DALLINGTON PARISH COUNCIL
IT AND EMAIL POLICY
ADOPTED 28.01.2026
1. Introduction
Dallington Parish Council (DPC) 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
Please note that DPC do not own any IT equipment (personal computers, laptops, tablets and phones). All IT equipment is the personal property of Council Members, employees, volunteers and contractors.
This policy applies to all individuals who use ’s IT resources, networks, software, data and email accounts.
3. Acceptable use of IT resources and email
DPC’s IT resources and email accounts are to be used for official Council-related activities and tasks. 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
When necessary, authorised devices, software and applications will be provided by DPC for work-related 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 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
DPC’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
Email accounts provided by 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.
8. Password and account security
users are responsible for maintaining the security of their accounts and passwords. Passwords must be strong and not shared with others. Regular password changes are encouraged to enhance security.
Please note that the Clerk is the administrator for emails and the passwords can only be changed by her, she is also the IT point of contact for investigation and resolution.
9. Email monitoring
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.
10. Retention and archiving
Emails should be retrained and archived in accordance with legal and regulatory requirements. Regularly review and delete unnecessary emails to maintain an organised inbox.
11. Reporting security incidents
All suspected security breaches or incidents should be reported immediately to the designated IT point of contact for investigation and resolution. Report any email related security incidents to the IT administrator immediately.
12. Training and awareness
will provide, when necessary, regular training and resources to educate users about IT security best practices, privacy concerns and technology updates.
13. Compliance and consequences
Breach of this IT and Email Policy may result in the suspension of IT privileges and further consequences as deemed appropriate.
14. 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.
15. Contacts
For IT-related enquiries or assistance, users can contact the Clerk on 08414 838414 –
All staff and Councillors are responsible for the safety and security of ’s IT and email systems. By adhering to this IT and Email Policy, aims to create a secure and efficient IT environment that supports its missions and goals.