Information held about you

To provide commons registration services to you, it is necessary for us to collect and hold personal information about you. This information will include:

  • Name
  • Address
  • Contact information, email address and telephone number

Personal information such as your signature and contact details (if applicable) will be redacted before being published or displayed.

Who is processing your data

All 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.

How we will use the information we hold about you

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

How the law allows us to use your information

The legal basis for our use of this information is compliance with a legal obligation.

Herefordshire Council is required under the Commons Act 2006 to perform the duties of the commons registration authority, in accordance with the Commons Registration (England) Regulations 2014.

Who we will share your information with

Access to your information will be made to authorised members of staff who are required to process it for the purposes outlined in this privacy notice.

We are also required to share your information when we formally display applications via public notices and make them available to the general public, and with others who have requested sight of your representation and/or supporting documentation. Landowner details, and rights of common have to be displayed via formal common land and town or village green registers and be accessible to members of the public.

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 up to seven years after the decision of the application has been made. After this the application and decision are permanently retained and available for public inspection.

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, please contact the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or 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 in the first instance about how your information is used, please email the Property Services team at

You can also contact the Data Protection Officer, at Herefordshire Council, Plough Lane, Hereford HR4 0LE, email

Service web page
Last updated date
April 2024