Information held about you

The court appointee and deputyship team is responsible for the effective management of an individual's financial affairs, in relation to both property and finance where it has been legally agreed that the individual does not have the mental capacity to do so.

To provide this financial service effectively it is necessary to have access to and hold personal information about you. This information will include:

  • Name, address, telephone number and email address
  • Financial related information such as bank details, bank statements, income and expenditure
  • Property related information such as valuations
  • Health related information such as care assessments, family history
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.

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

How we will use the information we hold about you

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

  • Deliver accurate and effective financial advice and support to you as an individual
  • Manage your personal finances in an effective and agreed manner
  • Deal effectively with all areas of your financial and property responsibilities
How the law allows us to use your information

The legal basis for processing the data is:

  • A legal decision made by the Court of Protection
  • Authority of the Department of Work and Pensions
Who we will share your information with

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

  • HMRC
  • Department for Work and Pensions
  • Other companies as required to manage your financial affairs, such as utility companies, care providers, banks

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 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 a maximum of 13 years. 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 appointee and deputyship 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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