Anonymous Communications Policy
NORTH SCARLE PARISH COUNCIL
POLICY ON ANONYMOUS COMMUNICATIONS
1. INTRODUCTION
This policy outlines how North Scarle Parish Council (“Council”) will act upon information contained in anonymous letters and other anonymous communications as defined in Paragraph 4.
2. SCOPE
The Policy applies to Councillors and staff.
3. AIM
To provide an appropriate and consistent approach to dealing with anonymous communications and to provide Council with a paper trail, enabling better communication.
4. DEFINITION OF ANONYMOUS COMMUNICATIONS
Anonymous communications are written or verbal communications where no name, address or identifying factors are given sufficient to identify the source or author. This may include notes, letters, telephone calls, 'round robins', newsletters, emails, texts, blogs, website contents, social media contents and all other forms of electronic communications.
5. VERBAL ANONYMOUS COMMUNICATIONS
a. It is the policy of the Council not to take any action in respect of verbal anonymous communication unless
i) it is subsequently put in writing, or
ii) the communication warrants an exception.
b. Exceptionally, the need for immediate action or investigation may prevent the provision of a written communication at that point.
c. Any Member receiving verbal anonymous communications should respond by stating the Council’s policy. The source should be encouraged to provide their contact details and the anonymous communications should be passed to the Council’s Clerk for recording and for determination of next steps in accordance with this policy.
d. If no written communication is provided by the source, a note summarising what verbal communication took place should be created by the Member and passed to the Council’s Clerk.
6. STEPS TO BE TAKEN WITH ANONYMOUS COMMUNICATIONS
Unless of a purely trivial or frivolous nature all anonymous written communications should:
a. Be treated as being in strict confidence by all Members/Staff.
b. In the first instance be circulated by email to all Members with any personal and sensitive information redacted.
c. An un-redacted copy shall be kept on file and made available for inspection by Members and shall be produced at the next meeting of the Council, for discussion.
7. CONSIDERATIONS
a. The Council may not consider anonymous letters or other anonymous communications unless there is corroborating evidence.
b. The Council expressly reserves the right to take no action.
c. When deciding what action to take, the following should be considered:
i. Seriousness of the issues raised and its effect on the community.
ii. Criminal and legal implications.
iii. Health and Safety of Members.
iv. Credibility of the concern.
v. Whether sufficient information is provided to corroborate any allegation(s) and to enable an investigation to be carried out.
vi. Fraud or other irregularities detrimental to the Council.
d, Anonymous communications or indeed any form of communication considered to be vexatious or malicious may be forwarded to the appropriate authorities, and the Council will provide full support for those authorities to carry out their investigation.
8. OTHER MATTERS
a. Where the writer has provided contact details but has asked for anonymity their right to privacy should be respected.
b. Due caution must be exercised when reacting to anonymous communications which appear to be malicious, potentially libellous or of an extremely personal nature. The Council may consider seeking specific legal advice.
Adopted
15 January 2025