As part of our commitment to protecting your information, we have updated our Privacy Notice to explain how we collect, store and handle your personal data.
We have always been careful to protect your information, but this is part of our ongoing commitment to be transparent about how we use your information and keep it safe. This will also give you more clarity over how your information is being managed.
We have also addressed the new standards introduced by the European data protection law, known as the General Data Protection Regulation (GDPR).
The following privacy notice applies to the Local Plans department. This means we will only process and hold your personal data in order to contact you regarding the planning policy services that we provide.
What personal data do we collect?
We collect the following information:
- company/ organisation name
- postal address
- email address
- telephone number
- through submission of land to be included in the Strategic Housing and Employment Land Availability Assessment (SHELAA) process
- through technical evidence to inform the plan making process
- as part of representations made during the formal stages of plan-making (including neighbourhood plans), planning policy document reviews or updates to existing planning publications
- because you have stated you wish to be kept informed on the progress of the Local Plan review for Rutland
The Rutland Local Plan Team hold a consultation database that it uses when informing people of key stages in the development of the Local Plan, or other directly related planning policy documents such as supporting evidence documents. As far as is reasonable and practicable, we will ensure that the information recorded is accurate and kept up to date.
- Planning and Compulsory Purchase Act 2004
- Localism Act 2011
- Town and Country Planning (Local Planning) (England) Regulations 2012
How we collect this information:
We keep a database of all persons who have asked to be kept informed or have expressed an interest in planning policy development in Rutland. Anyone whose data we hold has the right to withdraw consent to hold or process that data at any time.
We have obtained your personal data from you, your organisation, or your appointed agent or representative. This data has been supplied:
The information is collected from forms submitted by you or your representative to the Local Plan team. The information on forms submitted in hard copy or as an attachment to an email are updated onto the consultation database which is maintained and stored locally on the Local Plan team system.
The Local Plan Consultation online form provides the opportunity for respondents to submit multiple responses to the Local Plan consultation process. This service is provided by Formsite. Data is collected through you completing the online Local Plan consultation form during the consultation period from Thursday 27 August until 4.30pm on Friday 6 November 2020.
Formsite does not own, control or direct the use of any of your personal data. Only members of the Local Plan Team are entitled to access, retrieve and direct the use of such personal data. At the end of the consultation period, after 4.30pm on 9 November 2020 the data collected through the Formsite online form will be downloaded onto the Local Plan system and will be deleted from the Formsite online system.
All Formsite servers are co-located exclusively in a cloud-based architecture with Amazon Web Services (AWS) using their data centers with hosting in the United States. Formsite uses high-grade SHA-256 RSA encryption for secure (https) connections over TLS, the same level of security used by banks and other financial institutions. The AES-256 encryption algorithm is used to encrypt data at rest. Formsite servers are routinely monitored and tested by internal and external PCI and system scans, and kept up to date with important security patches and software. Automated monitoring is also in place with the ability to alert Formsite personnel.
Why we collect this information:
We collect this information in order for us to contact you regarding your interest in the development of land use planning in Rutland.
When we will share data:
Sometimes we have a legal duty to provide personal information to other organisations or if there is a good reason that is more important than protecting your privacy. This does not happen often, but we may share your information with the police in order to find and stop crime and fraud, for example.
We do not sell your personal information to anyone else and will never share your information for marketing purposes.
When preparing a Local Plan, regulations require that the local planning authority need to notify and invite representations from residents or other persons carrying on business within the county as well as a range of specific and general consultation bodies that may have an interest in the future of Rutland. The Act also requires the local planning authority to submit information relating to the representations made to Rutland County Council through the Local Plan consultation onto the Secretary of State for Housing, Communities and Local Government for Local Plan examination. The legislation which sets out these requirement is as follows:
When representations are submitted and following the close of the consultation period, the name and comment made will be made available on the Rutland County Council website and will be sent to the Planning Inspectorate. Addresses, email addresses and phone numbers will not be published.
How long will we keep your information?
The contacts on the consultation database will be retained as long as is necessary to carry out the functions for which is was originally collected and updated as part of a formal review or when land use submissions are made.
Representations linked to plan making will be retained for no more than 4 years following adoption of the Local Plan. We will not keep this information for longer than is necessary.
We will endeavour to keep your information accurate and up-to-date and will undertake reviews periodically in relation to the land database and representations, particularly during and following consultations when we receive notifications of non-deliveries and requests for amendments, removals or updates.
General Data Protection Regulation (GDPR)
Under the General Data Protection Regulation (GDPR), the legal basis / bases we rely on for processing personal information for general purposes are:
The individual has given clear consent for you to process their personal data for a specific purpose. Children and young person’s data is essential for the local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain personal information to us or if you have a choice in this.
Find out more about your data rights and how we process your information