Askam and Ireleth Parish Council

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Additional Information

Information not itemised in the lists above

Schedule of charges

This describes how the charges have been arrived at and should be published as part of the guide.

* the actual cost incurred

Askam and Ireleth Parish Council

INFORMATION TECHNOLOGY POLICY

Introduction

Each council will have its own IT setup and, as such, a single 'one-size-fits-all' IT policy is unlikely to be appropriate. Some smaller parish councils may operate with minimal equipment, while others may manage multiple devices connected to a central server. These guidelines are intended to help councils identify key considerations when developing or updating their own IT policy.

Councils that use external IT providers should ensure their policies accurately reflect current practices and contractual arrangements.

Purpose of the IT Policy

The purpose of an IT policy is to establish clear parameters for how councillors, staff, and other authorised users use council-provided technology or equipment in the course of their duties. A well-defined policy helps to:

• Set expectations for appropriate use of equipment and systems;
• Raise awareness of risks associated with IT use;
• Safeguard the council's data and digital assets;
• Clarify what constitutes acceptable and unacceptable use;
• Outline the consequences of policy breaches.

Councils will also need to determine and clearly state whether limited personal use of IT equipment is permitted (for example, checking personal email or online shopping during lunch breaks).

Monitoring of IT Use

As an IT provider, the council has the right to monitor the use of its IT equipment and systems, provided there is a legitimate reason for doing so and councillors, employees and other authorised users are informed that such monitoring may take place. Any monitoring must be proportionate and comply with relevant data protection and privacy laws. Other persons may be included if they access or use council systems e.g. If they have a council email address

Scope of this policy

This policy applies to all councillors, staff, and other authorised users, regardless of their working location or pattern, including those who are home-based, office-based, or work on a flexible or part-time basis. It sets out the expectations for the appropriate use of IT equipment and systems provided by the council.

Computer use

1.1 Hardware

1.1.1 Where council computer equipment is provided for council purposes only or Council computer equipment is provided for council purposes, however reasonable personal use is permitted (reasonable interpreted as in the opinion of The Council. Any personal use of our computers and systems should not interrupt our daily council work in any way. Councillors, staff, and other authorised users are asked to restrict any personal use to official lunch breaks or before or after working hours.

1.1.2 Locking computers when leaving desk, all councillors, staff, and other authorised users must lock their computers when leaving their desks to prevent unauthorised access. This applies to all council and personal devices used for work. Failure to comply may lead to disciplinary action.

1.1.3 All computer and other electronic equipment supplied should be treated with good care at all times. Computer equipment is expensive, and any damage sustained to any equipment will have a financial impact on the council.

1.1.4 Computer and electronic hardware should be kept clean, and every precaution taken to prevent food and drink being dropped or spilled onto it.

1.1.5 All computer and mobile equipment will carry a number which is logged against the current owner of that equipment. A database of equipment issued will be kept.

1.1.6 Equipment should not be dismantled or reassembled without seeking advice.

1.1.7 Councillors, staff, and other authorised are not to purchase any computer or mobile equipment (including software). Unless previously authorised.

1.1.8 Personal disks, USB stick, CDs, DVDs, data storage devices etc cannot be used on council computers without the prior approval of The Council

Equipment

2.1 Portable equipment

2.1.1 Portable equipment includes laptop computers, netbooks, tablets, mobile and smart phones with email capability and access to the internet etc.

2.1.2 It is particularly emphasised that council back-up procedures specific to portable equipment should be followed at all times.

2.1.3 All portable computers must be stored safely and securely when not in use in the office, i.e. when travelling or when working from home. Portable equipment (unless locked in a secure cabinet or office) should be kept with or near the user at all times; should not be left unattended when away from council premises and should never be left in parked vehicles or at any council or non-council premises.

2.1.4 It is important to ensure all portable devices are protected with encryption in case they are lost or stolen. All smartphones or tablets that hold council data, including emails and files, must be protected with a pin code. Where possible, these devices should also be programmed to erase all content after several unsuccessful attempts to break in. Any security set on these devices must not be disenabled or removed.

2.1.5 To protect confidential information, unless it is a requirement of the job and this has been authorised, it is forbidden for photographs or videos to be taken on council premises, or in premises being used by the council, without the prior written permission of The Clerk. This includes mobile telephones with camera function, camcorder, tape or other recording device for sound or pictures - moving or still.

2.1.6 Under no circumstances should any non public meeting or conversation be recorded without the permission of those present. This does not affect statutory rights (under The Openness of Local Government Regulations 2014).

2.1.7 In addition, the council does not permit webcams (which may be pre-installed on many laptops) to be used in the workplace, other than for conference calls for council purposes. If there is any doubt as to whether a device falls under this clause, advice should be sought from The Clerk.

2.2 Use of own devices

2.2.2 The Council recognises that some councillors, staff, and other authorised users may wish to use their own smartphones, tablets, laptops etc to access our servers, private clouds or networks for normal council purposes, including, but not limited to, reading their emails, accessing documents stored on the council's website or to store data on the council's server(s) or access data in other services. Any such use of personal devices will be at the discretion of the council, but consent for standard systems (MS Windows, Mac OS X, Linux - in commercial configurations) will normally be permitted. Such devices should be kept up to date so that any vulnerabilities in the operating system or other software on the device are appropriately patched or updated.

2.2.3 However, the same security precautions apply to personal devices as to the council's desktop equipment. For continuity purposes, calls made to external parties must be made on council landlines or mobile phone numbers to ensure that only these numbers are used and/or stored by the recipient, rather than personal numbers. Any emails sent from own devices should be sent from a council email account and should not identify the individual's personal email address.

2.2.4 Councillors, staff, and other authorised persons that use council systems are expected to use all devices in an ethical and respectful manner and in accordance with this policy. Accessing inappropriate websites or services on any device via the IT infrastructure that is paid for or provided by the council carries a high degree of risk, and, for employees, may result in disciplinary action, including summary dismissal (without notice). For Workers or Contractors, we may terminate the worker agreement. This is irrespective of the ownership of the device used. An example would be downloading copyright music illegally or accessing pornographic material.

2.2.5 In cases of legal proceedings against the council, the council may need to temporarily take possession of a device, whether council-owned or personal to retrieve the relevant data.

2.2.6 Wherever possible the user should maintain a clear separation between the personal data processed on the council's behalf and that processed for their own personal use, for example, by using different apps for council and personal use. If the device supports both work and personal profiles, the work profile must always be used for work-related purposes.

2.2.7 Councillors, staff, and other authorised users who intend to use their own devices via the council's infrastructure must ensure that they:

• use a strong password to protect their device(s) from being accessed. For smartphones and tablets this should lock the device after 3 failed login attempts;
• configure their device(s) to automatically prompt for a password after a period of inactivity of more than 5 minutes,
• always password protect any documents containing confidential information that are sent as attachments to an email, and notify the password separately (preferably by a means other than email);
• for smartphones and tablets, activate the automatic device wipe function (where available). Note that use of the remote wipe function may also involve the removal of the individual's personal data. Councillors, staff, and other authorised users are therefore advised to keep personal data separate from council data where possible;
• ensure secure WiFi networks are used;
• ensure that work-related data cannot be viewed or retrieved by family or friends who may use the device;
• inform The Clerk if their device(s) is/are lost, stolen, or inappropriately accessed where there is risk of access to council data or resources. To prevent phones being used, they will need to retain the details of their IMEI number and the SIM number of the device as their provider will require this to deactivate it.

2.2.8 Personal data relating to Councillors, staff and external parties should not be saved to any personal accounts with third-party storage cloud service providers as this may breach data protection legislation or create a security risk if the device is lost or stolen. This applies especially if the passwords used to store/access data are saved onto the device, or if the service permits councillors, staff, and other authorised users to remain logged in between sessions.

2.2.9 Personal information and sensitive data should never be saved on councillors, staff, or other authorised users own devices as this may breach confidentiality agreements, especially if the device is used by other people from time to time.

2.2.10 If removable media are used to transfer data (e.g. USB drives or CDs), the user must also securely delete the data on the media once the transfer is complete.

2.2.11 Councillors, staff, and other authorised users who open any attachments should ensure that any cached copies are deleted immediately after use.

2.2.12 Any work done on user's own equipment should be stored securely and password protected and should always be backed up in accordance with the council's standard backup procedures.

2.2.13 If transferring data, either by email or by other means, this should be done through an encrypted channel, such as a virtual private network (VPN) or a secure web protocol (https://). Unsecured wireless networks should not be used.

2.2.14 Prior to the disposal of any device that has work data stored on it, and in the event of a user leaving the council, councillors, staff, and other authorised users are required to allow access to the device to ensure that all passwords, user access shortcuts and any identifiable data are removed from the device.

2.2.15 Councillors, staff, and other authorised users must take responsibility for understanding how their device(s) work in respect to the above rules if they are accessing council servers/services via their own IT equipment. Risks to the user's personal device(s) include data loss as a result of a crash of the operating system, bugs and viruses, software or hardware failures and programming errors rendering a device inoperable. The council will use reasonable endeavours to assist, but councillors, staff, and other authorised users are personally liable for their own device(s) and for any costs incurred as a result of the above.

Health and safety

3.1.1 Councillors, staff, and other authorised users who work in council offices will be provided with an appropriate workstation.

3.1.2 The council has a duty to ensure that regular appropriate eye tests, carried out by a competent person, are offered to employees using display screen equipment.

Password and Authentication Policy

4.1.1 All user accounts must be protected by strong, secure passwords. The council follows the National Cyber Security Centre (NCSC) recommendations for creating passwords using three random words (e.g. PurpleCandleRiver). This method helps create passwords that are both strong and easy to remember, while offering effective protection against common cyber threats such as brute-force attacks. This approach is endorsed in NALC guidance.

In addition to strong passwords, Multi-Factor Authentication (MFA) should be enabled wherever possible. MFA requires users to provide two or more independent forms of verification—for example, a password (something you know) and a code sent to your phone (something you have). This significantly reduces the risk of unauthorised access to systems and personal data.

To further strengthen account security:

• Initial user account passwords must be generated by the IT provider.
• Default passwords provided by vendors or the IT provider must be changed immediately upon installation or setup.
• Service or System (e.g. Website) account passwords are generated and managed by the IT provider.
• The council recommends these practices as part of its commitment to robust information security and to support compliance with the UK GDPR and the Data Protection Act 2018.

For more guidance, see the NCSC's advice on password security: NCSC Password Guidance

4.1.2 Access to Passwords

• Passwords are personal and must not be shared under any circumstances.
• Only the assigned user of an account may access or use the associated password.
• In exceptional cases (e.g., incident response or employee offboarding), access to system credentials may be granted to authorised personnel from the IT provider with appropriate approvals and logging.
• Administrative credentials must be stored securely and only accessible to authorised personnel with a copy provided to the Council Chair, in a sealed envelope, only to be accessed in an emergency.

4.1.3 Password Storage and Management

• Passwords must not be stored in plain text or written down in insecure locations.
• Passwords must be stored using a council-approved, encrypted password manager (e.g., LastPass, Bitwarden, or KeePass).

4.1.4 Password Change Requirements

• Immediately change password if compromise is suspected.

4.1.5 Password Access Control and Logging

• All access to administrative or shared credentials must be logged and auditable.
• Attempts to access unauthorized passwords will be treated as a security incident.

4.1.6 Responsibility

• Users are responsible for creating and maintaining secure passwords for their accounts.

The IT security provider is responsible for:

• Managing system/service credentials.
• Enforcing password policies. Auditing and monitoring password-related security practices.

Monitoring

5.1.1 The council reserves the right to monitor and maintain logs of computer usage and inspect any files stored on its network, servers, computers, or associated technology to ensure compliance with this policy as well as relevant legislation. Internet, email, and computer usage is continually monitored as part of the council's protection against computer viruses, ongoing maintenance of the system, and when investigating faults.

5.1.5 The council will monitor the use of electronic communications and use of the internet in line with the Investigatory Powers (Interception by Councils etc for Monitoring and Record-keeping Purposes) Regulations 2018.

5.1.6 Monitoring of an employee's email and/or internet use will be conducted in accordance with an impact assessment that the council has carried out to ensure that monitoring is necessary and proportionate. Monitoring is in the council's legitimate interests and is to ensure that this policy is being complied with.

5.1.7 The information obtained through monitoring may be shared internally, including with relevant councillors and IT staff if access to the data is necessary for performance of their roles. The information may also be shared with external HR or legal advisers for the purposes of seeking professional advice. Any external advisers will have appropriate data protection policies and protocols in place.

5.1.8 The information gathered through monitoring will be retained only long enough for any breach of this policy to come to light and for any investigation to be conducted.

5.1.9 Councillors, staff, and other authorised users have a number of rights in relation to their data, including the right to make a subject access request and the right to have data rectified or erased in some circumstances. You can find further details of these rights and how to exercise them in the council's data protection policy.

5.1.10 Such monitoring and the retrieval of the content of any messages may be for the purposes of checking whether the use of the system is legitimate, to find lost messages or to retrieve messages lost due to computer failure, to assist in the investigation of wrongful acts, or to comply with any legal obligation.

5.1.11 The council reserves the right to inspect all files stored on its computer systems in order to assure compliance with this policy. The council also reserves the right to monitor the types of sites being accessed and the extent and frequency of use of the internet at any time, both inside and outside of working hours to ensure that the system is not being abused and to protect the council from potential damage or disrepute.

5.1.12 Any use that the council considers to be 'improper', either in terms of the content or the amount of time spent on this, may result in disciplinary proceedings.

5.1.13 All computers will be periodically checked and scanned for unauthorised programmes and viruses.

Remote working

6.1.1 Increased IT security measures apply to those who work away from their normal place of work (e.g. whilst travelling, working from home or at a [specify, e.g. "external stakeholders"] premises or any other different venue), as follows:

• if logging into the council's systems or services remotely, using computers that either do not belong to the council or are not owned by the user, any passwords must not be saved, and the user must log out at the end of the session deleting all logs and history records within the browser used. If the configuration of the devise does not clearly support these actions (for example at an internet café), council services should not be accessed from that device;
• the location and direction of the screen should be checked to ensure confidential information is out of view. Steps should be taken to avoid messages being read by other people, including other travellers on public transport etc;
• any data printed should be collected and stored securely;
• all electronic files should be password protected and the data saved to the council's system/services when accessible;
• papers, files or computer equipment must not be left unattended at a [specify, e.g. "non council"] premises unless arrangements have been made with a responsible person at a [specify, e.g. "non council"] premises for them to be kept in a locked room or cabinet if they are to be left unattended at any time;
• any data should be kept safely and should only be disposed of securely;
• papers, files, data sticks/storage, flash drive or backup hard drives should not be left unattended in cars, except where it is entirely unavoidable for short periods, in which case they must be locked in the boot of the car. If staying away overnight, council data should be taken into the accommodation, care being taken that it will not be interfered with by others or inadvertently destroyed;
• where possible the ability to remotely wipe any mobile devices that process sensitive information should be retained in the case of loss or theft;
• Councillors, staff, and other authorised users who work away from the office with sensitive data should be equipped with a screen privacy filter for mobile devices and should use this at all times when accessing such data away from the office.

6.1.2 Those issued with a 'dongle' to enable internet access from a laptop via 3G or 4G networks whilst away from their normal workplace should note that the cost of internet access can be very high. Dongles should therefore be used for essential council purposes only, especially if abroad.

6.1.3 Similarly, use of paid for Wi-Fi access, for example at airports should be carefully monitored and restricted to essential council use.

Email

7.1.1 Council email facilities are intended to promote effective and speedy communication on work-related matters. Although we encourage the use of email, it can be risky. Councillors, staff, and other authorised users need to be careful not to introduce viruses onto council systems and should take proper account of the security advice below.

7.1.2 On occasion, it will be quicker to action an issue by telephone or face to face, rather than via protracted email chains. Emails should not be used as a substitute for face to face or telephone conversations. Councillors, staff, and other authorised users are expected to decide which is the optimum channel of communication to complete their tasks quickly and effectively.

7.1.3 These rules are designed to minimise the legal risks run when using email at work and to guide councillors, staff, and other authorised users as to what may and may not be done. If there is something which is not covered in the policy, councillors, staff, and other authorised users should ask The Clerk, rather than assuming they know the right answer.

7.1.4 All councillors, staff, and other authorised users who need to use email as part of their role will normally be given their own council email address and account. The council may, at any time, withdraw email access, should it feel that this is no longer necessary for the role or that the system is being abused.

7.1.5 Email messages sent on the council's account are for council use only. Personal use is not permitted. i.e. xxxxxxxxx@askamandirelethparishcouncil.gov.uk

Use of the Internet

8.1 Copyright

8.1.1 Much of what appears on the Internet is protected by copyright. Any copying without permission, including electronic copying, is illegal and therefore prohibited. The Copyright, Designs and Patents Act 1988 set out the rules. The copyright laws not only apply to documents but also to software. The infringement of the copyright of another person or organisation could lead to legal action being taken against the council and damages being awarded, as well as disciplinary action, including dismissal, being taken against the perpetrator.

8.1.2 It is easy to copy electronically, but this does not make it any less an offence. The council's policy is to comply with copyright laws, and not to bend the rules in any way.

8.1.3 Councillors, staff, and other authorised users should not assume that because a document or file is on the Internet, it can be freely copied. There is a difference between information in the 'public domain' (which is no longer confidential or secret information but is still copyright protected) and information which is not protected by copyright (such as where the author has been dead for more than 70 years).

8.1.4 Usually, a website will contain copyright conditions; these warnings should be read before downloading or copying.

8.1.5 Copyright and database right law can be complicated. Councillors, staff, and other authorised users should check with The Clerk if unsure about anything.

8.2 Trademarks, links and data protection

8.2.1 The council does not permit the registration of any new domain names or trademarks relating to the council's names or products anywhere in the world, unless authorised to do so. Nor should they add links from any of the council's web pages to any other external sites without checking first with The Clerk.

8.2.2 Special rules apply to the processing of personal and sensitive personal data. For further guidance on this, see the council's data protection policy.

8.3 Accuracy of information

8.3.1 One of the main benefits of the internet is the access it gives to large amounts of information, which is often more up to date than traditional sources such as libraries. Be aware that, as the internet is uncontrolled, much of the information may be less accurate than it appears.

Use of social media

9.1.1 Social media includes blogs; Wikipedia and other similar sites where text can be posted; multimedia or user generated media sites (YouTube); social networking sites (such as Facebook, LinkedIn, X (formerly known as Twitter), Instagram, TikTok, etc.); virtual worlds (Second Life); text messaging and mobile device communications and more traditional forms of media such as TV and newspapers. Care should be taken when using social media at any time, either using council systems or at home.

9.1.2 The council recognises the importance of councillors, staff, and other authorised users joining in and helping to shape sector conversation and enhancing its image through blogging and interaction in social media. Therefore, where it is relevant to use social networking sites as part of the individual's position, this is acceptable.

However, inappropriate comments and postings can adversely affect the reputation of the council, even if it is not directly referenced. If comments or photographs could reasonably be interpreted as being associated with the council, or if remarks about external parties could be regarded as abusive, humiliating, sexual harassment, discriminatory or derogatory, or could constitute bullying or harassment, the council will treat this as a serious disciplinary offence. Councillors, staff, and other authorised users should be aware that parishioners or other local organisations may read councillors, staff, and other authorised users' personal weblogs, to acquire information, for example, about their work, internal council business, and employee morale. Therefore, even if the council is not named, care should be taken with any views expressed.

9.1.3 To protect both the council and its interests, everyone is required to comply with the following rules about social media, whether in relation to their council role or personal social networking sites, and irrespective of whether this is during or after working hours:

• Contacts from any of the council's databases should not be downloaded and connected with on LinkedIn or other social networking sites with electronic address book facilities, unless this has been authorised.
• Any blog that mentions the council, its current work, councillors, employees, other users associated with the council, partner organisations, local groups, suppliers, parishioners, should identify the author as one of its councillors or employees and state that the views expressed on the blog or website are theirs alone and do not represent the views of The Council. Even if the council is not mentioned, care should be taken with any views expressed on social media sites and any views should clearly be stated to be the writer's own (e.g. via a disclaimer statement such as: "The comments and other content on this site are my own and do not represent the positions or opinions of my employer/ the council.") Writers must not claim or give the impression that they are speaking on behalf of the council.
• Any employee who is developing a site or writing a blog that will mention the council, must inform The Clerk that they are writing this and gain agreement before going 'live'.
• The council expects councillors, staff, and other authorised users to be respectful about the council and not to engage in any name calling or any behaviour that will reflect negatively on its reputation. Any unauthorised use of copyright materials, any unfounded or derogatory statements, or any misrepresentation is not viewed favourably and could constitute gross misconduct.
• Photos or videos that include employees or other workers wearing uniforms or clothing displaying the council's name or logo should not be posted on social media if they could reflect negatively on the individual, their role, their colleagues, or the council. Additionally, photos, videos, or audio recordings must not be taken on council premises without explicit permission
• Comments posted by councillors, staff, and other authorised users on any sites should be knowledgeable, accurate and professional and should not compromise the council in any way.
• Inappropriate conversations should not take place on any social networking sites, including forums.
• Any writing about or displaying photos or videos of internal activities that involves current councillors, staff, and other authorised persons, might be considered a breach of data protection and a breach of privacy and confidentiality. Therefore, their permission should be gained prior to uploading any such material. Details of any kind relating to any events, conversations, materials or documents that are meant to be private, confidential or internal to the council should not be posted. This may include manuals; procedures; training documents; non-public financial or operational information; personal information regarding other councillors, staff, and other authorised users anything to do with a disciplinary case, grievance, allegation of bullying/harassment or discrimination, or legal issue; any other secret, confidential, or proprietary information or information that is subject to confidentiality agreements. This does not affect statutory requirements to publish information including under the Freedom of Information Act.
• Councillors, staff, and other authorised users must be aware that they are personally liable for anything that they write or present online (including on an online forum or blog, post, feed or website). Councillors should always be mindful of the Members Code of Conduct and Nolan Principles. Employees may be subject to disciplinary action for comments, content, or images that are defamatory, embarrassing, pornographic, proprietary, harassing, libellous, or that can create a hostile work environment. They may also be sued by other organisations, and any individual or council that views their comments, content, or images as defamatory, pornographic, proprietary, harassing, libellous or creating a hostile work environment. In addition, other councillors, staff, and other authorised users can raise grievances for alleged bullying and/or harassment.
• Postings to websites or anywhere on the internet and social media of any kind, or in any press or media of any kind, should not breach copyright or other law or disclose confidential information, defame or make derogatory comments about the council or its members, or disclose personal data or information about any individual that could breach data protection legislation.
• Contacts by the media relating to the council, should be referred to the The Clerk.
• Councillors, staff, and other authorised users who use sites such as LinkedIn and Facebook must ensure that the information on their profile is accurate and up to date and must update their profile on leaving the council.
• Councillors, staff, and other authorised users who use X.com, LinkedIn, or other social media/networking sites for council development purposes must ensure they provide the council with login details, including password(s), so that these sites can be accessed and updated in their absence.
• Councillors, staff, and other authorised users who have left the council must not post any inappropriate comments about the council or its councillors, staff, and other authorised users on LinkedIn, Facebook, X.com or any other social media/networking sites.
• During your employment/ involvement with the council, you may create or obtain access to a variety of professional contacts and confidential information. This includes, but is not limited to, contacts made through professional networking platforms such as LinkedIn, where those contacts have been established or maintained in your capacity as a councillor, member of staff, or other authorised user. All such contacts will be considered council property and may be subject to disclosure upon request.

9.1.4 Note that the council may, from time to time, monitor external postings on social media sites. Any employee who has a profile (for example on LinkedIn or Facebook) must not misrepresent themselves or their role with the council. Councillors, staff, and other authorised users are also advised that social media sites are not an appropriate place to air council concerns or complaints: these should be raised with the council or formally through the grievance procedure.

9.1.5 It is important to note that all external stakeholders contact details and information remain the property of the council. In addition, councillors, staff, and other authorised users leaving the council will be required to delete all council-related data including] contact details from any personal device/equipment.

Misuse

Misuse of IT systems and equipment is not in line with the council's standards of conduct and will be taken seriously. Any inappropriate or unauthorised use may lead to formal action, including disciplinary proceedings or, in serious cases, dismissal.

Guidance

Where there is text in [square brackets] this part may be updated or be deleted if not relevant. An alternative option may have been provided.

Important notice

This is an example of a policy designed for a small council adhering to statutory minimum requirements and does not constitute legal advice. As with all policies it should be consistent with your terms and conditions of employment.

This document was commissioned by the National Association of Local Councils (NALC) for the purpose of its member councils and county associations. Every effort has been made to ensure that the contents of this document are correct at time of publication. NALC cannot accept responsibility for errors, omissions and changes to information subsequent to publication.

This document has been written by Worknest HR – a company that provides HR advice and guidance to town and parish Councils. Please contact them on 01403 240 205 for information about their services.

Askam & Ireleth Parish Council.

Communications and Media Policy

Introduction

1. Askam & Ireleth Parish Council is committed to the provision of accurate information about its governance, decisions, and activities. Where this information is not available via the Council's web site, please contact the Council's clerk.
2. The Council shall, where possible, co-operate with those whose work involves gathering material for publication.
3. This policy explains how the Council may work with the media to meet the above objectives in accordance with the legal requirements and restrictions that apply.

Legal requirements and restrictions

4. This policy is subject to the Council's obligations which are set out in the Public Bodies (Admission to Meetings) Act 1960, the Local Government Act 1972, the Local Government Act 1986, the Freedom of Information Act 2000, the Data Protection Act 1998, other legislation which may apply and the Council's standing orders and financial regulations. The Council's financial regulations and relevant standing orders referenced in this policy are available via the Council's publication scheme.
5. The Council cannot disclose confidential information or information the disclosure of which is prohibited by law. The Council cannot disclose information if this is prohibited under the terms of a court order, by legislation, the Council's standing orders, under contract or by common law. Councillors are subject to additional restrictions about the disclosure of confidential information which arise from the code of conduct adopted by the Council, a copy of which is available via the Council's publication scheme.

Meetings

6. A meeting of the Council and its committees is open to the public unless the meeting resolves to exclude them because their presence at the meeting is prejudicial to the public interest due to the confidential nature of the business or other special reason(s) stated in the resolution. In accordance with the Council's standing orders, persons may be required to leave a meeting of the Council and its committees, if their disorderly behaviour obstructs the business of the meeting.
7. Where a meeting of the Council and its committees include an opportunity for public participation, the media may speak and ask questions. Public participation is regulated by the Council's standing orders.
8. The photographing, recording, filming or other reporting of a meeting of the Council and its committees (which includes e.g. using a mobile phone or tablet, recording for a TV/radio broadcast, providing commentary on blogs, web forums, or social networking sites such as Twitter, Facebook and YouTube) which enable a person not at the meeting to see, hear or be given commentary about the meeting is NOT permitted unless (i) the meeting has resolved to hold all or part of the meeting without the public present or (ii) such activities disrupt the proceedings or (iii) paragraphs 9 and 10 below apply.
9. The photographing, recording, filming or other reporting of a child or vulnerable adult at a Council or committee meeting is not permitted unless an adult responsible for them has given permission.
10. Oral reporting or commentary about a Council or committee meeting by a person who is present at the meeting is not permitted.
11. The Council shall, as far as it is practicable, provide reasonable facilities for anyone taking a report of a Council or committee meeting.
12. The Council's standing orders will confirm if attendance by the public, their participation, photographing, recording, filming or other reporting is permitted at a meeting of a sub-committee.

Other communications with the media, individuals and other organisations

13. This policy does not seek to regulate councillors in their private capacity.
14. The Council's communications with the media and other organisations seek to represent the corporate position and views of the Council. If the views of councillors are different to the Council's corporate position and views, they will make this clear as a private opinion. aandipc email addresses should not be used other than for Council business and should in no way express privately held views.
15. Councillors should in relation to Parish Council business copy the clerk so that a record can be held and available for Freedom of Information.
16. Councillors need to be aware of the Data Protection Act and be careful when replying to emails. Consideration should be given to "reply to all" and whether this may constitute a breach of GDPR. If in doubt consult the Code of Conduct or refer to the clerk.
17. Councillors should be careful of confidentiality and should not share confidential information that may be in breach of the Councils' Code of Conduct.
18. The Council's Clerk may contact the media if the Council wants to provide information, a statement or other material about the Council.
19. Use of SMS texting messages may be used in some instances, e.g., for ease of instant communication to and from the clerk, but this policy also applies to this median.
20. Subject to the obligations on councillors not to disclose information referred to in paragraph 5 above and not to misrepresent the Council's position, councillors are free to communicate their position and views in a private capacity.
21. The Parish Council does not use Social Media in any form.
22. All electronic communication should be via the website and/or the Clerk.

Askam and Ireleth Parish Council

Risk Management Policy

Introduction

Askam and Ireleth Parish Council (hereafter referred to as 'Council') recognises the importance of Risk Management in order to maintain the ability to deliver the activities/services expected of the Council. Risk Management is a factor that enables the Council to satifisfy its objective to delivery high quality public services.

Purposes and Scope

This policy applies to all Councillors, employees, contractors or others who may be carrying out operations for and on behalf of the Council, and those who may be affected by their work.

Responsibility for Risk Management

Responsibility for effective Risk Management rests with all Members of the Council.

Members have ultimate responsibility for Risk Management as risks threaten the achievement of policy objectives. In the context of Risk Management Members.

• Exercise leadership
• Consider and adopt currently and future risk management policies and strategies, and
• Support and monitor the risk management process.

The Chair has overall responsibility for securing adherence to the Council's policy on Risk Management.

Approach to Risk Management

The Council's approach to Risk Management requires that all risks should be systemically identified and managed in the most cost-effective manner within overall resources available.

Each risk identified by the Council is recorded in the Council's Risk Register. The impact is accessed and appropriate control are put in place. A Review Frequency is implemented and the management of the Risk is assigned to a person within the Council.

The overall responsibility to ensure that this procedure is adhered to rests with the Clerk to the Council.

Risk Management Policy Statement

The Risk management Policy of the Council is fully committed to effective Risk Management, adopting best practices in the identification, evaluation and control of risks, in order to:

• Integrate risk management into the culture of the Council
• Eliminate or reduce risks to an acceptable level;
• Anticipate and respond to changing social, environmental and legislative requirements.;
• Prevent injury and damage and reduce the cost of risk;
• Raise awareness of the need to Risk Management.

Askam and Ireleth Parish Council

SEXUAL HARASSMENT POLICY.

Document history

THIS SEXUAL HARASSMENT POLICY IS PUBLISHED AS APPROVED BY ASKAM AND IRELETH PARISH COUNCIL IN FEBRUARY 2026

Scope

This policy covers all Askam and Ireleth Parish Council employees and councillors.

Definition of Sexual Harassment

Sexual harassment is any unwanted behaviour of a sexual nature that makes someone feel offended, humiliated, or intimidated. It can include, but is not limited to:

• Unwelcome sexual advances.
• Inappropriate touching or physical contact.
• Sexual jokes or comments.
• Displaying sexually explicit materials.
• Sending sexually explicit emails or messages.

Duty to Prevent Sexual Harassment

In accordance with the Worker Protection (Amendment of Equality Act 2010) Act 2023, effective from 26 October 2024, we have a duty to take reasonable steps to prevent sexual harassment in the workplace. This includes:

• Implementing preventive measures such as regular training and clear communication of this policy.
• Creating a culture of respect and inclusion.
• Taking proactive steps to identify and mitigate risks of sexual harassment.

Reporting Procedure

If you experience or witness sexual harassment, you should report it to your line manager. If you do not feel able to do so, report it to the Chair or another councillor. Reports can be made in person or via email.

Handling Sexual Harassment Complaints

All complaints will be taken seriously and handled promptly and sensitively. If proven, we will take prompt and effective action. Any employee found to have engaged in sexual harassment may face disciplinary action, which may include dismissal. Councillors may also be subject to appropriate actions if found to be engaged in sexual harassment.

Procedure

The process will include:

• Acknowledging receipt of the complaint
• Conducting a thorough and impartial investigation
• Keeping all parties informed of the progress
• Ensuring confidentiality as much as possible

Subject to the outcome of an investigation, we may consider a range of formal and, potentially, informal options where both the council and the person making a complaint think this is appropriate.

Informal Action

For example, this might include:

• Explaining to the person who's been complained about why their behaviour was not acceptable and that it needs to change.
• Arranging mediation between the people involved.

Formal Action

A formal procedure will be followed either:

• When informal options have not or would not work or be appropriate or.
• A formal complaint is made at the outset.

Disclosure of Sensitive Communications

We will handle sensitive communications with the utmost care. This includes:

• Maintaining the confidentiality of all parties involved
• Ensuring that any sensitive information disclosed during the investigation is protected
• Following legal guidelines on privilege and disclosure to ensure that sensitive communications are only shared with those who need to know.

Supporting People in Speaking Up About Sexual Harassment

We recognise the importance of supporting individuals in speaking up about sexual harassment. We recognise that creating and maintaining an open, respectful culture is key to doing so and, to foster a safe environment for reporting, we will:

• Reduce Psychological Barriers: Acknowledge the difficulty of speaking up and provide reassurance that reports will be taken seriously and handled with sensitivity.
• Lessen Social Threats: Make it clear that the intention of reporting is to improve the workplace environment, not to target individuals.
• Provide Clear Reporting Channels: Ensure that people know how and where to report incidents, and that they can do so without fear of retaliation.
• Offer Support and Resources: Provide access to counselling and support services for those who report harassment.
• Encourage a Speak-Up Culture: Regularly communicate the importance of speaking up and, if reasonably possible, provide training on how to do so effectively.

Additional Steps for Management

We also recognise that creating an open and respectful culture is primarily the responsibility of Askam and Ireleth Parish Council. To further ensure a harassment-free workplace, management will:

• Include in Policies and Training: Ensure that our zero tolerance of sexual harassment is properly reflected in other policies, induction and on the job training.
• Lead by Example: Demonstrate zero tolerance for sexual harassment through their own behaviour and actions.
• Communicate Clearly: Communicate the importance of a harassment-free workplace and the steps being taken to ensure it.
• Report Instances: Any complaints about sexual harassment will be reported to the Chair and, if appropriate, other reporting action taken.
• Regular Training: Conduct annual training sessions for all employees, and councillors on recognising, preventing, and addressing sexual harassment.

Support for Affected Individuals

We will provide support to anyone affected by sexual harassment, including access to counselling services and adjustments to work arrangements if needed.

Askam and Ireleth Parish Council

Engagement Policy

• Councillors should be aware that according to case law the role of Councillor overrides the rights to act as an individual. Councillors must therefore be careful about expressing individual views to outside organisations (including the principal council), press or media, whether or not they relate to matters of Council business. Whilst it may be legitimate for a Councillor to make clear that s/he voted against a policy if this took place in an open session, Councillors should not seek to undermine a decision.
• All communications with outside organisations should be made through the Clerk. The Clerk, as the Proper Officer of the Council, is authorised to receive and issue all communications to and from outside organisations, press and media and to issue letters/statements to outside organisations on behalf of the Council. This may be in consultation with the Chair if it is deemed necessary. In the absence of the Chair, the Vice Chair will be consulted.
• Communications made by the Clerk will relate to the stated business and day to day management of the activities or adopted policy of the Council. She/He will not speculate on matters that have not been considered by the Council. Where such questions are put to the Clerk, she/he will inform the enquirer that they will be notified of a response within 48 hours where practical.
• Councillors are not permitted to act on behalf of the council unless specifically authorised to do so.
• Councillors authorised to act on behalf of the Council must confine their discussions/comments to actions formally agreed by the council.
• Councillors and staff must not communicate their personal views about the Council's business, decisions and actions.
• Councillors and Staff are not permitted to misrepresent the corporate position and views of the Council or damage the reputation of others in the Council, or the Council itself.
• If expressing personal views in their private capacity or sharing information from external bodies, Councillors are not permitted to use their title "Councillor" and staff are not permitted to use their job title. This would imply that you are stating Council policy.

ASKAM & IRELETH PARISH COUNCIL

MEDIA AND COMMUNICATION POLICY

Introduction

1. Askam & Ireleth Parish Council is committed to providing accurate information about its governance, decisions, and activities. If information is not available on the Council’s website, please contact the Council’s Clerk.
2. The Council shall, where possible, cooperate with those gathering material for publication.
3. This policy outlines how the Council works with the media while complying with legal requirements and restrictions.

Legal Requirements and Restrictions

1. This policy is subject to legal obligations outlined in:
   • The Public Bodies (Admission to Meetings) Act 1960
   • The Local Government Act 1972
   • The Local Government Act 1986
   • The Freedom of Information Act 2000
   • The Data Protection Act
2. The Council cannot disclose confidential information or information prohibited by law, including information restricted under a court order, legislation, contract, or the Council’s standing orders.
3. Councillors must adhere to additional restrictions on confidential information as stated in the Council’s Code of Conduct.

Meetings

1. Meetings of the Council and its committees are open to the public unless closed due to confidentiality or other legally justified reasons.
2. Persons may be required to leave a meeting if their behaviour disrupts proceedings.
3. Media representatives may participate in public meetings, subject to the Council’s standing orders.
4. Photographing, recording, filming, or live reporting of a Council meeting is NOT permitted unless:
   • The meeting is open to the public.
   • It does not disrupt the meeting.
5. Photographing, recording, or filming a child or vulnerable adult requires the permission of a responsible adult.
6. Live oral reporting or commentary during a Council meeting is not permitted.
7. The Council shall provide reasonable facilities for media representatives attending Council meetings.

Other Communications with the Media, Individuals, and Organisations

1. This policy does not regulate councillors in their private capacity.
2. The Council’s official communications reflect the corporate position and views of the Council. If a councillor expresses a personal opinion differing from the Council’s stance, they must clarify that it is a private opinion.
3. Councillors must not use their **aandipc** email addresses for personal views unrelated to Council business.
4. When corresponding on Parish Council matters, councillors should copy the Clerk to maintain records for **Freedom of Information** compliance.
5. Councillors must be mindful of the **Data Protection Act** when replying to emails, particularly when using "Reply to All," as it may constitute a breach of GDPR.
6. Councillors must not share confidential information in breach of the Council’s **Code of Conduct**.
7. The Council’s Clerk may contact the media if the Council wishes to issue an official statement or provide information.
8. SMS text messages may be used for quick communication with the Clerk but remain subject to this policy.
9. Subject to the restrictions on disclosing confidential information, councillors are free to communicate their position in a private capacity.
10. The Parish Council does not use **social media** in any form.
11. All official electronic communications should be conducted via the Council’s **website** and the **Clerk**.

Askam and Ireleth Parish Council.

Retention of Documents Policy

Introduction

The parish council recognise that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the parish council.

This document provides the policy framework through which this effective management can be achieved and audited. It covers:

Scope
Responsibilities
Retention Schedule
Disposal of Records

Scope of Policy

This policy applies to all records created, received or maintained by the parish council in the course of carrying out its functions.

Records are defined as all those documents which facilitate the business carried out by the parish council and which are thereafter retained (for a set period of time) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically. A small percentage of the parish council's records will be selected for permanent preservation as part of the council's archives and for historical research.

Responsibilities

The parish council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for the implementing the policy is the Clerk to the parish council, and she/he is required to manage the Council's records in such a way as to promote compliance with this police so that information will be retrieved easily, appropriately and in a timely manner.

Retention Schedule

Under the Freedom of Information Act 2000, the parish council is required to maintain a retention schedule listing the records series which it creates in the course of its business. The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administrative use. The Clerk is expected to manage the current record keeping systems using the retention schedule and to account of the different retention periods when creating new record keeping systems.

Disposal Procedures

All documents that are no longer required for administrative reasons should be shredded and disposed of.

Retention of Documents Schedule

This retention schedule refers to record series regardless of media in which they are stored.

Planning Applications.

All planning applications and relevant decision notices are available on the Westmorland and Furness Council Planning Portal website. There is no requirement to retain duplicates locally with exception of larger developments which will be retained for 12 months and kept in a safe location.

ASKAM AND IRELETH PARISH COUNCIL

FREEDOM OF INFORMATION POLICY

BACKGROUND

1.1 The Freedom of Information Act 2000 (FOIA) and Environmental Information Regulations 2004 (EIR) place legislative requirements on all public authorities, including local councils.

The laws established the legal Right to Know; a presumption in favour of public access to information held by public authorities, subject to certain exemptions; and other measures to improve public sector transparency.

1.2 The Council is obliged to provide information:

• Through a publication scheme
• In response to requests made under the general right of access.

When responding to requests, there are set procedures that the Council needs to follow.

These include:

• The time limit public authorities are allowed for responding to requests.
• The fees or amount that public authorities can charge for dealing with requests. Public authorities are not obliged to deal with requests if the costs of finding the information exceed a set amount known as the appropriate limit.
• Public authorities need not comply with vexatious or repeated requests. (See Appendix 1 for some of the indicators that the Council will use to identify a vexatious request)

The Act also recognises that there are valid reasons for withholding information by setting out a number of exemptions from the right to know, some of which are subject to a public interest test.

2. POLICY STATEMENT

As part of a society where information rights and responsibilities are respected by all, Askam and Ireleth Parish Council will aim to move away from the need for individual freedom of information requests and complaints towards a culture of routine, proactive and substantially increased transparency on the part of the Council, by:

• Being open and transparent and endeavouring to provide the public with access to the official information that it holds, as a matter of course.
• Making people aware of their rights to access the official information the council holds.
• Making as much routine information as possible available through the Council's Publication Scheme and website.
• Providing reasonable advice and assistance to applicants for information, including pointing applicants to possible sources of the information they seek if it is not held by the Council.

3. DEALING WITH REQUESTS FOR INFORMATION

3.1 Members of the public have a general right of access to information held by Askam and Ireleth Parish Council, specifically:

• To be told whether or not the information is held by the Council, and
• If it is, to have the information communicated to them.

Note: There are certain exemptions and limitations to this general right, but just because a document is marked "Confidential" does not automatically mean that it is exempt information, although it may be covered by certain exemptions. Each case will be dealt with on its merits.

3.2 Requests for information must be in writing, must give the applicant's name and return address and must describe the information requested in such a way that we are able to locate it. A written request includes an e-mail. (For environmental information, the request does not have to be in writing.)

3.3 All requests for information will be logged on a record sheet.

3.4 Receipt will be acknowledged but if it is possible to respond with the information requested, this will be done instead. If further information is required in order to locate the information requested, this will be undertaken as quickly as possible.

3.5 All correspondence, phone calls, e-mails etc., that follow the original request will be recorded.

3.6 The Council has 20 working days in which to deal with a request for information. If it is not clear what information is required, the 20-day period does not begin until clarification is received from the applicant as to exactly what is required. (For environmental information, the response period is extended to 40 working days for information that is complex and bulky.)

3.7 A charge will be made for the photocopying of information requested as follows:

• 10p per single A4 size sheet
• Additionally, postage will be charged at cost.
• If the cost of finding, sorting and editing the information requested is more than £450 then, under the FOI Act, the Council does not have to provide the information. (Under EIR, environmental information cannot be refused on the grounds of cost)

3.8 Any requests for information that is not contained in the Publication Scheme will be passed to the council Clerk to deal with under the FOI Act. A certain amount of guidance on dealing with requests is held by the Clerk, but it may be necessary that further specific guidance will be required from the Information Commissioner's Office. Certain personal information is covered by the Data Protection Act.

3.9 The applicant will be kept informed at all stages of the process of supplying the information requested, particularly if it is a complex request, when guidance may have to be sought from other agencies.

3.10 If a request is refused, the refusal notice will give the reasons for refusing the request and advise the applicant as to their rights of appeal – both internally by way of a complaint and, following that, by way of an appeal to the Information Commissioner.

4. APPEAL PROCESS

4.1 If the information requested cannot be supplied, the reasons for this will be communicated to the applicant immediately. The applicant has the right of appeal against the refusal, initially to the Council, but ultimately to the Information Commissioner.

4.2 Any initial appeal will be made to the Council, it will be dealt with by elected members, in accordance with the Council's Complaints Procedure. If the original decision not to supply the information is upheld by the Council, but is still not accepted by the applicant, then the applicant is able to appeal to the Information Commissioner.

4.3 Reasons for refusing information must be in accordance with the respective provisions of the legislation, including consideration of the public interest test where this applies.

6. REVIEW

This policy will be reviewed every year (or earlier if required by changes to legislation or additional documentation) and amended as necessary based on good practice or evidence taken forward.

Policy first adopted by Askam and Ireleth Parish Council
Agreed Minute reference.
Reviewed March
Next Review 17th February 2026

Clerk – Janice Cumming

APPENDIX 1

Some of the indicators to be used by the Council to identify whether a request for information is vexatious (ICO Guidance – 'Dealing with Vexatious Requests').

Abusive or aggressive language

The tone or language of the requester's correspondence goes beyond the level of criticism that a public authority or its employees should reasonably expect to receive.

Burden on the authority

The effort required to meet the request will be so grossly oppressive in terms of the strain on time and resources, that the authority cannot reasonably be expected to comply, no matter how legitimate the subject matter or valid the intentions of the requester.

Personal grudges

For whatever reason, the requester is targeting their correspondence towards a particular employee or office holder against whom they have some personal enmity.

Unreasonable persistence

The requester is attempting to reopen an issue which has already been comprehensively addressed by the public authority, or otherwise subjected to some form of independent scrutiny.

Unfounded accusations

The request makes completely unsubstantiated accusations against the public authority or specific employees. Intransigence

The requester takes an unreasonably entrenched position, rejecting attempts to assist and advise out of hand and shows no willingness to engage with the authority.

Frequent or overlapping requests

The requester submits frequent correspondence about the same issue or sends in new requests before the public authority has had an opportunity to address their earlier enquiries.

Deliberate intention to cause annoyance

The requester has explicitly stated that it is their intention to cause disruption to the public authority or is a member of a campaign group whose stated aim is to disrupt the authority.

Scattergun approach

The request appears to be part of a completely random approach, lacks any clear focus, or seems to have been solely designed for the purpose of 'fishing' for information without any idea of what might be revealed. Disproportionate effort

The matter being pursued by the requester is relatively trivial and the authority would have to expend a disproportionate amount of resources in order to meet their request.

No obvious intent to obtain information

The requester is abusing their rights of access to information by using the legislation as a means to vent their anger at a particular decision, or to harass and annoy the authority, for example, by requesting information which the authority knows them to possess already.

Futile requests

The issue at hand individually affects the requester and has already been conclusively resolved by the authority or subjected to some form of independent investigation. Frivolous requests

The subject matter is inane or extremely trivial and the request appears to lack any serious purpose. The request is made for the sole purpose of amusement.