Grass Roots Planning (we, us, our) is committed to protecting and respecting your privacy.
About this policy
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting this website, you are accepting and consenting to the practices described in this policy.
The Grass Roots Planning Ltd registered office is at 39 Monmouth Road, Bishopston, BS7 8LF.
Our role
in all instances, we work with (or on behalf of) another organisation to communicate and engage with citizens, collect their opinions and provide information about projects relating to the built environment. This information helps us and the organisation we are representing gain insights on community opinions, and use this to make better informed decisions. It is in that capacity that we collect, process and manage personal data.
Personal data is information that relates to an identified or identifiable individual. If it is possible to identify an individual directly from information, then that information may be personal data.
For the purposes of the General Data Protection Regulation, we are a joint data controller because we work jointly with the organisation we represent to make decisions about how and why personal data is processed. In this instance, we will process personal data in line with the policies set out in this privacy policy.
We only collect and process data where necessary and to fulfil our legal responsibilities, our responsibilities to you and our responsibilities to the organisation we represent. The personal data collected is never used for any other purpose.
In all instances, it is our responsibility to make it clear who is the agent of change (the organisation we are working with or acting on behalf of to collect your personal data) and who is responsible for collecting, processing and managing your personal data.
Information we may collect from you
We may collect and process data about you in the following circumstances:
Depending on the scope of the engagement process carried out by Grass Roots Planning on behalf of, or working with, the organisation we represent, we may collect the following information about you:
Where we store your data
The data that we collect from you is stored on a private, secure server, located in the United Kingdom, owned and operated solely by Grass Roots Planning Limited. If we ever need to transfer personal data outside of the United Kingdom, we will follow the relevant rules that govern that geographical location.
Keeping personal data secure
Each Grass Roots Planning engagement website establishes a secure, encrypted connection between the website and the server to ensure that information provided is transmitted as securely as possible. However, unfortunately, the transmission of information via the internet is not completely secure and although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to this website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.
Uses made of the information
We use information held about you in the following ways:
In certain circumstances, information submitted by participants may be made publicly visible within our submission documents for a planning application, known as a ‘Statement of Community Involvement’. If this is the case, your comments and any additional feedback added by you are anonymised before being made available publicly to anyone who has an interest in the information. The content of your comments and other types of feedback may be used for further analysis, but your identity will not be revealed unless you shared something in your comment that reveals it.
Disclosure of your information
We may disclose your personal information to third parties:
How long we keep your information
We will only keep your information for as long as necessary to carry out the purposes for which we collected it. This will depend on the type of information and the types of legal and contractual obligations we must comply with.
We will not keep personal data for longer than is necessary, so when we are deciding how long to keep each category of personal data, we think about the following things: how much data we have, whether it is sensitive or not, what kind of harm there could be if there were an unauthorised disclosure.
Your rights
Under the General Data Protection Regulation you have the following rights:
Right to be informed
You have the right to know what we do with your personal data (which we explain on all of our websites and in this privacy policy).
Right of access
You have the right to know what personal information we process and why. That's why we inform you in advance about our processing activities using this statement. If you have any questions or would like to learn more about what information we process, please contact enquiries@grassroots-planning.co.uk
Right to rectification
If you believe that we store incorrect information about you, such as your name or postcode, please contact us to correct this at enquiries@grassroots-planning.co.uk
Right to be forgotten
You have the right to tell us to permanently erase your personal information from our records. For example, you may believe that there is no longer a reason for us to hold this information or you may wish to withdraw your permission for us to hold your data.
Right to restrict processing activities
You have the right to restrict our processing activities in certain situations. This means we will continue to store your information, but we'll temporarily stop any other processing. For example, you may have asked us to correct incorrect information.
Right to data portability
You have the right to ask us, in certain circumstances, to transfer your personal data from us to a third party.
Right to object
You have the right to object to the processing of your information, even when we have a legitimate legal reason to process it. You can do this when we process your information on the basis of our legitimate interest, and you believe that your interest outweighs ours.
Right to withdraw consent
If we process your personal information based on your consent, you have the right to withdraw your consent at any time.
Right to lodge a complaint with a supervisory authority
If you are not satisfied with the way that we treat your personal information, you have a right to lodge a complaint to the national supervisory authority. In the UK this is the Information Commissioners Office (ICO).
If you wish to exercise your rights in respect of data controlled by an agent of change or any of their partners you should check their respective privacy policies for details on how to do this directly with them.
Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.
Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to enquiries@grassroots-planning.co.uk
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