1. Background

Vision Planning respects and values the privacy of all clients. Your privacy is important to us and we will only collect and use personal data in ways that are described in this Privacy Notice, consistent with our obligations and your rights under the law.

The General Data Protection Regulation (GDPR) legislation was introduced in May 2018 to give people more control of their personal data. This Notice explains how we use your personal data, including how it is held and processed. It also summarises your legal rights relating to your personal data.

2. Who we are

Vision Planning is the trading name of Vision Town Planning Ltd, offering professional town planning services.

Our contact details are: info@visionplanning.co.uk or telephone +44 (0)1249 691027.

Our postal address is: Vision Planning, Hartham Park, Hartham Lane, Corsham, Wiltshire, SN13 0RP.

3. Personal data

Under GDPR, personal data is defined as “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier”.

In simple terms this means any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as electronic location data, and other online identifiers. The personal data used by Vision Planning is set out later, in item 5.

4. Use of your personal data

Under the GDPR, there must be a lawful basis for using your personal data. The data collected by Vision Planning is therefore limited to what is necessary to perform legitimate business or contracted services with you.

In summary, your personal data may be used for one or more of the following purposes:

i) Supplying planning services to you. Your personal details are required in order to enter into a contract with you to enable us to provide this service.
ii) Communication with you including responding to emails or telephone calls from you.
iii) Information that will support your current or future planning requirements, including offering you services related to past contracts or other contact from you.

5. Personal data collected by Vision Planning

The following information is collected to enable the services as set out in item 4 and may vary according to the scope of the contract and your relationship with us:

• Name
• Address
• Email address
• Telephone number
• Business name (if you, as the client, are a business)
• Job title / Profession (if you, as the client, are a business)
• Land and property interest(s) you hold / represent (relevant to your planning needs).

Some personal data may be accessed from public records including from:
• Your local planning authority
• The Planning Inspectorate
• Companies House
• Land Registry

6. Storage of personal data

We store your personal data in the UK, which means it will be fully protected under the GDPR.

 7. Sharing personal data

We will not share your personal data with any third parties. Including for marketing purposes. However, the planning service you require may need the input of other specialist professionals, including but not limited to architects, heritage specialists, ecologists, arboriculturalists, transport engineers, landscape architects, land agents or Local Authorities. You will be aware of any third party involvement and we will only share relevant personal data with them.

In some circumstances, we may be legally required to share certain personal data, which might include yours, to comply with legal proceedings, a court order, or the instructions of a government authority.

8. How long is your personal data held?

We will not keep your personal data for any longer than is necessary. Your personal data will therefore be kept for up to six years, in order for us to comply with UK tax law as well as ensuring information is held to support any appeals or follow up case work relating to your planning needs.

9. Your rights

Under the GDPR, you have certain rights which we will ensure are upheld. This Privacy Notice should tell you what you need to know but you can contact us directly to find out more if you have any queries. Provisions in the GDPR allow for:
i) The right to be informed about collection and use of your personal data.
ii) The right to access the personal data we hold about you.
iii) The right to have your personal data rectified, if any of your personal data held by us is inaccurate or incomplete.
iv) The right to be forgotten, i.e. the right to ask to delete or otherwise dispose of any of your personal data that we have.
v) The right to restrict (i.e. prevent) the processing of your personal data.
vi) The right to object to us using your personal data for a particular purpose or purposes.
vii) The right to data portability. This means that you can ask for a copy of your personal data held by us to re-use with another service or business.
viii) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For further information, or if you wish to make a complaint about how your personal data has been processed, please contact us. If we are unable to resolve your query, you are able to contact the Information Commissioner’s Office on 0303 123 1113.

10. How to access your personal data

You can request details of the personal data held and for a copy of it (where any such personal data is held). The request should be made in writing and sent to the email or postal address shown in item 2.

There is not normally any charge but If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be required to cover administrative costs in responding.

We will aim to respond to your request within 14 working days and, in any case, no more than one calendar month of receiving it. If your request is complex, more time may be required.

11. Right to object

We will comply with a request you may make to delete or otherwise dispose of any of your personal data. Any records / personal data relevant to the planning services we provide will then become your responsibility to maintain.

 12. Right to rectify

If you make us aware of an error or change in the personal data we hold, we will update our records based on your instructions.

13. Contact us

To enquire about your personal data, please use the details provided in item 2.

14. Changes to this Privacy Notice

This Privacy Notice may be updated from time to time, allowing for any changes in the law, or material changes in how Vision Planning manages personal data.