This privacy notice explains what personal information the council will collect from you during the Local Plan preparation and consultation process, including the Call for Sites and Land Availability Assessment.
To ensure the council has an up-to-date Local Plan, it is necessary for the council to collect, store and process personal data throughout the consultations, which will take place as part of preparing the Chesterfield Borough Council Local Planning Policy. This ensures that a diverse range of views and evidence are considered in developing the planning policies. It also enables us to identify unique respondents and notify you about future public consultations linked to the Local Plan.
We also need to carry out a call for sites will in turn be used as part of a land availability assessment to identify a supply of deliverable development sites from which some will be selected through Local Plan making to meet the borough’s needs
The information will needed:
- to contact you, if necessary, where more detail is needed about a submitted site
- to verify the authenticity of information provided on sites
- to form part of the evidence base used to create a new Local Plan
- to assist in a Local Plan review by:
- helping understand development potential within the borough over the next 18 years
- communicating with you on Call for Sites matters – this may include responding to emails or calls from you
- understanding where respondents to Call for Sites are located
- to ensure responses to the Call for Sites exercise are not duplicated
- to ensure site submissions are genuine
This notice should be read alongside the council’s main privacy notice and the planning process and grants privacy notice.
Safeguards are in place to ensure that this data is kept secure, and the privacy of individuals is protected in accordance with the Data Protection Act 2018 and UK General Data Protection Regulations (UK GDPR).
How we collect your information
We collect information about you from the following sources, including (but not limited to):
- public consultations and Calls for Sites - individuals and stakeholders will provide personal information when submitting feedback or comments during public consultations through emails, online forms, or through lettered submissions (paper based / physical format)
- registration systems - when individuals or stakeholders will register their attendance to a public consultation and will provide their contact details to participate
- survey, feedback, and questionnaires - to gather public opinions and views on a particular document or topic; these forms will typically request personal data such as contact details to arrange further consultation or notification of the collated data
- written representations: individuals and organisations can submit written representations or comments on the Local Plan, which may include the personal information required to respond to the contributor
- meetings, drop-in sessions and workshops: personal information is collected during the organised event, such as focus groups where attendees provide their details for follow-up and their feedback (opinions), for example, in an RSVP leaflet
How we store your information
Your personal data will be treated with the utmost confidentiality. We have a data protection regime in place to ensure the secure processing of your personal information and using appropriate technical safeguards to keep your information secure.
How long we keep your information
We will only keep your information for as long as it is required by us or other regulatory bodies to comply with legal and regulatory requirements or for other operational reasons. In most cases, this will be for a minimum of six years.
Categories of personal data and lawful basis
Personal data
To provide this service, we may need to process some or all of the following categories of personal information:
- contact name
- contact information such as email address, phone numbers and postal address
- demographic information such as age and location may be collected
- opinions and comments submitted by individuals or organisations regarding the Local Plan which may include personal views and suggestions on specific sites which are not within the respondent’s ownership
- any other relevant information provided
- signatures
- status - this is information about whether respondents are residents, business owners or representatives of organisations
- information gathered for equalities monitoring purposes (the information is not linked to a response and helps us to improve and develop our services, identify barriers to access and target services, to ensure everyone gets fair and equal access)
- land ownership details
- intention to develop land
- development agreements
- information about land including its use and condition
- development viability information
Legislation
Key pieces of legislation that create a legal obligation or statutory duty for us to process your information are listed below. Please note this list is not exhaustive.
- Planning and Compulsory Purchase Act 2004 – Section 17 – Local Authority to consult with the public and stakeholders during the plan preparation
The council has a statutory obligation to process your data in relation to planning representations under the Town and Country Planning Act 1990 and the Town and Country Planning (Planning Policy Procedure) (England) Order 2015.
The council also has a statutory duty to duty to deliver a local plan and the call for sites forms an intrinsic part of the review and preparation of the Chesterfield Local Plan.
Consent is not required for this processing, as it is necessary to fulfil our public task.
Who we share your personal data with
We may share your data with third party approved service providers (data processors) to assist the council in processing the consultation responses and are required legally to keep your information secure and use it only for the purpose we specify. This includes:
- Urban Intelligence Ltd, a consultancy contracted to assist the Council with the Call for Sites and Land Availability Assessment and also to host the Local Plan consultation software; this sharing is governed by a data sharing agreement to ensure your data is protected
- internal council teams, where necessary, to deliver planning services or respond to complaints
The following information submitted will be made available to the public on the council’s website as part of the Local Plan preparation including the Call for Sites:
- the name of people or agents and their comments on a particular consultation
- submitted sites location, shape and size
- submitted sites potential and availability for development
- planning register entries for submitted sites
- a public report containing the name of anyone submitting a site and their comments
Your rights
Under data protection legislation, you have the following rights regarding your personal data:
- access - you can request a copy of the data we hold about you
- rectification - you can request corrections to your data if it is inaccurate or incomplete
- objection - you can object to the processing of your data where permitted by law
- erasure - in certain circumstances, you can request that your data is deleted
To exercise your rights, please contact the council’s Data Protection Officer at dpo@chesterfield.gov.uk
For more information, see our main privacy statement and the planning process and grants privacy notice