Information held about you

In order to provide the Community Renewal Fund services to you, it is necessary for us to collect and hold personal information about you. We will collect and store personal information relating to the organisations making enquiries about the Community Renewal Fund and those organisations submitting bids to the fund. This information will include:

  • All contact information, including contact name, address, email and telephone number.
  • Should an organisation be successful in their bids, we will also need to obtain their bank details to enable payments to be made.
Who is processing your data

All personal data held, is processed in accordance with data protection law. The joint data controllers for the information outlined in this privacy notice is Herefordshire Council and the Ministry for Housing, Communities and Local Government.

How we will use the information we hold about you

Personal data is being collected as an essential part of the UK Community Renewal Fund bidding process, so that we can contact you regarding your bid and for monitoring purposes. We may also use it to contact you about matters specific to the Fund and will use it for monitoring and evaluating successful bids.

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

  • Be able to contact you about the bidding process and any bids you submit
  • Evaluate bids submitted
  • Shortlist the bids and submit to Government
  • Be able to enter into a Funding Agreement with you, should your project be successful
  • Be able to monitor and evaluate the impact of the successful projects on the beneficiaries
How the law allows us to use your information

Data Protection legislation sets out when we are lawfully allowed to process your data.

The legal basis for processing the data is Article 6 (1) (e) of the UK GDPR; that processing is necessary for the performance of a task carried out 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 Ministry for Housing, Communities and Local Government who will use the information for the purpose of assessing the shortlisted proposals and select projects based on the criteria set out in the UK Community Fund Prospectus.

Subject to strict agreements describing how it will be used, your information may also be shared with third parties appointed by the council for the purposes of assessing the applications received through the Community Renewal Fund.

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 the purpose of monitoring and evaluating the successful Community Renewal Fund projects in line with the council’s retention schedules.

All information will be held securely and destroyed under confidential conditions.

Your rights have a number of rights under data protection law, including the right to request your information and to request that the information be amended or erased if incorrect.

To request your records, you will need to put your request in writing and provide proof of identification to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or via email,

You also have a 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 <team> in the first instance. You can also contact the Data Protection Officer, Carol Trachonitis, at Herefordshire Council, Plough Lane, Hereford HR4 0LE, email:

More information about data protection and how it applies to you can be found on the Information Commissioner’s Office website.

Service web page
Last updated date
25 March 2021