Local plan - privacy notice

The purpose for this processing

We collect and process information to enable the Council to carry out consultations, exhibitions, and engagement activities relating to the Local Plan.

This includes receiving, recording, and considering representations submitted by individuals and organisations as part of the plan‑making process.

Legal basis for this processing

Article 6 Lawfulness of Processing  (Section 1, (e))

Processing is necessary for the  performance of a task carried out in the public interest or in the exercise  of official authority vested in the controller.

Town and Country Planning Act 1990

The requirement to consult  statutory consultees on the Development Plan are contained in the Town  and Country Planning (Local Planning) (England) Regulations 2012 and  The Neighbourhood Planning Regulation 2012.

What data do we collect about you

We collect only the personal information necessary for processing your representation. This may include:

• Name
• Address
• Email address
• Telephone number

In accordance with plan‑making regulations, your name may be published alongside your representation. However, your address, email address and telephone number will not be published.

How long do we collect your personal data

Personal information is retained in accordance with the Council’s published Corporate Retention Schedule and the requirements of the Town and Country Planning Act.

Who we may share it with

Relevant internal departments.

Other Local Planning Authorities

The Tendring Colchester Borders Garden Community Project Team

Representations will be published in line  with statutory requirements and shared with the Local Plan Inspector via  their Programme Officer. 

Where we get it from

Personal data is obtained directly from you (the Data subject) or from a nominated representative acting on your behalf.

Is any automated decision making applied

No automated decision making applies to this process.

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Use of Artificial Intelligence (AI)

We may use AI tools to assist in producing summaries of the content of representations submitted during Local Plan consultations. AI helps us identify key themes and trends quickly and is only used for this purpose. ‍

Please note: 

• No automated decisions: AI will not be used to analyse or make decisions based on any personal data, and all decision making remains carried out by Council officers and elected Members of the Council
• Human Review: All summaries produced by AI are checked and validated by a planning officer for accuracy.
• Data Privacy: Your data is not used to train the public AI models.
• Security: Your data remains secure, and we do not disclose your personal information to third parties, except as required by law

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