Privacy Notice

Our Privacy Notice explains how we use any data we collect from you through the Herefordshire Cares website and how we will protect and respect it.

Information we collect

In order to provide an appropriate service, it is necessary for us to collect information from our registered organisations / services / groups and visitors to our website, some of which is optional.

• Feedback: This is collected through website feedback forms and social media and is anonymised data (feedback forms only), which is provided voluntarily and used to make improvements to the website.
• Provider information: If you register to use Herefordshire Cares as an organisation / service / group, including if you’re an individual providing services.  This information can be used to ascertain the number and types of services registered, where they’re located within Herefordshire etc.  We may also contact you to update or improve the accuracy of your information on the directory or if there’s a problem with your account and to notify you of any relevant information, services and events.
• Event information: If you provide a name and contact details in order to promote your activities and events on Herefordshire Cares.  This information can be used to ascertain the number and types of activities / events listed, where they’re held within Herefordshire etc.

The only identifiable data we collect / process, is if you register as a provider of goods or services on Herefordshire Cares, whether as an individual or an organisation.  The consent you provided at the time of registration, is the legal basis for processing your data, which you can withdraw at any time, by contacting the Herefordshire Cares Team, using the details at the bottom of the page.

Who processes your data?

All personal data held, is processed in accordance with the Data Protection Act 2018, and the data controller for the information outlined within this Privacy Notice, is Herefordshire Council.

The data you provide is processed jointly by Herefordshire Council and Public Consulting Group UK Limited (PCG), which is responsible for the hosting and maintenance of the Herefordshire Cares website.

Providing accurate information

It’s important that we hold accurate and up to date information about you in order to ensure the Herefordshire Cares remains a reliable resource.  If any of your details have changed, or change in the future, please ensure you update your account / service(s) on the directory.  All provider records are reviewed and updated on an annual basis by the Herefordshire Cares Team to ensure the information is still accurate.  If a provider fails to respond to a request to review / update information, they will be suspended from the website.

Protecting your data

We will not normally share your information with other organisations, without your consent.  An exception would be if you’ve asked for advice or support from a different Herefordshire Council department, such as adult social care, whereby we would provide your details to the relevant team / department, so they can assist you directly.  There may be other circumstances where we would share without consent, such as where we are required to do so by law to safeguard public safety or in risk of harm or emergency situations.  In all cases, any information shared would be on a minimum need to know basis only, with appropriate individuals, for the relevant stated purpose.

We only keep your information for the minimum period necessary.  The information outlined within this Privacy Notice, will be kept until such time as you request to remove your details from the Herefordshire Cares Directory or for as long as the website continues to operate.  All information will be held securely and destroyed under confidential conditions.

Social media

If you contribute to any Herefordshire Cares social media channels, your contribution will be governed by the appropriate social media platform’s privacy policy.  Herefordshire Council has a separate acceptable use policy and guidelines relating to contributions to online communities linked to or visible from the Herefordshire Cares website.

Request information

You have the right to request access to personal information / data held about you by Herefordshire Cares, to inspect it and have it amended or erased if it’s incorrect.

To access your records, you need to put your request in writing and provide proof of identification.  To find out more, please visit Herefordshire Council’s access to information page.

You also have a right to make a complaint about our handling of your personal data to the Information Commissioner’s Office.