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Infrastructure and Sustainable Communities
Privacy notice

Published - 13 October 2020.

The following privacy notice covers the Preparation of Minerals and Waste Local Plans and the Statement of Community Involvement. It has been prepared by Warwickshire County Council’s (WCC) Infrastructure and Sustainable Communities Service and covers the preparation and examination of such documents including hearings, held in both physical and virtual formats.  

This notice should be read in addition to our overall customer privacy notice

In line with HM Government guidelines on social distancing and to keep staff and members of the public safe during the Covid 19 Pandemic, Minerals Plan hearings will be conducted and streamed virtually.  This does not change the lawful basis or purpose for processing, please see details below.  Other hearings in the future may be conducted on a virtual basis. 

Purpose for processing

We collect your information in the process of preparation of the County’s Development Plan documents, the Minerals and Waste Local Plans, the Statement of Community Involvement and through public consultations.  

Personal information collected and lawful basis
  • Name 
  • Address 
  • Phone number 
  • Email 

Our lawful basis for processing your personal information is a:

  • Public task carried out in the public interest or in the exercise of official authority 

Sensitive information may be disclosed by representors, for example health conditions of themselves or others, in consultation responses, in written statements or during hearings.    

Our lawful basis for processing this sensitive category information is for the reasons of substantial public interest. 

In order to make a recording of the virtual Local Plan examination hearings, the following sensitive and personal information may be collected 

  • Your voice - will be recorded if you speak at the hearing meeting 
  • Your image - will also be recorded if you use a video feed to speak at the meeting
  • Your name - will be recorded when invited to speak and shown on the video wall during the meeting. 
Who we may share your information with

In making a representation your name along with your comments will be treated as a public document, all contact details within the document are redacted and they can be viewed by members of the public. The Council’s consultation portal settings are set to ensure contact details provided in representations cannot be viewed by the public. Any representations on future consultations will be treated the same way. 

We will share your personal information with:

  • Planning Inspectorate including the appointed Planning Inspector, in line with an appropriate data sharing agreement
  • Appointed Program Officer 

The virtual Local Plan examination hearings will be recorded using Microsoft products and broadcast via Warwickshire County Council's YouTube account which will be publicly available to view on the days of the hearings only. 

The names and/or contact details of participants in the meeting may be viewable by other participants in the meeting, depending on their personal Microsoft accounts or telephone settings.

In certain circumstances we may also share your personal information with

  • Legal Services
  • Local Government Ombudsman 

We do not use your personal data for marketing purposes and will not share this data with anyone for the purpose of marketing to you or any beneficiary. 

Information will only ever be shared when it is strictly necessary to help us provide effective services and you may have the right to refuse. We will not pass it onto any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal data protection exemption. Sometimes the law may require us to pass your details on to a third party, for example, to prevent crime. 

How long we will hold your information

Information used in preparing the Local Plan and provided for public consultations, including representations, will be kept for the same period as the Planning Inspectorate’s retention period for the Inspector’s Final Report, currently five years. 

The Council’s recordings of the public hearings will be retained for 6 weeks after the Plan has been adopted, unless there is a legal challenge to the Plan. 

The YouTube broadcasts will be removed from the platform within a day of the conclusion of the hearings. 

Please note - all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention. 

Your information rights

You are entitled to a copy of, or a description of, the personal data we hold that relates to you, subject to lawful restrictions. More information on how to access your personal information.

For rectification, restriction, erasure (subject to retentions as stated above), and portability of your personal information, or to object to the processing of your personal information in regard to feedback please contact us by email - 

Please note - you do not have a right to object if the personal information has been provided under contract. 

We do not use Automated Decision Making or Profiling in regard to public consultations. 

See our overall privacy notice for further contact details and if you have a complaint about your information rights. 

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