Reusable nappies financial incentive scheme privacy notice - Privacy notices

Herefordshire Council has partnered with selected online reusable nappy retailers in order to provide a £200 reusable nappy voucher that Herefordshire residents can choose to apply for.  

To be eligible for the voucher you must:

• Be a permanent resident of Herefordshire
• Have a child under the age of 18 months that the purchased reusable nappies will be used for
• Supply evidence of a birth certificate or, if you wish to apply for vouchers before your baby is due, a MAT B1 form in place of the birth certificate

In order to provide the £200 reusable nappy voucher for your chosen retailer it will be necessary to collect and hold personal information about you and or your child/ren. We collect and hold the following personal information about you and your family:

• Your contact details: including your name, home address, telephone number, email address
• A digital copy of the birth certificate of the child the nappies will be used for. This will include the child’s: full name, date of birth, place of birth, parent/s or informant’s full name/s; parent/s place/s of birth; parent/s or informant’s address, parent/s previous name/s
• A digital copy of the MAT B1 form of the child the nappies will be used. This will include the patient’s full name and estimated date of birth of the child.

The information given will be processed securely in compliance with data protection law.

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.

Our selected retail partners The Nappy Lady, Nappy Gurus and TotsBots will be working as a data processors and will process your application in order to issue your nappies on behalf of the council.

We will collect information about you to:

• Ensure you are eligible to receive the grant
• Provide you with a voucher code to spend on reusable nappies
• Contact you in the future to let you know about other schemes and obtain feedback if you consent to us doing so

The legal basis for processing the data is:

• That it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested
• For the purpose of prevention and detection of fraud

If you choose not to provide us with the requested personal data we will not be able to process your application or provide you with a voucher to spend on reusable nappies.

In order to ensure your voucher code works, we will share your application reference number with your chosen retail organisation, this will be one of the following organisations:

• The Nappy Lady
• The Nappy Gurus

The data you provide is stored within the council's secure ICT systems, maintained by Hoople Ltd.

We will not normally share your information with organisations other than our partner organisations without your consent, however, there may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for a minimum of six years from the date your grant application is approved. The information relating to your request will then be deleted within 90 days.

All information will be held securely and destroyed under confidential conditions.

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, informationgovernance@herefordshire.gov.uk

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

If you have any questions or concerns about how your information is used, please contact Waste Management in the first instance. You can also contact the Data Protection Officer at 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.

Reusable nappies