Data protection impact assessments
Herefordshire Council ensures that a Data Protection Impact Assessment (DPIA) is completed for any new project or change in current process which will either involve a new use of personal data or will significantly change the way in which personal data is handled. The function of the DPIA is simply to ensure that data protection risks are properly identified and addressed wherever possible.
Data protection impact assessments are a legal requirement of the General Data Protection Regulations (GDPR). They are designed to ensure that organisational accountability is assured and the security and confidentiality of personal identifiable data is maintained for any new process or change in process that has an impact on the rights of individuals or the processing conditions under GDPR.
We will list on this page a summary of the data protection impact assessments which have been approved per calendar year. If you require a copy of any of these assessments, please make your request using the Freedom of Information process.
Data protection impact assessments log
2024
| System/service area | System name | Details | Project lead | Approved |
|---|---|---|---|---|
| Community Wellbeing | AllPay Direct Payments | An electronic payment and payment card service to be provided for both its current and future customers having being assessed as having eligible needs under The Care Act 2014. | Commissioning Officer | January 2024 |
| HR and OD | Occupational Health System | To provide occupational health services to council and Hoople employees. | HR Improvement Manager | February 2024 |
| Community Wellbeing | Homeless Accommodation Support | To provide accommodation based housing related support; 16 flats and 15 bedsits across 2 buildings, 4 dispersed units across Herefordshire for the transition towards independent living. | Commissioning Officer | February 2024 |
| Governance and Law | IKEN Cloud | Moving the IKEN Case Management System to a cloud based solution. | Practice Management | February 2024 |
| Community Wellbeing | Access Independent OT Assessment Support Service | To deliver an end-to-end Occupational Therapy Assessment Support Service, including case management and reporting, on behalf of Herefordshire Council. | Commissioning Officer | February 2024 |
| Community Wellbeing | Afghan Resettlement Scheme | Council made a commitment to house and support 125 refugees during a 5-year period. | Refugee, Resettlement Migration Support | February 2024 |
| Economy and Environment | Able to Pay Retrofit Project | The Able to Pay Retrofit Project targets homeowners who intend to spend money on retrofit or are thinking about how they can improve the energy efficiency of their homes. | Sustainability and Climate Change Team | February 2024 |
| Community Wellbeing | Real-Time Suspected Suicide Surveillance (RTSSS) System | The RTSSS system (provided by QES) is being used to record suspected suicides in Herefordshire. | Public Health | February 2024 |
| Community Wellbeing | Swap to Stop | To enable clients accessing the stop smoking services access to 8 weeks' worth of free vape kits and e-liquid, to support them in smoking cessation. | Talk Community | March 2024 |
| Community Wellbeing | Domestic Abuse Lived Experience Co-ordinator 2024 (West Mercia Womans Aid) | Herefordshire County Council (HCC) has commissioned a DA Survivor Lived Experience Project in partnership with Worcestershire County Council (WCC). | Domestic Abuse Coordinator | March 2024 |
| Community Wellbeing | Refuge and Community Support (West Mercia Womans Aid) | The purpose of the project is to meet Herefordshire Council’s local requirements in respect of refuge accommodation and support services for victims of domestic abuse including children as specified in the Domestic Abuse Act 2021. | Domestic Abuse Coordinator | March 2024 |
| Economy and Environment | Bikeability | Re-procurement of Bikeability Cycle Training and a range of other cycle activities for children and adults in Herefordshire. | Sustainability and Climate Change Team | March 2024 |
| Hoople | Hoople Apprenticeships | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Community Wellbeing | Talk Community website | To provide hosting, maintenance and support for the council’s Talk Community website. | Commissioning Officer | March 2024 |
| Hoople | Apprenticeships - Damar Training | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Hoople | Apprenticeships - CMS Vocational Training | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Hoople | Apprenticeships - University of Worcs | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Hoople | Apprenticeships - Aspiration Training | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Hoople | Apprenticeships - Heart of England Training (HOET) | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Hoople | Apprenticeships - Weston college of Further and Higher Education | Management of apprenticeships at HC by several providers. | Hoople Education | March 2024 |
| Community Wellbeing | Accommodation for Care Leavers | To provide accommodation based support for Care Leavers with complex needs. | Commissioning Officer | April 2024 |
| Community Wellbeing | Test and Learn 2 - Social isolation MiiCare | Telecare equipment in service user homes used to monitor and provide insights. | Commissioning Officer | April 2024 |
| Community Wellbeing | Test and Learn 3 - Falls Anthropos | Telecare equipment in service user homes used to monitor and provide insights. | Technology Enabled Living | April 2024 |
| Community Wellbeing | Test and Learn 4 - Purposeful Walking Oysta | Telecare equipment in service user homes used to monitor and provide insights. | Commissioning Officer | April 2024 |
| Community Wellbeing | Test and Learn 5 - Alarm Receiving Service MVDC | Telecare equipment in service user homes used to monitor and provide insights. | Technology Enabled Living | April 2024 |
| Community Wellbeing | Test and Learn 6 - Acticheck | Telecare equipment in service user homes used to monitor and provide insights. | Technology Enabled Living | April 2024 |
| Community Wellbeing | Test and Learn 2 - Carers Model Cascade | Telecare equipment in service user homes used to monitor and provide insights. | Technology Enabled Living | June 2024 |
| HR and OD | SEEDL | Online training for staff. | Learning and OD Partner | July 2024 |
| Community Wellbeing | Housing Solutions Software Project | Procurement of a new software solution. | Project Manager | July 2024 |
| Economy and Environment | CCTV in Licensed Vehicles (Taxis) | To reflect changes in audio and image capture to include a trigger function to switch on and off. | Licensing Manager | August 2024 |
| Governance and Law | Bundledocs | Implementation of Bundledocs to collaborate with Iken Cloud Legal Case Management System. | Practice Management | August 2024 |
| Hoople | Apprenticeships - CSA (Services) Ltd | Management of apprenticeships at HC by several providers. | Hoople Education | September 2024 |
| Governance and Law | Coroners Software | New CRM system for Coroners. | Practice Management | October 2024 |
| Economy and Environment | Non Statutory Planning Advice Services | Non statutory planning advice services offered to the public. | Project Manager | November 2024 |
| Community Wellbeing | Single Homeless Accommodation Programme (SHAP) Properties | Funded by Dept of Levelling Up to purchase 1 bed properties for 18-25yrs at risk of homelessness. | Commissioning Officer | December 2024 |
| Community Wellbeing | Winter Accommodation Project | General management and staffing of the winter provision emergency accommodation. | Commissioning Officer | December 2024 |
| Community Wellbeing | Herefordshire Carer Support Service | The service work will work with all carers applying a 'whole family' approach which recognises the interdependencies within families and friends to provide care while maintaining a balance which allows each member to keep well and achieve their own aspirations. | Commissioning Officer | December 2024 |
| Corporate Services | Visitor Management System (Reception area) | Plough Lane reception is being upgraded to ensure better staff security with installation of security-controlled barriers. In line with modernising the visitor welcome area, we have purchased an e-booking system to replace the current paper visitor signing in book. | Facilities | December 2024 |
2023
| System/service area | System name | Details | Project lead | Approved |
|---|---|---|---|---|
| Community Wellbeing | Falls prevention | Assistive technology. | Technology Enabled Living Innovation | January 2023 |
| Economy and Environment | ECO4 Scheme (2022 update) | To provide access to home energy efficiency grant funding assistance and support through the Flexible Eligibility element of the Energy Company Obligation. | Sustainability and Climate Change Officer | January 2023 |
| Corporate Services | Cloudbooking | The Cloudbooking system has been purchased to enable staff to book rooms and desks at Herefordshire Council sites. | Project Manager IT Services | January 2023 |
| Economy and Environment | Chipside Hosting | Moving Chipside to a hosted solution. | Parking Services Manager | January 2023 |
| Community Wellbeing | Safe accommodation and support | To provide safe accommodation to domestic abuse victims. | Senior Commissioning Officer | February 2023 |
| Community Wellbeing | Smoking Cessation | To assist clients to stop smoking. | Talk Community Health and Wellbeing Manager | February 2023 |
| Economy and Environment | HER Storage 2023 | Transfer of Herefordshire Council's Historic Environment Records Management software. | Historic Environment and Records Officer | March 2023 |
| Community Wellbeing | Accommodation based housing related support service | To provide accommodation based support. | Senior Commissioning Officer | March 2023 |
| Community Wellbeing | Domestic Abuse Lived Experience Co-ordinator | To support publishing a Domestic Abuse strategy. | Senior Commissioning Officer | May 2023 |
| Community Wellbeing | Holiday Activity Fund | To provide those eligible children under Free School Meals a nutritious meal and a broad range of activities. Change of provider. | Talk Community Children and Families Lead | May 2023 |
| Economy and Environment | ECO4 and HUG 2 Scheme 2023 update | To provide access to home energy efficiency grant funding assistance and support through the Flexible Eligibility element of the Energy Company Obligation. | Sustainability and Climate Change Officer | June 2023 |
| Community Wellbeing | HALO CLA Discounted Pass Scheme | Discounted Leisure Passes for children who are looked after and care leavers. | Commissioning Officer | October 2023 |
| Community Wellbeing | Herefordshire Sanctuary Scheme | The aim of the scheme is to ensure that victim-survivors of domestic abuse can stay in their own home through the installation of target hardening measures to improve security. | Senior Commissioning Officer | November 2023 |
| Economy and Environment | Future Garden Waste Survey | The project aims to produce and run a short survey designed to assess the viability of the introduction of a paid for seasonal collection of garden waste in Herefordshire. | Waste Transformation Team | November 2023 |
| Community Wellbeing | Social Worker Degree Apprenticeships | To enable existing members of staff within the Adults and Communities, and Children and Families directorates to become qualified social workers. | Commissioning Officer | November 2023 |
| Community Wellbeing | Independent Visitor Service for Looked After Children and Young People | To provide an Independent Visitor Service to a minimum of 30 Herefordshire Children and Young People who are looked after, placed both within and out of county. | Commissioning Officer | December 2023 |
2022
| System/service area | System name | Details | Project lead | Approved |
|---|---|---|---|---|
| Corporate Services | Electoral Registration Data Gathering | To provide to Electoral Registration: all name and address data where a council department can be reasonably certain this data is accurate. | Electoral Services Officer | February 2022 |
| Community Wellbeing | Independent Living Services OT Assessments | NRS will be undertaking OT assessments to address the backlog of OT assessments held within the Independent Living Service (ILS). | Senior Commissioning Officer | March 2022 |
| Community Wellbeing | Technology Enabled Living (TELS) Reactive Call Monitoring and Lone Working Solution | The supplier of the service shall plan, manage and operate a call monitoring centre 24/7, all year, for people provided with monitored telecare equipment by Herefordshire Council. Within this new contract there is a requirement to provide a third party lone worker app and monitor this 24/7 for Herefordshire Council AMHPs. | Senior Commissioning Officer | March 2022 |
| Community Wellbeing | Homes for Ukraine Scheme | To support Ukrainian people with housing, education, health and integration into the community, as well as supporting the sponsors and their families. | Commissioning Team | March 2022 |
| Economy and Place | Discrete Flats Review Work Package | Review of refuse and recycling collection for flats and HMOs. | Waste Transformation Team | May 2022 |
| Community Wellbeing | Homes for Ukraine: Making Sponsor Payments | Safe delivery of documents from sponsors for the scheme. | May 2022 | |
| Economy and Place | Natural Flood Management 2022 | Recording land and flood data to administer the Natural Flood Management scheme. | Natural Flood Management Team | August 2022 |
| Community Wellbeing | Joy App | Social prescribing application/platform. |
Talk Community Health and Wellbeing Manager |
December 2022 |
| Community Wellbeing | Elective orthopaedic Surgery | To enable patients waiting for elective orthopaedic surgery to reduce the risks of unhealthy lifestyle behaviours. | Talk Community Health and Wellbeing Manager | December 2022 |