a hosted cloud platform.
- The council’s website is hosted by Get Extra, the same company providing the cloud hosting.
8. Incident Reporting
- Any suspected security incidents, data breaches, or loss/theft of the laptop must be reported immediately to the Clerk/RFO.
9. Training and Awareness
- Users will receive basic ICT security training as part of their induction.
- Updates and reminders on ICT best practices will be communicated periodically.
10. Policy Review
- This policy will be reviewed bi annually or after any significant ICT incident.
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