Privacy Policy
The accountability for safe custody and confidentiality of Council records is a prime responsibility for all staff at all times. For the avoidance of doubt:
- All records (whether held in electronic or paper form and original or copied) must not be transferred electronically or physically removed from the Council’s premises except for properly authorised purposes. It is also staff’s responsibility to keep confidential files or records stored in the office safely.
- The law requires that certain types of information must be available to Councillors, auditors, government departments, service users and the public. Employees must be aware of which information within the Council is open and which is not, and act accordingly. Employees who are in any doubt about whether or not information is confidential should seek advice from their line manager.
- Employees should not use any information obtained in the course of their employment for personal gain or benefit, nor should they pass it on to others who might use it in such a way. Any particular information received by an employee from a Councillor which is personal to that Councillor and does not belong to the Authority must not be divulged by the employee without the prior approval of that Councillor, except where such disclosure is required or sanctioned by the law.
- The employee is required to declare all criminal / non-criminal convictions that occur whilst off-duty, including charging, during their employment with the Council. The Council will ensure it is investigated thoroughly and the Disciplinary Procedure is followed before a decision is taken, even in the case of proven criminal conduct. This also applies to suspected criminal conduct and if an employee has been charged but not yet tried. The decision needs to be reasonable and dismissal may not be the automatic outcome.
- The General Data Protection Regulation (GDPR), requires employers to comply with principles for processing personal data, including protecting against unauthorised access of personal data. Personal data must not be inappropriately accessed or disclosed as it may constitute a data breach.
This guidance is not intended to deter you from undertaking your normal work, including taking documents home or to meetings for the purpose of your duties. However, if you are ever in any doubt regarding the appropriateness of removing Council documents, you should consult your line manager. You can also contact HR.