As part of the debt recovery process, Herefordshire Council will hold data about you and members of your household where appropriate. This information collation includes:

  • Name and current address
  • Re-addresses if different
  • Details of occupancy/lease/freehold interest in the property
  • Additional details about you such as your telephone number, email address, National Insurance number, and certain income details.

We will use this data to monitor recovery of outstanding debt, and may check some of the information with other sources to ensure this data is accurate.

Who is processing my 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 about you?

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

  • Meet our legal obligation to recover all sundry debt for services provided by Herefordshire Council
  • Meet our legal obligation to collect housing benefit overpayments
  • Meet our legal obligation to collect social care direct payments
  • Meet our legal obligation to collect parking penalty charge notices
  • Protect public funds and
  • Where the processing is necessary to comply with legal obligations e.g. the prevention and/or detection of crime including fraud

The information will be used for the purpose of performing any our statutory enforcement duties

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

Prevailing Legislation requires Local Authorities an obligation to recover sundry debts, social care debt, housing benefit overpayments, and parking penalty charge notices as follows:

  • Court – Civil Procedure Rules 1998 (as amended)
  • Parking – Traffic Management Act, 2004 and Civil Enforcement of Parking Contravention (England) Representations and Appeals Regulations, 2000
  • The Care Act 2014
  • Social Security Administration Act
  • Housing Benefit Regulations
  • The prevention/detection of crime, including false representation in accordance with the Fraud Act.

Who we will share your information with

Information will be shared with agencies in accordance with the prevailing Data Protection statute for the detection, prevention and prosecution of fraud and criminal activity. Examples are:

  • The Department for Work and Pensions
  • HM Revenues and Customs
  • The Police Health and Social Care organisations

The information will be shared for the purpose of performing any of our statutory enforcement duties to:

  • Make any disclosures required by law
  • Share information with other bodies responsible for detecting/preventing fraud or auditing/ administering public funds.
  • Share with other organisations who handle public funds and assist in the processing of other benefits

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 make a formal request in writing for access to personal information (or "personal data") held about you, to inspect it and to have it corrected or erased if it is wrong.

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 - Revenues Team at invoices@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
More information about data protection and how it applies to you can be found on the Information Commissioner's Office website.