Planning Policy Regulation 16 Consultation Privacy Notice

Telephone: 01892 526121

Email: dataprotection@tunbridgewells.gov.uk

We collect information from you when you provide comments and representations as part of the Regulation 16 Consultation for a Neighbourhood Development Plan.

Contact information such as your name, email, telephone number and postal address. Also, any responses you make to the Regulation 16 consultation will be held alongside your contact details.

The lawful basis for processing your information as set out in Article 6 of the UK GDPR is:

The information collected via the Regulation 16 consultation response form will be used to inform the Neighbourhood Development Plan process.

At the end of the consultation period, your responses will be published by the Borough Council, including on our website. To ensure an open and fair examination, it is important that the Independent Examiner and all other participants in the examination process know who has made the representations on the plan and the content of those representations. We will publish your name and associated responses but will not publish other personal information such as telephone numbers, email addresses or private addresses or personal data relating to other individuals.

• Objective - our consultation portal software providers Objective will store your information for support purposes only.
• Independent Examiner - The information and representations you provide (including telephone numbers, email addresses and postal addresses) will be shared with the Independent Examiner employed to administer the examination on behalf of Tunbridge Wells Borough Council, to be used only for the purposes of conducting the examination.

Sometimes we have to give it to other authorities, organisations or people. This would be for the prevention or detection of crime, or because of legal matters, for example. We don't need your consent to do this, but if we can, we'll let you know if we've passed your information on.

Maidstone Borough Council stores your information on our behalf.

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

We will only keep your information for as long as we need it. Once we no longer need it, we will keep it for a set period (a retention period) but not use it. When the retention period expires we will delete your information from our records.

View our Retention Schedule.

What security precautions in place to protect the loss, misuse, or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration, or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us.

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

There are no automated decisions in this process.

If you are accessing online services and are aged 13 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

What are cookies and why are they used?

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them on our privacy and cookies page.

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer by sending an email to dataprotection@tunbridgewells.gov.uk.

For independent advice about data protection, privacy, and data sharing issues, you can contact the Information Commissioner's Office (ICO) in one of the following ways:

Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Online: you can visit the Information Commissioner's Office website.

Email: casework@ico.org.uk

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