Skip to main content

Website privacy policy

Our privacy policy explains how we use any data we collect from you through this website and any of its sub-sites and how we will protect and respect it.

Information we collect

We collect three kinds of information from visitors to our website:

  • Feedback (through our website feedback forms and calls to our customer service centres)
  • Site usage information from log files and web analytics applications
  • Personal information if you complete an online form or register to log in to the site. The information you provide when you register or on online forms will only be used to provide you with services you request from the council by using the site

Social media

If you contribute to social media channels on the site, your contribution will be governed by the appropriate social media account privacy policy. We have a separate acceptable use policy and guidelines relating to contributions to online communities linked to or visible from our pages. Please visit our social media web page.

Protecting your data

Under the Data Protection Act we have a legal duty to protect any information we collect from you. We do this by:

  • Using leading technologies and encryption software to safeguard your data
  • Keeping strict security standards to prevent unauthorised access to your data
  • Not passing on your details to any third party or government department unless you give us permission to do so or where allowed by law

Access to information we hold about you

You have the right to make a formal request in writing for access to personal information (or "personal data") held about you by our website, to inspect it and to have it corrected if it is wrong. We make a charge of £10 for providing this information.

What cookies are used on this website?

We detail the types of information we store in cookies when you visit our site below.

Session cookies

Session cookies expire when you close down the browser window or logout from the website. The following services running on our website use session cookies:

  • Twitter - social networking and microblogging service
  • Online forms, for example feedback forms
  • Various session tokens - we use Active Server Pages, the .Net framework and Java technology to power this website. These technologies store session identifiers as part of how they work.

Persistent cookies

Persistent cookies have an expiry date that allows it to remain on your machine even after you have logged out or closed your browser. 

The following services running on our website use persistent cookies:

  • Gov Delivery email subscription service
  • Herefordshire Hub authentication service
  • Google Analytics
  • Twitter - social networking and microblogging service

Further details about the types of cookies used on our websites

CookieNamePurposeType of CookieMore information
Benefits Calculator AspxAutoDetectCookieSupport This cookie identifies if the benefits calculator is able to rely on cookies to store temporary data. Session (3rd party site) Turn2us privacy policy
Benefits Calculator countryid Awaiting information from vendor. Persistent (100 minutes - 3rd party site)  
Cookie message js-cookie-message This cookie displays the message about cookies used on the site. Persistent for 30 days and displays the cookie message every 30 days  
Essential site cookie ASPSESSIONIDXXXXXXXX This cookie is essential. The technology running most of the website (pages with filenames ending in .asp) sets a session marker to identify you whilst you are browsing our site. No personal information is stored. This cookie is deleted when you close your browser. Session  
Essential site cookie ASP.NET_SessionId This cookie is essential. The technology running most of the website (pages with filenames ending in .aspx) sets a session marker to identify you whilst you are browsing our site. No personal information is stored. This cookie is deleted when you close your browser. Session Microsoft's explanation of the use of session IDs
Generic authorisation/roles cookie .ASPXAUTH
It is set when you log into a secure area of the site i.e. Jobs Online, Ofsted secure area etc. It contains information about your login expiry and roles. The information is encrypted. This cookie is deleted when you close your browser. Session  
Google Analytics __utma
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. __utma - Persistent (+2 years)
__utmb - Persistent (+1 hour)
__utmc - Session
__utmz - Persistent (+6 months)
View an overview of privacy at Google
Gov Delivery email subscriptions _trunk_session This cookie is created when the user subscribes to the email and RSS updates service. The cookies are not shared with other websites and do not track or store personal information. Persistent (+1 hour) View the Gov Delivery privacy policy
Planning application search js-planning-search-tabs This cookie remembers the last tab used in the planning application search Session  
Self Service for Council Tax and Benefits ecitizenReqId Cookie used by this system to enable it to work correctly. This cookie is deleted when you close your Internet browser. Session  
Self Service for Council Tax and Benefits JSESSIONID This cookie is essential. The technology running our self service portal sets a session marker to identify you whilst you are browsing our site. No personal information is stored. This cookie is deleted when you close your browser. Session  
Socitm Insight Website Take Up Service  socitm_include_me7
The Socitm Insight Website take-up service uses cookies to determine whether a customer has participated in the survey on a subscriber's website or has rejected taking part. It uses this information to prevent the same customer using the same user account on the same computer from being asked to participate in the survey again during the current survey year. The cookies are deposited from the subscriber's domain and are set to expire one year after placement. Persistent (+1 year)  
Tribal/Synergy FIS online PELanguageCookie Awaiting information from vendor. Persistent (+12 hours)  
Tribal/Synergy FIS online PETestCookie Awaiting information from vendor. Persistent (+12 hours)  

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit

What are cookies?

Cookies are pieces of data created when you visit a website. This website uses session and  persistent cookies to collect information to help us improve our online services and content. For example, they enable us to see the popular links from a web page and the most common routes through our site so we can amend and update content as necessary.

What do they contain?

Unique session information, such as the last page visited. This cookie does not contain any personal information about you, and does not hold any information about which sites you visited before our website. Additionally, this cookie does not track visitor behaviour across multiple web sites.

When are they created?

When any internet browser first goes to the website.

When do they expire?

Session cookies expire when the session ends, for example when you close the browser or logout. Persistent Cookies remain on your computer until the expiry is reached. This may be months or years. You may delete all stored cookies at any time via your web browser.

How are they used?

They enable us to gain a better understanding of what content visitors are interested in and how effective the site is at delivering that content. They enable us to track visitor usage patterns for the website but do not contain personal identifiable information. For example, we could use them to see that ten pages looked at over 3 days represent usage by two different visitors.

How do I delete my cookies?

We recommend you allow the cookies we set by this website as they help us provide a better service. If you do not want to receive cookies from this website, select cookie settings under the privacy settings in your browser options, then add our domain to the list of websites you do not want to accept cookies from.

Under settings you can also delete individual cookies or any cookies that your browser has stored.

You can find more information on how to delete and control cookies at

If you set your browser to refuse cookies, please be aware that there may be functionality on this website that does not work.

How do you use information about children?

How Herefordshire Council uses information about children

We use information about children for whom we provide educational services, to enable us to carry out specific functions for which we are responsible, such as the assessment of any special educational needs the child may have.

We also use the information to derive statistics to inform decisions such as:

  • The funding of schools
  • To assess the performance of schools
  • To set targets for schools

The statistics are used in such a way that individual children cannot be identified from them.

We use information about our school workforce:

  • For research and statistical purposes
  • To evaluate and develop education policy and strategies
  • To support and monitor schools regarding sickness and recruitment of staff

The statistics are used in such a way that individual staff cannot be identified from them.

Herefordshire Council pass pupil data to certain service providers, as the law allows. 

Youth Support services

For pupils aged 13 years and over, the school is legally required to pass on certain information to the provider of Youth Support services in their area. This is the local authority support service for young people aged 13 to 19 in England. The school must provide:

  • The name and address of the pupil and their parents
  • The date of birth of the pupil
  • Any further information relevant to the support services' role

Youth Support services pass on some of the information they collect to the Department for Education (DfE) to enable them to assess the local authorities’ performance and determine the destinations of young people after they have left compulsory education. For more information about how the DfE store and use your information please visit: GOV.UK data protection.

Data may also be shared with post 16 providers to secure appropriate support on entry to post 16 provision.

Until pupils are aged 16 or older, their parent(s) can ask that no information beyond their children’s name, address and date of birth (and their own name and address) be passed to the youth support services provider. This right transfers to the pupil on their 16th birthday. Pupils and/or parents will need to inform the school if this is what they wish.

Online information, advice and support on a range of issues affecting young people can be found on the Gov.UK website at: with access to trained helpline advisers, via SMS text message, telephone, web chat and email. 

Wye Valley NHS Trust

Herefordshire Council commissions services from Wye Valley NHS Trust who use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may, however, be provided to the child and its parents and this will require the Trust to maintain details of pupils' names for this purpose for a period designated by the Department of Health following the weighing and measuring process. Wye Valley NHS Trust may also provide individual schools and local authorities with aggregate information on pupils' height and weight.

GovDelivery privacy policy

What is GovDelivery Digital Subscription Management (DSM)?

GovDelivery DSM is a hosted web application that allows public sector and other organisations to improve distribution of documents and information. GovDelivery DSM is accessed through client organisation websites and is used to manage interest in specific topic areas and disseminate information via email, text messaging, RSS and other digital mediums.


What information does GovDelivery DSM collect? How is that information used?

GovDelivery DSM collects and stores the information required to deliver services to users. In most cases, this is limited to email address and subscription preferences. Some organisations using GovDelivery DSM may also ask users to protect their information with a password and/or request other information to better communicate.

Information you provide when using GovDelivery DSM:

GovDelivery uses this information:

  • To provide the services you request
  • To improve the content of the website
  • For announcements related to new content on the portion of the site you were using when you provided the information

GovDelivery never shares information gathered through our clients with third parties for promotional purposes.

In some cases, client organisations using GovDelivery DSM have ownership of the information and its privacy and use is subject to that client organisation's separate privacy policy. GovDelivery will also share this information with outside parties as required by law.

Other information about you

In addition to information you provide (email address, password, subscriptions, preferences), GovDelivery DSM uses technology to determine:

  • What type of browser is being used
  • The website from which users enter GovDelivery DSM
  • Which GovDelivery pages are viewed

This technology does not identify users personally - it simply helps to compile statistics about our visitors and use of GovDelivery DSM. GovDelivery, Inc. uses these statistics and shares them with third parties only to improve our website design and content and in connection with marketing programmes.

GovDelivery DSM message analytics track email message open rates and link click-throughs by message recipient. This information is used only by client organisations and for the evaluation of message efficacy and interest.


GovDelivery DSM utilizes session cookies to ensure seamless continuity between screens in a single session. Session cookies are not shared with other websites, do not track or store personal information, and expire as soon as the user closes the active browser.

What if you do not wish to have your information stored by GovDelivery for any reason or purpose?

If you have submitted information to GovDelivery DSM and would prefer that GovDelivery not store your information for any purpose, simply visit GovDelivery to cancel your subscription and delete your profile. You can also request removal by sending an email to stating your request. GovDelivery, Inc. will act promptly to honour your request.


GovDelivery does not knowingly collect personally identifiable information from children under the age of 13. If a child has submitted personally identifiable information to GovDelivery DSM, we ask that a parent or guardian send an email to with the child's name and/or email address and we will do our best to delete the information from our files.

Your consent

By using the GovDelivery website, you consent to our use of the information you provide to us as described in this Online Privacy Policy. As GovDelivery, Inc. implements new technology and introduces new services, we will update our Online Privacy Policy, so you are encouraged to review it often.

EU Safe Harbor

GovDelivery, Inc. abides by the EU Safe Harbor framework as set forth by the US Department of Commerce regarding collection, use and retention of data from the European Union.


Secure Sockets Layer (SSL)

GovDelivery DSM uses Secure Sockets Layer (SSL) to encrypt personal information before it travels over the Internet. SSL technology is the industry standard for secure online transactions.

Privacy notice

Your information and how we use it

The council helps provide support and care for those most in need in our communities. This can range from helping a child with special needs have their needs met, to helping an older person live independently in their own home.

To help us do this we hold records about you, your personal circumstances and the care you are receiving or may need to receive in the future.

How do we use the information we hold about you?

The information we have about you will be used in a confidential manner to:

  • Help us decide with you what you would like to happen
  • Manage any services we provide for you
  • Help investigate any worries or concerns you have about these services
  • Work with others who provide you with services
  • Check the quality of care you receive
  • Help us deliver training to our staff

Who will we share your information with?

The information you provide may be shared with other organisations who supply you with services on our behalf.  It can also be used to see if you are eligible for a service. The types of organisations that your data can be shared with include:

  • Other local councils
  • The health service (including your GP)
  • The police
  • Organisations that provide services on behalf of the council
  • The government
  • The Department for Work and Pensions
  • Regulatory bodies

Do you need my consent to share information?

We wouldn’t usually share your information with anyone other than our partner organisations without your consent unless:

  • You ask us to do so
  • We ask and you give us specific permission
  • We have to do this by law
  • There is a risk of harm

What if my circumstances change?

It is important that we hold accurate and up-to-date information about you.  If any of your details change, please let us know as soon as possible so that we can update your records.

Can I see what information you have about me?

The Data Protection Act 1998 lets you ask for a copy of the information held about you. To do this, you need to contact the information access team at:

The information will be provided within 40 days, subject to any part having to be withheld for legal reasons.  You will need to provide proof of identity and pay a £10 administrative charge.

Who can I contact with questions?

If you have any questions or concerns about how your information is used, please contact the council’s information access team.




A to Z of services