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Privacy notice for Planning Policy consultations

As part of our role as a Local Planning Authority, we may need to consult on a range of planning policy documents to get your view. This includes: local plans, neighbourhood plans, Community Infrastructure Levy documents, supplementary planning documents and Conservation Area Appraisals.

This privacy notice sets out how we will use the information you provide us when engaging in a planning policy consultation or when you join our consultation database. The information you provide for these purposes will not be used for any other Council purpose, unless we have your consent, or this is provided by law.

What is the legal basis for collecting personal data?

We have a statutory duty to prepare and/or consult on the above planning policy documents under various legislation, including: the Planning and Compulsory Purchase Act 2004, the Town and Country Planning Act 1990, the Planning Act 2008 and the Planning (Listed Building and Conservation Area) Act 1990.

The Council may also elect to consult on planning policy proposals where there is no legal requirement to do so but where there is a general expectation of consultation from the public or other groups.

What personal data do we collect?

As a minimum, we require the following data to be provided: name, postcode and email address (if you do not have an email address then we will require your full address).

You are not required to provide any additional data, however if you do provide it then we will also keep the following data: full address, signature, telephone number, organisation, position within organisation and client name (where you are making a representation on behalf of a client).

How will we use your personal data?

Responses to public consultations will be made publically available to view on the Council’s website and may be attributable to your name (and organisation and client if this information is provided), however any other personal information you provide will not be made public. If responses include personal data, this will be redacted. Responses including libellous, discriminatory or otherwise offensive comments will not be made publically available or may be redacted.

All comments and personal data will be stored in electronic format in the Council’s consultation portal. This portal is provided by a third party and the Council has a formal contract with this data processor. They have access to view your personal data but will not process the data in any way. Comments submitted in hard-copy may also be stored at the Council’s offices.

Who will we share your data with?

Your personal data will only be processed by Waverley Borough Council employees.

However, your data may be shared with:

  • consultants working to support the Planning Policy team
  • the Valuation Office Agency (VOA)
  • the Planning Inspectorate (PINS)
  • an appointed PINS Inspector (and his/her administrative staff)
  • a Programme Officer acting for the Council or an independent Neighbourhood Plan Examiner appointed by the Council.

PINS is an agency sponsored by the Ministry of Housing, Communities and Local Government. PINS also has a privacy statement which sets out how it will process your data.

How long do we keep your personal information?

Your personal data will be held on our database unless you ask us to remove it. You may have your details removed from this database or updated at any time by contacting Please note that if you ask us to remove your details, any representations you have made will be anonymised and may then become invalid. The database will be reviewed periodically in order to maintain an up to date contact list.

How can I complain?

To exercise all relevant rights and for queries or complaints, please in the first instance contact the Planning Policy Manager at Waverley Borough Council, Planning Service, The Burys, Godalming Surrey GU7 1HR or telephone 01483 523291.

Further information

For more information about your data rights, how to access your information and how to contact our Data Protection Officer, please refer to our main privacy notice.