This privacy notice relates to Rugby Borough Council's strategic planning services. It applies to information provided by post, email, telephone and online.

The data controller

The data controller for the planning and enforcement service is:

Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR, United Kingdom

We will store the data in our computer and manual record systems and restrict access according to relevant policies and procedures.

Personal data

The personal data we may hold includes: your name, address and contact details, signature, and role, along with any information you choose to give us.

We will use this data for the following purposes:

• To consult on strategic planning matters;
• To inform current or future planning policy;
• To prevent or detect fraud or other crime;
• To enable a matter to be considered at Appeal, public enquiry or Judicial Review, where appropriate;
• To carry out enforcement activity related to our planning enforcement powers.

Legal basis

The processing is necessary so that we can carry out our strategic planning functions.

Where you have told us that you would like us to keep you informed about a matter, data protection law describes this legal basis as consent.

Where the processing is necessary to fulfil the council’s legal obligations, data protection law describes this legal basis as a legal obligation.

Where the processing is necessary to detect or prevent fraud or other crime, or in relation to our enforcement powers, data protection law describes this legal basis as necessary for performance of a public task, or in the public interest.

If you do not provide the information we ask for it may not be possible for us to consider your representations.

We may need to process Special Categories of personal information in order to assess any applicant-specific conditions. Where this is necessary, data protection law describes this exemption as being of substantial public interest.

Consent

Where we are relying on your consent to process your personal information, for example to keep you informed of a matter you have previously told us that you wanted to hear about, you may opt out at any time by letting us know. We do not need your consent when we are processing your personal information in connection with our legal obligations or in the public interest.

Disclosure

Rugby Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to consider your application or representations. These organisations may include applicants and their agents, Warwickshire County Council, the Environment Agency, Historic England, Warwickshire Police, the Department of Work and Pensions, HMRC or any other organisation where we are required or permitted by law to share information.

Your records are held in a secure section of the council’s information management system and in the council’s planning case management system. We may make representations available for public inspection or publish them on our website.

Retention period

Rugby Borough Council will process your personal data for as long as it takes to consider your representations. The information may then be archived in the public interest. 

Your rights as a data subject

You have the right:

• to request a copy of the information that we hold about you;
• to correct data that we hold about you that is inaccurate or incomplete;
• in certain circumstances you can ask for the data we hold about you to be erased from our records;
• where certain conditions apply to have a right to restrict the processing;
• in some circumstances, to have the data we hold about you transferred to another organisation;
• to object to certain types of processing such as direct marketing;
• to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.

Complaints

If you are unhappy about how we are handling your personal data you can complain to the Data Protection Officer. You can also complain to the Information Commissioner’s Office.

The details for each of these contacts are:

Data Protection Officer, Rugby Borough Council, Town Hall, Evreux Way, Rugby CV21 2RR

Information Commissioner’s Office, Wycliffe House, Wilmslow SK9 5AF, United Kingdom, casework@ico.org.uk, 01625 545745

More information

You can find more information about how we use personal information and your rights at www.rugby.gov.uk/privacy.

This notice was last updated on 29 November 2019.