Information held about you

The accounts payable team processes invoices and makes payments on behalf of Herefordshire Council.

To provide payments to you as a supplier of Herefordshire Council it is necessary to collect and hold personal information about you. This information will include:

  • Name, address, telephone number and email address
  • Bank details
  • Details of payments made to you by Herefordshire Council
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 invoices and make payments to you
How the law allows us to use your information

The legal basis for processing the data is:

  • Carrying out of a contract to which you are a party
Who we will share your information with

The information that we hold may be shared in part with:

  • HMRC
  • Hoople Ltd Payroll

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. IT support will only access the data for reasons such 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 these conditions, we will only share your information where you have provided your written consent to do so.

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 seven years. We will hold your information securely and we will destroy it 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 accounts payable team 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.

Last updated date
February 2018