Service Name: Places for Everyone Examination Hearings and Recordings
This notice provides additional privacy information for: Stakeholders participating in the Places for Everyone examination hearings, and those observing the hearing sessions.
We process your personal information for the following purposes:
- To facilitate stakeholder participation in the hearings
- To broadcast a live stream of the hearings
- To assist the Programme Officers in administering the examination process
- To enable the Planning Inspectorate to consider all views and feedback
Categories of personal data
To carry out these purposes we process the following categories of personal data:
- Name, address & contact details
- Your voice/image captured during the recorded hearing process
- Any other information submitted during the examination process
Lawful basis for processing
The legal basis under Article 6 of the UK GDPR for processing your personal information is:
(c) Legal Obligation: the processing is necessary for compliance with a legal obligation as set out in the Planning Act 2008, Town and Country Planning (Local Planning) (England) Regulations 2012 & the Planning and Compulsory Purchase Act 2004
(e) Public Task: the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority on behalf of the nine local authorities covered by the Places for Everyone plan
The examination hearings will be recorded and streamed live on YouTube, with automatic transcription available. Any virtual participation will be through Microsoft Teams and incorporated into the recording and stream. Any participation in the hearing, at the table or in a supporting/observing seat, may result in the following personal data being made public via the broadcast:
- Your name
- Your contact details (Microsoft Teams only)
- Your voice and/or image
- Any other information shared during the hearing
The names of participants and observers will be recorded when entering the examination venue for fire safety purposes.
Microsoft Teams invitations to participants may disclose contact details to other invitees.
The YouTube stream is open access so viewers are not required to register in advance and their data is not collected.
Those wishing to attend the examination venue to observe the sessions live on a screen are not required to register in advance.
Following each live hearing session, a copy of the video will be made publicly available on YouTube.com in due course.
We will also share personal information about you with:
- The Planning Inspectorate
- Other departments and relevant councils related to any issues raised
Any written material submitted as part of the examination process will be published on the examination website and may be made available for inspection.
Data Transfers beyond the UK
The data referred to above is processed wholly within the EEA. However, as the recording will be published on a global platform, the council will have no control over any copies made.
We will only retain your personal information for 6 years to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The recordings will be held whilst the joint Local Plan is adopted by the councils and for a period afterwards to address any subsequent legal challenge of the Local Plan. In the event that the inspectors find the plan unsound and incapable of being modified to address any such issues the recordings will not be held.
We may update or revise this Privacy Notice at any time so please refer to the version published on our website for the most up to date details.