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What do we use the information for?
We collect, process and hold your personal information in order to provide our services effectively. This includes preparing Local Plans and other planning documents that guide development decisions in the East Riding, specifically:
We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.
What information do we hold and use?
We collect and process the following information:
Personal information (including full name, full residential address)
Location data (including business postal addresses and postcode, if applicable)
Contact details (such as email address and telephone number)
Comments from individuals and / or organisations in relation to planning policy matters
Characteristics (such as disability) where this has been voluntarily disclosed as part of a response to a consultation document
Requests for planning advice.
On what grounds do we use the information?
Forward Planning collects and lawfully processes your personal information under the following:
We process personal data for the following reasons:
We process special category data for the following reason:
How do we collect this information?
We, or one of our partners, may collect information in the following ways:
Who we share your information with?
We may disclose your information (and your clients' where applicable) to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including town and parish councils, the Secretary of State for Levelling Up, Housing and Communities / Planning Inspectorate, Programme Officer, Neighbourhood Plan Examiner and other local authorities.
The reasons why we may share your data with other public bodies are as follows:
We will only disclose your sensitive or confidential information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.
We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.
Consultation responses are published on the council’s website. However, please be advised that we will publish your name, organisation (where applicable), client (where applicable) and comments only. All other contact details/ information will be redacted before being published.
To enable the forward planning team to carry out their functions, they use a housing system called ActiveH which is supplied by MIS-Active Management Systems Limited.
How long do we store it and is it secure?
Forward planning has a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.
For information on how long your information will be held visit the retention page.
What rights do you have?
The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined upon the data protection rights page. In most cases, people who have been involved with forward planning will have the following rights:
The right of access – you are entitled to see the information we hold about you
The right to rectification – we will amend the information accordingly, if any information the service holds about you is incorrect
The right to restrict processing – you may wish to limit how we use your data
The right to object – in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions
The right to erasure / right to be forgotten – in certain circumstance, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.
To exercise any of your above rights, please visit the data protection rights pages for more information.
Where can I find out more?
If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.
When was this privacy notice last updated?
We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 20 October 2022.