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Record details

Information held about you

As part of the Council Tax discounts and exemptions application process, Herefordshire Council will collect personal data about you and members of your household where appropriate.

This information collation may include:

  • Details such as address, telephone number, email address, date of birth, household composition or signed medical evidence from your general practitioner
  • Other relevant information to process your application

We will use this data to process your application and may check some of the information with other sources to ensure this data is accurate.

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.

Hoople Ltd is the data processor who will process your information on behalf of Herefordshire Council.

How we will use the information we hold about you

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

  • Process your application for Council Tax discounts or exemptions
  • Where the processing is necessary to comply with legal obligations, for example the prevention and/or detection of crime including fraud
  • Protect public funds
How the law allows us to use your information

The legal basis for processing the data is:

Who we will share your information with

Subject to a legal gateway your information may be shared for the prevention of fraud and criminal activity with (list not exhaustive):

  • The Department for Work and Pensions
  • HM Revenues and Customs
  • The Police
  • Health and Social Care organisations
  • Environmental health section for Herefordshire Council for homes in multiple occupation

On occasions, your information may be accessed by contracted IT support organisations in the delivery of IT support for both the IT infrastructure and associated systems, for the processes detailed in this privacy notice. Access by IT support will only be for such reasons as fixing any technical issues with software, and any viewing of data will be incidental to this.

We will not share your information with organisations unless there is a legal gateway to do so. However, there may be certain circumstances where we would share without your 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 only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for the period required by the council for legal and audit purposes. 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 informationgovernance@herefordshire.gov.uk

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 the revenues and benefits service - Council Tax team at counciltax@herefordshire.gov.uk in the first instance.

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

You can find more information about data protection and how it applies to you on the Information Commissioner's Office website.

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