Information held about you

Planning legislation and regulations (the Town and Country Planning Act 1990, Planning and Compulsory Purchase Act 2004 and The Neighbourhood Planning Regulations 2015) require Herefordshire Council to make publicly available the details of representations submitted as part of a neighbourhood plan consultation.

When you submit a representation to us as part of a neighbourhood plan consultation these are kept as part of the public record. We have a statutory duty to make them available for any member of the public to see on this website. This includes documents and consultation responses received in paper format, which we scan and keep electronically.

It is necessary for us to collect and hold personal information about you. This information will include:

  • Basic details about you such as address, telephone number, email address
  • Details of representations you have made during periods of any neighbourhood plan consultations

Details such as signatures, personal telephone numbers and personal email addresses are redacted before being published on the website.

Who is processing your data

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.

How we will use the information we hold about you

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

  • Tell you if your representations lead to further queries from the examiner as part of the plan making process
How the law allows us to use your information

The legal basis for processing the data is our legal obligation under The Neighbourhood Planning (General) Regulations 2012 (as amended).

Who we will share your information with

We may share your information with partner organisations, including:

  • The parish council producing the neighbourhood plan to which you have commented on
  • The examiner appointed to assess the neighbourhood plan in accordance with the regulations.

We will not normally share your information with 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 long we keep your personal information
We will only keep your information for the minimum period necessary. This will be three years after adoption of the neighbourhood plan to ensure any legal challenge periods have expired. All information will be held securely and destroyed under confidential conditions.
Your rights

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

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

Providing accurate 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.
Further information

If you have any questions or concerns about how your information is used, please contact the neighbourhood planning team at in the first instance.

You can also contact the Data Protection Officer, Herefordshire Council, Plough Lane, Hereford HR4 0LE, email

You can find more information about data protection and how it applies to you on the Information Commissioner's Office website.

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