Microsoft Office 365 privacy notice - Privacy notices

In order to provide staff with an account and provide access to Microsoft 365 services it is necessary for us to collect and hold personal information about you. This information will include:

• Name
• Job title
• Department
• Location
• Directorate
• Council email address

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 and Microsoft are the data processors who will process your information on behalf of the council.

This data may only be used for the purpose of providing the Microsoft 365 services. Microsoft acquires no rights over it and your email or documents held by Microsoft are not scanned for advertising purposes.

For more details, please see Microsoft's Office 365 privacy statement.

We have a legal basis to process this as part of your contract of employment (either permanent or temporary) following data protection and employment legislation.

• Staff administration and management of Microsoft 365 for users to have access to the applications
• Business management and planning
• Education or training for staff

As with other systems, data will also be available to certain members of Hoople IT to allow them to administer your account. They will only access your account with your permission or in line with our current guidelines.

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for the period of your employment plus a further six years.

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 to 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.

Please 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.