Last updated: 20 August 2026
1. About this privacy notice
This privacy notice explains how Herefordshire Mental Health Watch collects, uses and protects personal information when you use this website or contact us.
Herefordshire Mental Health Watch is an independent evidence, accountability and public-interest project. Privacy enquiries can be sent to hello@herefordshirementalhealthwatch.co.uk.
2. Information we may collect
Depending on how you use the website, we may collect:
- your name, email address and telephone number;
- the subject and contents of messages you send;
- information about an organisation you represent;
- information about experiences with mental health services;
- correspondence, timelines, statements or other evidence you choose to provide;
- technical information required to operate and secure the website; and
- other information you choose to provide.
3. Health information and other sensitive information
Because of the nature of this project, people may tell us about mental health, treatment, care, safeguarding concerns or other highly personal matters. Health information is special category personal data and receives additional protection under UK data-protection law.
Please do not send medical records, clinical records or other highly sensitive documents through the ordinary contact form. Contact us first so that an appropriate method can be discussed.
We will not treat the act of contacting us as automatic permission to publish a person's identity, health information, documents or other sensitive material.
4. Why we may use personal information
We may use personal information to receive and respond to enquiries, review experiences and evidence, verify information, communicate with contributors and relevant organisations, consider corrections or rights of reply, maintain records, operate and secure the website, and undertake lawful public-interest work connected with the project.
5. Lawful basis and special category conditions
The lawful basis we rely on will depend on the information involved and the purpose for which it is used. This may include legitimate interests connected with operating an independent public-interest project, responding to correspondence and carrying out responsible editorial or investigative work. Other lawful bases may apply in particular circumstances.
Where special category information is processed, an additional condition under Article 9 of the UK GDPR is required. The appropriate basis and condition will be considered for the particular activity rather than assumed in advance.
6. Experiences, evidence and publication
Information submitted to us may be assessed for possible public-interest or editorial use, but submission does not guarantee publication. Where publication is considered, additional checks may be undertaken, including verification, clarification, redaction, anonymisation, legal review or requests for comment from relevant parties.
Where practical and appropriate, we will minimise unnecessary personal information and avoid publishing sensitive details that are not needed to explain the issue.
7. Contact forms and email messages
When you submit our contact form, the information you enter is used to deliver your enquiry to us and to send you an acknowledgement. If you contact us by email, we may also process the information you provide in order to review and respond.
These channels are not healthcare, NHS, crisis or emergency services and are not monitored as clinical services. Do not use them to request urgent mental health or medical assistance.
8. Analytics and cookies
The Watch website does not currently load Google Analytics or advertising trackers. Strictly necessary technologies may still be used for security and features requested by visitors, such as the session token used to protect the contact form.
More information is available in our Cookie Policy.
9. Who we may share information with
We do not sell personal information. We may use service providers involved in hosting, email, website security or other technical services. We may also disclose information where required or permitted by law, to establish or defend legal rights, or where necessary for responsible editorial or public-interest work.
Where we seek a response from an organisation or individual, we will consider carefully what information needs to be disclosed and whether identifying or sensitive information can be withheld or redacted.
10. Retention
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking into account legal, evidential, editorial, safeguarding and record-keeping considerations.
11. Security
We take reasonable technical and organisational measures to protect personal information. More sensitive evidence should be handled through methods appropriate to its level of risk rather than ordinary web forms or unsecured email attachments.
12. Your rights
Depending on the circumstances, UK data-protection law may give you rights including access, correction, erasure, restriction, objection and data portability. Not every right applies in every situation, particularly where exemptions relevant to journalism, legal claims or public-interest activity lawfully apply.
To make a request, email hello@herefordshirementalhealthwatch.co.uk.
13. Complaints
If you have concerns about how we use personal information, please contact us first. You may also have the right to complain to the UK Information Commissioner's Office.
14. Changes to this notice
We may update this notice as the website develops, particularly as more formal processes for evidence submission, editorial review and publication are introduced.