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Planning and building

Neighbourhood Planning Privacy Notice

We keep the Neighbourhood Planning Privacy Notice under review. It was last reviewed and updated in October 2019.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy and transparency information for all of the City of York Council (CYC).

Collecting personal data

The Forward Planning Department at CYC will collect your personal data when you respond to council run Neighbourhood Plan consultations and this privacy notice explains how we use this information.

The Forward Planning Department will:

  • collect and use your information in order to process your response to council run Neighbourhood Plan Consultations
  • only ask you for the information that is necessary to provide you with updates on Neighbourhood Plan progress
  • store your information securely and ensure it is only accessed by employees who are authorised to do so
  • confidentially and securely destroy and delete your information when we no longer need it, following the adoption of the Neighbourhood Plan

The Forward Planning Department requires you to:

  • provide accurate and up to date information
  • inform us of any relevant changes/updates to the information previously provided at your earliest convenience
  • inform us if there are any mistakes in the information you have provided, or in the information that we have sent to you at your earliest convenience

Using personal data

The information you provide to the Forward Planning Department will be used as part of the Neighbourhood Plan process and comply with the Neighbourhood Planning (General) Regulations 2012 (as amended).

Sharing personal data

Your response in full including your personal data will be shared with the Planning Inspector examining the Neighbourhood Plan to be in line with Regulation 17 of the Neighbourhood Planning (General) Regulations 2012 (as amended).

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds, including the Department for Work and Pensions, HM Revenue and Customs, the Police and other local authorities.

Retaining personal data

The response you submit relating to council run Neighbourhood Plan consultations can only cease to be made available 6 weeks after the date of the formal adoption of the Plan. When we no longer have a need to keep your information, we will delete or destroy it securely.

Your response will be stored securely on our electronic storage system used in connection with Neighbourhood Plans.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.

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