Information held about you

To provide information, advice and signposting to enquiries from voluntary, community and social enterprise and other community organisations, it is necessary for Herefordshire Council to collect and hold personal information about you. This information will include basic details about you such as name address, telephone number, email address together with information about the nature of your enquiry. 

All personal data held, is processed in accordance with data protection law.

Who is processing your data

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:

  • Be able to respond to your enquiry
  • Process your enquiry and provide information, advice and signposting to address your enquiry
  • Share your information only as necessary with organisations, such as hvoss to help address your enquiry
  • Produce case studies
  • Monitor the performance of this service
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.

Who we will share your information with

We may share your information with partner organisations, including hvoss (an organisation which provides information, guidance and support to volunteers, charities, voluntary and community groups in Herefordshire), in order to provide you with advice and support for your enquiry.  We will not share your information without your consent.  However, if you do not give your consent, the level of information, advice and signposting support we provide may be more limited. 

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. Any information which is shared will only be shared on a need to know basis, with appropriate individuals.  Only the minimum information for the purpose will be shared.

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 purpose of meeting your enquiry but also for monitoring and evaluating the service in line with the council’s retention schedules.  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 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 Talk Community Development Team at Herefordshire Council, Plough Lane, Hereford HR4 0LE, email: in the first instance. You can also contact the Data Protection Officer 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.

Last updated date
2 June 2021