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.
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.
We collect only the personal information necessary for processing your representation. This may include:
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 However, your address, email address and telephone number will not be published.
Personal information is retained in accordance with the Council’s published Corporate Retention Schedule and the requirements of the Town and Country Planning Act.
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.
Personal data is obtained directly from you (the Data subject) or from a nominated representative acting on your behalf.
No automated decision making applies to this process.
To help us analyse large volumes of consultation responses efficiently and consistently, Tendring District Council may use an AI assisted analysis tool as part of the Local Plan consultation process.
This tool is used after the consultation has closed to support officers in summarising representations, identifying key themes, and producing high level reports to inform decision making. All outputs are reviewed by Council officers before being used.
UK GDPR Article 6 (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
Before any data is shared for AI‑assisted analysis, direct personal identifiers (such as names, postal addresses, email addresses and telephone numbers) are removed by the Council.
The data used for analysis may include:
Although direct identifiers are removed, the information shared for analysis is pseudonymised. Pseudonymised data is still treated as personal data under UK data protection law, and appropriate safeguards are applied.
The AI assisted tool does not receive names, contact details or full addresses, and it does not have access to any information that would allow it to identify individuals.
Postcodes may be included in the pseudonymised dataset to allow the Council to:
Postcodes are not included in published consultation summaries or reports, and AI generated outputs are designed not to return postcodes or identify individual households.
If postcodes are not required for a particular analysis, they will be excluded.
For AI‑assisted analysis:
Data is shared only after redaction by the Council and under written contractual arrangements that require compliance with UK data protection legislation.
Data is retained only for the duration of processing and will be deleted within 3 months, once processing is complete.
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