Planning, Transport and Regulation - Privacy Notice

How we look after your personal information and what we use it for

Design and Heritage team – Bournemouth Design Review Panel 

This page explains how your information will be held about you and processed by Planning, Transport and Regulation. You can also find out about the General Data Protection Regulations and Data Protection Act 2018 and your rights on the Council’s Privacy page.

This page contains information about:

  • Who we are
  • Why we collect your personal information
  • The legal basis for using your information
  • Who we may share your information with
  • How you can access the information we hold about you
  • How long we keep information about you
  • Further information and Data Protection Officer

Who we are

Bournemouth Borough Council will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details. As the Data Controller Bournemouth Borough Council will use your information to provide you with our services.

Why we collect your personal information

We will collect enough personal information in order to provide you with services for the following purposes.

Administration of the Bournemouth Design Review Panel:

  • Understanding your skills, qualifications and experience, in order to contact you to invite you to participate in Design Review Panel meetings where your professional background would be relevant.
  • Providing a short summary of your professional background as a Panel Member, together with your name and photograph, in a publicly available format for transparency to the public and planning applicants.

We are not permitted to collect information we do not need or will not use. This page covers information you have provided direct to the Council and information which has been shared with us by other organisations.

If we don’t need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name.

We don’t sell your personal information to anyone else.

The legal basis for using your information 

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, we must have a reason to collect and use your information. 

This will be:

  • To deliver services and support you
  • To enable us to manage the services we provide
  • To train and manage our workers who deliver those services
  • To investigate any worries or complaints you may have about our goods or services
  • To check the quality of our goods and services
  • To help with research and planning of new services.

There are a number of legal reasons why we need to collect and use your personal information. For this service:

Consent

You, or your legal representative, have given explicit consent.

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

We make some information publicly available on our website, for transparency for the public, Members of the Council, and planning applicants.

This information is limited to:

  • Your name
  • A short summary of your professional background as a Panel Member
  • Your photograph
  • You may also appear in photographs taken of the induction training and of Design Review Panel meetings

This can be seen at: www.bournemouth.gov.uk/planningbuilding/ConservationHeritage/PromotingGoodDesign.aspx

Your CV and contact details are not shared outside of the Planning, Transport and Regulation Service.

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.

We may seek your consent if we are able to offer additional services which we believe are of benefit to you. This will be clearly communicated to you. We will only share your details with these organisations if we have your consent. We will not share your information otherwise.

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request. 

Bournemouth Borough Council will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (For example, information from the Police or Department for Work & Pensions)

You may also ask us to

  • stop processing your information if this causes or might cause damage or distress
  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (For example, using computers to decide on an entitlement)
  • amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed.
  • transfer your information electronically to another service provider
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations.

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

We will retain this information for 12 months after you have left the Design Review Panel as stated in our retention schedule and in accordance with the Retention Guidelines for Local Authorities 2.9.

Further information

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below: 

By email: design.panel@bournemouth.gov.uk
 
Or by post:

Design and Heritage,
Planning, Transport and Regulation,
Town Hall Annexe,
St. Stephen’s Road,
Bournemouth.
BH2 6EA

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data Protection Officer Vivian Bateman, can review any issues regarding Information Rights legislation if necessary. The Data Protection Officer can be contacted at the address below:

Data Protection Officer
Bournemouth & Poole Information Governance Team 
Bournemouth Borough Council 
Town Hall
Bournemouth
BH2 6DY 
 

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113