Facilities management privacy notice - Privacy notices

Herefordshire Council is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you in accordance with current data protection legislation. It is also intended to provide you with other information which is required under this law. It applies to all employees, visitors to council properties and contractors.

Facilities management are responsible for:

• Unlocking and locking buildings as required
• Managing internal, incoming and outgoing post
• Desk, resource and room bookings (Cloudbooking system)
• ID badge processing including photographs
• Manage the council properties access system (Net2)
• CCTV monitoring of Plough Lane, Shire Hall, Town Hall, Elgar House: please refer to the specific CCTV privacy notice
• Identifying and reporting any potential customer issues that need resolution, particularly those relating to Health and Safety matters etc. We use contractors and security firms to facilitate this
• Building/office relocation and moves
• Management of furniture donations to voluntary sector
• Tender management of Plough Lane café (Unity Works), confidential shredding (Topwood), stationery supply contract, post room facilities (for example franking machine: Pitney Bowes), multi-functional devices (Ricoh)

In order to provide the listed services to you, it is necessary for us to collect and hold personal information about you. This information will include:

• Name
• Title
• Job title
• Address
• Business name
• Telephone number (work and/or personal where applicable)
• Email address (work and/or personal where applicable)
• Vehicle registration number (where provided)
• Building access requirements

All personal data held, is processed in accordance with current data protection legislation. The data controller for the information outlined in this privacy notice is Herefordshire Council. Hoople Ltd are the data processors for the council.

In accordance with the council's public task and health and safety obligations we may use your information (where applicable) to:

• Ensure compliance with health and safety laws
• Manage the security of premises and staff
• Manage council facilities
• Visitor management
• Manage and administer first aid
• Monitor use of council assets
• Produce staff ID/access cards, fobs and visitor badges
• Manage building access
• Facilitate on-site services and amenities
• Assist the Police or other investigatory bodies where sharing of information is necessary for the purposes of preventing and detection of crime or for the purposes of apprehension and prosecution of offenders

The legal basis for processing the data is:

• Your consent (desk, room and resource bookings), which you can withdraw at any time by notifying us
• Our legal obligation under the Health and Safety at Work etc Act 1974
• In the public interest or in the exercise of official authority

We may share your information with:

• Staff in the Facilities Management Team
• Reception staff
• ICT department staff
• Appointed contractors as needed in the allocation of repair work (Hoople) and for room, desk and resource bookings (Cloudbooking)

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.

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for your personal information are available in our retention schedule.

We will only keep your information for the minimum period necessary.

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

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 contact and provide proof of identification to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or via email, informationgovernance@herefordshire.gov.uk

You also have a right to make a complaint about our handling of your personal data to the Information Commissioner's Office.

If you have any questions or concerns about how your information is used, please contact facilities management in the first instance, by email at sh_facilitiesmgmnt@herefordshire.gov.uk

You can also contact the Data Protection Officer at Herefordshire Council, Plough Lane, Hereford HR4 0LE, email informationgovernance@herefordshire.gov.uk

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