Parish councillors emails

Question

Last night we were informed that every parish councillor must have their "own council specific" email account. Something to do with confidentiality even though our mails are our own anyway.

Can they force 2 of the older parish councillors to use emails rather than hard copy ?

Answer 1

Our council has been given the same advice due to the European Union’s General Data Protection Regulation (GDPR) which takes effect in May 2018.

It seems the fear is that if there is a 'data subject access request' and data may be held on a councillors private computer, then that computer could be subject to seizure. Hence the use of a council only email address which should be available via webmail only and not downloadable. Of course this could be taken a stage further and implies that councils should provide a laptop/iPad to each councillor.

Bearing in mind that most council communications are essentially public domain documents I can't help feeling this is all overkill.
I would have thought it was still possible for a councillor to demand delivery of the usual paper documents as an alternative.

Comments

I thoought and agree with that re public domain & overkill. As no decisions can be made out of council I find it intrusive and demeaning. Hard copies I think. More work for the clerk.
Thank you for the reply

Answer 2

There are two distinct issues here, and it should be possible to avoid being too prescriptive.

One is the question of communications from the clerk to councillors, especially the routine delivery of agendas and backing papers. Ten years ago, it would have been normal to deliver everything as hard copy. Now, most councillors use email, and are agreeable to receiving documents electronically. This saves a lot of time and expense for the clerk. No councillor should be forced to use email, though. There is no legal basis for such an enforcement, and it is unreasonable to expect people who genuinely feel uncomfortable with email or simply do not have the relevant facilities to accept email. If councillors find it acceptable, it's a good idea to make backing documents available on the council web site, rather than hard copy. Assuming the agenda is also available, that keeps citizens fully informed as well as councillors. For this purpose, I cannot see any reason not to use councillors' own personal email accounts, since the information flow is entirely from the council to the councillor, and consists of nothing but public documents.

The other is provision of an email address that is to be made public. This is not obligatory. It may be perfectly adequate to give phone numbers and addresses so that people can contact councillors. If emails are wanted, then it is probably best for them to be provided by the council. The addresses for councillors that do not wish to use them can be forwarded to the clerk (although that may generate some additional work, the volume is probably not large). There is a technical IT point that it is not actually necessary to insist on webmail. Provided the mail boxes are run using an IMAP server, all the mail is held on the server until deleted. Anyone requiring access to the mail can do so by looking at the server, and has no need to look at individual computers. Most mail is handled this way nowadays, and smartphones and tablets have mail apps that will work with IMAP mail servers, as will any computer. (The alternative is POP3, which is much less used than formerly).

Comments

Thank you very much. This will clear up any ambiguity I'm sure.
Why do they try to make something, that has run well for years and is simple, so hard?
Thanks again

Answer 3

We live in a world of freedom of information, subject access and GDPR. Councils are having to move with the times to keep up with legislation requirements.

Think of it this way - with parish council email accounts - any council business requests for information are contained away from your personal emails. Becoming a councillor does not give the community a right to invade your private life - best to keep the emails and associated correspondence separate.

Comments

Thank you for this. At the moment one of the councillors has passed away but my wife continues with my help. She is 74 and will never ever learn how to use a PC.

Answer 4

Cllrs can't be forced to use an E mail account as holders of public office and I think the "confidentiality" suggestion may be flawed. However one issue that can arise if cllrs use their own E Mail is if a residents contact them by Email and the resident includes their personal data in the message. Such cllrs then hold personal data and become a data holder in the context of GDPR and  duty-bound to comply with it. It is a lot simpler for cllrs to use a dedicated parish council E mail address whereupon the data is kept on the parish council webservers, rather than  on a number of different locations which may not be secure.

Comments

Thanks Graeme, appreciated

Answer 5

I note the 4 answers, but unless councillors voted for it - it cannot be a requirement on councillors.  Some councils have voted this requirement through as part of their media policies (along with such rules as  - councillors cannot post on face book on any subject that could affect the council without the clerks permission ).   Was the request accompanied by some guidance on the matter (NALC / SLCC etc) or just a requirement, and who informed you?