Policies and Procedures

Communications Policy

COMMUNICATIONS POLICY

Adopted by NOCTON PARISH COUNCIL 15/10/19 

Reviewed 08/02/2026.

Next Review due March 2028 or earlier if legislation or technology changes.

 

This Communications Policy sets out the principles and procedures for effective, transparent, and compliant communication within Nocton Parish Council (NPC). It aims to ensure clarity, accountability, and legal compliance in all council communications, reflecting modern digital practices and data protection requirements. 

In addition, the policy recognises that financial correspondence should be dealt with by NPC's Responsible Financial Officer (RFO).  All correspondence of a financial nature received by members should be forwarded to and handled by the RFO."

 

Definitions

  • Council - Nocton Parish Council (NPC)

  • Clerk - The Clerk to NPC clerk@noctonparishcouncil.gov.uk

  • Member - Councillor of NPC

  • Chair - Chair of the meeting.

  • Meeting - A meeting of NPC, any of its committees, sub-committees, joint committees, or joint sub-committees. 

  • Public - members of the public attending meetings

  • Digital Communication – email, messaging apps, online meeting platforms, cloud‑based document sharing, and social media used for NPC business.

 

Procedures 

1. Parish Council Email Account (Clerk’s account)

1.1 The above email account is the main source of information coming into NPC from external bodies.

1.2 These communications are not routinely copied to Members’ parish council email addresses. Relevant email communications will be forwarded to Councillors for information and to provide correspondence for consideration at meetings. This is to enable the clerk to use his/her limited time available to NPC to maximum effect.

1.3 Councillors must use their official NPC email account for all council business to ensure GDPR compliance and proper record‑keeping.

 

2. Parish Council Correspondence 

2.1 The point of contact for the parish council is the Clerk, and it is to the Clerk that all correspondence for NPC should be addressed. In certain circumstances it is agreed by Council Resolution that individual Members may be the point of contact; all such correspondence must be copied to the clerk email account.

2.2 The Clerk should deal with all correspondence following a meeting.

2.3 No individual Member or Officer should be the sole custodian of any correspondence or information in the name of NPC, a committee, sub-committee or working party. In particular, Members and Officers do not have a right to obtain confidential information/documentation unless they can demonstrate a ‘need to know.’

2.4 Where necessary, official letters should be sent by the Clerk in the name of NPC using council letter headed paper.

2.5 Where correspondence from the Clerk to a Member is copied to another person, the addressee should be made aware that a copy is being forwarded to that other person (e.g. copy to [NAME])

2.6 All correspondence between Members relating to NPC matters to be copied to the Clerk email account. This includes email, messaging apps, and any digital communication used to discuss council business.

2.7 In the interests of Transparency, incoming/outgoing correspondence will not be regarded as private and confidential in terms of it being of restricted availability to Members and the Clerk even where this may have been requested by the originator, except where this conflicts with the Data Protection Act 2018 and UK GDPR legislation or where legal privilege applies.

2.8 Councillor messaging groups such as WhatsApp or SMS may be used for logistical coordination only (such as meeting times or availability). They must not be used to discuss, debate, or form views on council business, nor to reach consensus outside a properly convened meeting, in order to avoid pre‑determination and ensure compliance with transparency and decision‑making regulations.

 

3. Agenda Items for Council, Committees, Sub-Committees and Working Parties 

 3.1 Agendas should be clear and concise. They should contain sufficient information to enable Members to make an informed decision, and for the public to understand what matters are being considered and what decisions are to be taken at a meeting.

3.2 Items for information should be kept to a minimum on an agenda.

3.3 Where the Clerk or a Member wishes fellow Members to receive matters for “information only,” this information will be circulated via the Clerk.

3.4 Supporting documents must be shared via an NPC email account or via an NPC approved secure digital platform that meets UK GDPR requirements.

 

4. Communication with the Press and Public  

4.1 The Clerk will clear all press reports, or comments to the media, with the Chair of NPC or the Chair of the relevant committee.

4.2 Press reports from NPC, its committees or working parties should be from the Clerk or an Officer or via the reporter’s own attendance at a meeting.

4.3 Unless a Member has been authorised by NPC to speak to the media on a particular issue, Members who are asked for comment by the press should make it clear that it is a personal view and ask that it must be clearly reported as their personal view.

4.4 Unless a Member is absolutely certain that he/she is reporting the view of NPC, they must make it clear to members of the public that they are expressing a personal view.

4.5 If Members receive a complaint from a member of the public, this should be dealt with under NPC adopted complaints procedure, or via an NPC agenda item.

4.6 Social Media Conduct

  1. Members must not present personal social media posts as official NPC statements.

  2. Members must not engage in debate with complainants online; all complaints must be referred to the Clerk.

  3. Members should maintain respectful, factual, and non‑inflammatory communication online.

  4. NPC may maintain official social media channels, administered by the Clerk or authorised Officer only.

 

5. Councillor Correspondence to external parties  

5.1 As the Clerk should be sending most of NPC correspondence from a Member to other bodies, it needs to be made clear that it is written in their official capacity and has been authorised by NPC. 

5.2 A copy of all outgoing correspondence relating to NPC or a Member’s role within it, should be sent to the Clerk, and it be noted on the correspondence, e.g. “copy to the Clerk” so that the recipient is aware that the Clerk has been advised.

 5.3 Councillors must not use personal email accounts or personal messaging apps to send official correspondence unless unavoidable; if used, the Clerk must be copied immediately and the correspondence forwarded to the official record.

6. Communications with Parish Council Staff  

6.1 Members must not give instructions to any member of Staff, unless authorised to do so (for example, three or more Members sitting as a committee or sub-committee with appropriate delegated powers from the council).

6.2 No individual Member, regardless of whether or not they are the Chair of NPC, the Chair of a committee or other meeting, or are styled “Leader” of NPC, may give instructions to the Clerk or to another Staff, which are inconsistent or conflict with NPC decisions or arrangements for delegated power.

6.3 Telephone calls should be appropriate to the work of NPC.

6.4 E-mails

  1. Instant replies should not be expected from the Clerk; reasons for urgency should be stated.

  2. Information to Members should normally be directed via the Clerk.

  3. E-mails from Members to external parties should be copied to the Clerk via the NPC email.

  4. Members should acknowledge their e-mails when requested to do so.

  5. Members must avoid using WhatsApp, SMS, or other informal messaging apps to issue instructions or requests to staff.

6.5 Meetings with the Clerk or other Officers:

  1. Wherever possible an appointment should be made.

  2. Meetings should be relevant to the work of that particular Officer.

  3. Members should be clear that the matter is legitimate NPC business and not matters driven by personal or political agendas.



 

7. Data Protection and Information Security

7.1 NPC will comply with the Data Protection Act 2018 and UK GDPR.

7.2 Members must ensure personal data received in their role is stored securely and deleted when no longer required.

7.3 Personal data must not be stored on unsecured personal devices, unless the device is secured with encryption and password protection approved by NPC.”

7.4 Data breaches must be reported immediately to the Clerk.

7.5 Cloud storage may only be used if approved by NPC and compliant with UK GDPR.


 

8. Freedom of Information and Retention

8.1 All communications relating to NPC business may be subject to Freedom of Information legislation and must be retained in accordance with NPC’s Document Retention Policy.

8.2 NPC is the data controller.

8.3The Clerk acts as the council’s data protection lead unless otherwise formally resolved by NPC.