The Constitution, Code of Conduct, Information Security and Publicity and Politics protocols

Constitution

The constitution of Gloucestershire County Council: The Constitution

Code of Conduct

When acting in your capacity as a Member or Co-opted Member of Gloucestershire County Council, you must show regard to the following seven principles of public life:

Selflessness; Integrity; Objectivity; Accountability; Openness; Honesty; Leadership

Please read the full Code of Conduct to see what this means in practice, along with information about registering disclosable pecuniary interests, gifts and hospitality:

The Local Government Association’s e-learning for the General Data Protection Regulation, GDPR, has now been released. The council has arranged for all elected members to have access, and the council’s Information Management Service have developed guidance on how to access and complete the e-learning. If you would like further assistance in completing the e-learning then please email dpo@gloucestershire.gov.uk.

Read the guide here.

We have also arranged a number of advice clinics sessions where any Members cAgenda & papersick up any individual queries or concerns. The clinics are split into 30 minute slots, and are available on the following dates:

  • 20th June, 2:00 to 4:30pm
  • 10th July, 2:00 to 4.30pm

If you would like to book a slot please email dpo@gloucestershire.gov.uk.

GDPR Information for Members

The General Data Protection Regulation (GDPR) is the biggest change in data protection law in 20 years. It gives individuals new and stronger rights over the use of their personal information, and brings requirements that councillors, as data controllers, need to be aware of.

The council is preparing a series of guides and templates for councillors to use that will help you meet your obligations under GDPR. The first of these are available below;

GDPR Q&A

Answers the questions you may have about the new law and how it affects you in your role as a councillor.

GDPR Flowchart

Sets out what you need to consider in relation to the personal information you currently hold.

Retention Guide

Sets out how long you should keep certain types of documents for, and what you should do with any records you hold regarding children or people who work(ed) with children.

Privacy Notice

A template privacy notice for you to complete and provide to your constituents when they first contact you. All you need to fill out is the name of your constituency, your ICO registration number (available from the Information Management Service on request) and your contact details.

Template email signature

A short signature for you include in your emails to constituents informing them that you might collect their data and where to find your privacy notice. Instructions on how to use this signature are included.

Guide to setting up signatures

Members Advice Clinics

The council’s Information Management Service is also running GDPR advice clinics for elected members. The clinics are split into 30 minute slots, and are available on the following dates:

  • 20th June, 2:00 to 4:30pm
  • 10th July, 2:00 to 4.30pm

If you would like to book a slot please email dpo@gloucestershire.gov.uk.

Dealing with Allegations of Member Misconduct

This document outlines the process involved when complaints are made about County Councillors:

Personal Safety Guide for Councillors

This document details guidance for Councillors on personal safety.

Information Security protocol

As part of your role as a Councillor you will have access to council information. The purpose of this protocol is to set the standards for use of Gloucestershire County Council's information. It will help protect you, the Council and service users from the consequences of accidental loss or disclosure of personal and/or sensitive information, and promotes secure working practices.

Please read the protocol:

Standards for handling personal and/or sensitive information

How to store, transfer and dispose of personal and or sensitive information:

https://staffnet.gloucestershire.gov.uk/internal-services/information-management-service-old/standards-for-handling-personal-andor-sensitive-information/

Always adhere to the Council's Information Handling Standards (Feb 2015) when handling information that is personal and/or sensitive.

Publicity and Politics protocol

Law and national guidelines strictly regulate local government communications and publicity. All members and officers must follow these when communicating on behalf of the council.

The main purpose of local authority publicity is to increase public awareness of services, explain the reasons for particular policies and priorities and generally to improve public accountability.

This document sets out the guidelines the council must follow when communicating:

Social Media Matters...a guide for members

A guide for members who would like to use social media as a tool to share information, open new dialogues with the people in their communities and beyond, and engage publicly in productive and immediate two-way conversation:

Help us improve Gloucestershire County Council

Don’t include personal or financial information like your National Insurance number or credit card details.