Finance privacy notice

Introduction

The finance team is responsible for the accurate maintenance and providing support for forecasting and financial management on behalf of Herefordshire Council.

To provide accurate and effective financial services for Herefordshire Council it is necessary to have access to and hold personal information about you. This information will include:

• Name, address, telephone number and email address
• Bank details
• Details of payments made to you by Herefordshire Council
• Details of monies you owe to Herefordshire Council

Purpose of the data processing

All personal data held, is processed in accordance with data protection law. The data controller for the information outlined in this privacy notice is Herefordshire Council.

Hoople Ltd is the data processor who will process your information on behalf of Herefordshire Council.

Information held about you

We will collect information about you (where applicable) to:

• Deliver accurate and effective financial advice and support on behalf of Herefordshire Council
• Monitor the income and expenditure of Herefordshire Council

Who is processing your data

The legal basis for processing the data is:

• Carrying out of a contract to which you are a party
• Financial management legislation and taxation

How we will use the information we hold about you

The information that we hold may be shared in part with:

• HMRC
• Hoople Ltd Payroll

On occasions your information may be accessed by contracted IT support organisations in the delivery of IT support for both the IT infrastructure and associated systems. Access by IT support will only be for such reasons as fixing any technical software issues and any viewing of data will be incidental to this.

We will not share your information with organisations other than our partner organisations without your consent. However, there may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. We will only share the minimum information for the purpose, on a need to know basis and with appropriate individuals.

How the law allows us to use your information

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for seven years. All information will be held securely and destroyed under confidential conditions.

Who we will share your information with

You have a number of rights under data protection law, including the right to request your information and to request that the information is amended or erased if incorrect.

To request your records, you will need to provide proof of identification and write to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or email informationgovernance@herefordshire.gov.uk

You also have the right to make a complaint about our handling of your personal data to the Information Commissioner's Office.

How long we keep your personal information

It is important that we hold accurate and up to date information about you to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please tell us so that we can update your records.

Covid 19 information

More information about data protection and how it applies to you can be found on the Information Commissioner's Office website.