Information held about you

The following information is needed to help us ensure that our services are accessible to all. Your answers will be treated in the strictest confidence and will not be used to identify you. The information you provide us with may include:

  • Your gender
  • Age
  • Whether you have a disability or long term health problem
  • Sexual orientation
  • Religion or belief
  • National and ethnic identity
  • Postcode
  • Contact details, such as address or email address in case if you would like us to contact you for future or further research
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

Any information you provide will held and used in accordance with the Data Protection Act 2018 for the purposes set out in the introduction of the consultation. We will not share your information with any third parties but where appropriate we will use the information to support the planning of services and the continuous improvement of various functions. We may include any comments you provide in an anonymous form in any published results.

How the law allows us to use your information

The legal basis for processing the data is that it is necessary for the performance of a task carried out in the public interest.

Who we will share your information with

When consultations or surveys are carried out by external consultants on behalf of the council, the information in response to the consultation or survey will be held and used in accordance with the Data Protection Act 2018. The council will share this information with external consultants who will analyse the results and publish a report of findings in an anonymised format. The council will not disclose your information to any unauthorised person or body.

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. The information outlined in this privacy notice will be kept for three months after we publish the results of the consultation. 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 relevant team 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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