Information held

As part of the business rates billing and collection process, Herefordshire Council will collect data where appropriate.

This information collation may include:

  • Name and/or business name
  • Current and re-addresses if different
  • Details of occupancy/lease/freehold interest in the property
  • Other relevant information in order to process an application for rate relief where appropriate

We will use this data to administer business rates liability and reliefs and may check some of the information with other sources to ensure this data is accurate.

Who is processing the 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 will we use the Information we hold?

We will collect information and use the information (where applicable) to:

  • To establish trading/company names and trading addresses in order to meet our legal obligation to levy business rates and collect taxes
  • Process applications for exemptions and rate relief
  • Where the processing is necessary to comply with legal obligations, for example the prevention and/or detection of crime including fraud
  • Protect public funds

What is the legal basis for us to process your data?

Prevailing legislation requires local authorities an obligation to levy and collect taxes. The legislation that requires local authorities to collect and administer tax from its business premises is as follows:

Who we will share your information with?

We will share information with agencies in accordance with the prevailing Data Protection Statute for the detection, prevention and prosecution of fraud and criminal activity. Examples are:

  • The Police
  • HM Revenues and Customs
  • The information will be used for the purpose of performing any our statutory enforcement duties
  • To make any disclosures required by law
  • To share information with other bodies responsible for detecting or preventing fraud or auditing or administering public funds

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. Otherwise outside of the conditions stated we will only share your information as detailed where you have provided your written consent to do so.

How long do we keep your records?

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 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 to

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 in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible 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 - Non-domestic Rates Team at in the first instance. You can also contact the Data Protection Officer, Herefordshire Council, Plough Lane, Hereford HR4 0LE, email

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