Information held about you

To provide an emergency response, it is necessary for us to collect and hold personal information about individuals. This information will include:

  • Basic details about you such as name, home address, personal telephone number, email address and emergency contact
  • Your role in relation to the school
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:

  • Maintain an emergency out of hours response should there be a problem with the school premises
  • Provide services to the population both resident and transient of Herefordshire during an emergency response which may involve use of the school premises
How the law allows us to use your information

The legal basis for processing the data is:

  • Your consent, which you can withdraw at any time by notifying us
  • In the public interest or in the exercise of official authority
Who we will share your information with

We will share your information with the council's emergencies and resilience team so that they may contact you direct in the event of an emergency.

We will share your information with partner organisations for out of hours emergency use.

We will not normally 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 keep your information for as long as you remain an emergency contact. 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 education, development and skills business support 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
November 2018