Privacy notices: Planning and property services

List of all privacy notices for self build registration, public access registration, planning enforcement, application process, consultation for call for sites, CIL, Section 106, local land charges, property services.

Scoping Consultation: Privacy notice

Who we are

Planning Policy Team
Royal Borough of Windsor and Maidenhead
Town Hall
Maidenhead
SL6 1RF

Email: planning.policy@rbwm.gov.uk 

Lawful basis for processing information

  • General Data Protection Regulation - Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

The Council's planning policy functions are exercised under the following:

  • The Town and Country Planning Act 1990 (as amended).
  • Planning and Compulsory Purchase Act 2004 (as amended).
  • The Levelling-Up and Regeneration Act 2023.
  • The Town and Country Planning (Local Planning)(England) Regulations 2026.
  • The Planning and Infrastructure Act 2025.

How we collect information

Information may be collected through:

  • Citizen Space (Delib Limited), the Council's Call for Sites platform provider.
  • Online or downloadable submission forms.
  • Supporting plans, maps and technical documents provided by site promoters.
  • Written submissions received by email.
  • Written submissions received by post.
  • Correspondence relating to a site submission.

What information is collected

The following information is collected:

  • Name.
  • Postal code.
  • Email address.
  • Organisation / Company name.
  • Job title (where applicable).
  • Consultation responses and comments.
  • Stakeholder category (e.g. resident, business, landowner, statutory consultee).
  • Optional equality monitoring information, where provided.
  • Technical information collected automatically by Citizen Space, including IP addresses and website usage information, in accordance with Citizen Space's privacy arrangements.

How we use information provided

The Royal Borough of Windsor and Maidenhead is preparing a new local plan, the Development Plan for the Royal Borough of Windsor and Maidenhead, which will guide future development and planning decisions across the Borough.

As part of this process, the Council is undertaking a Scoping Consultation to gather views from residents, businesses, landowners, statutory consultees and other stakeholders on planning issues, opportunities and priorities.

Personal information is collected to:

  • administer and manage consultation responses;
  • verify and record representations received;
  • communicate with respondents regarding the consultation where required;
  • analyse consultation feedback to inform preparation of the local plan;
  • meet statutory consultation requirements associated with plan-making;
  • maintain an audit trail demonstrating that consultation has been undertaken in a fair and transparent manner.

Consultation responses may be submitted through the Council's Citizen Space engagement platform or by written submission (email or post).

Who has access to the information about you

Information may be accessed by:

  • Planning Policy Team.
  • Information Governance Team (where required).
  • Legal Services (where required).
  • ICT Services (for system support and maintenance purposes).
  • Democratic Services and elected Members where consultation findings are reported through Council decision-making processes.
  • Other relevant Council officers involved in the preparation, review and examination of the Development Plan for the Royal Borough of Windsor and Maidenhead

Who we may share your information with

Information may be shared with:

  • Citizen Space (Delib Limited), the Council's consultation platform provider.
  • The Planning Inspectorate and any Planning Inspector appointed to examine the Local Plan.
  • Programme Officers appointed to support the Plan Examination.
  • Statutory bodies where required by law.
  • External contractors or consultants supporting the Plan process under appropriate data processing agreements.

Consultation responses may be published as part of the statutory local plan process. Where representations are published, the council will normally publish the respondent's name and organisation (where provided). 

Personal contact details, including postal addresses, telephone numbers and email addresses, will be redacted and will not be made publicly available.

Representations submitted at later statutory stages of the local plan process may be provided to the Planning Inspectorate and may form part of the public examination record.

How long we store your information

Personal information collected as part of the Scoping Consultation will be retained in accordance with the Council's Records Retention Schedule. 

Consultation records will normally be retained for the duration of the Plan preparation process and for a period of six years following adoption to demonstrate compliance with statutory consultation requirements.