Information held about you

To administer the arrangements for dealing with code of conduct complaints, 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 the complaint you are making against a councillor within Herefordshire
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:

  • Enable the complaint about a councillor to be processed and dealt with in accordance with the arrangements for dealing with code of conduct complaints
How the law allows us to use your information

The legal basis for processing the data is Section 28 (6) (a) and (b) of the Localism Act 2011 which requires Herefordshire Council as a principal authority to have in place arrangements for dealing with complaints against councillors.

Who we will share your information with

We may share your information with regard to your name and address:

  • With the councillor concerned so that they may respond to your complaint. The councillor will only be made aware of your name and the detail of your complaint

We may share your information with regard to the details of your complaint with:

  • The standards panel if the complaint is appealed or the complaint meets the criteria for a sample review
  • The audit and governance committee in the annual code of conduct report
  • The public when publishing a decision notice if a breach is held to have occurred

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 six years. All information will be held securely and destroyed under confidential conditions once the annual report to the Audit and Governance committee has been discussed in committee.

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 information access 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.

Service web page
Last updated date
September 2019