Privacy notice: Borough Local Plan Examination Hearings

This privacy notice relates to the management of, and live streaming of, the Royal Borough of Windsor & Maidenhead (the council) Borough Local Plan 2013 to 2033 Examination Hearing meetings which may be held in a virtual environment/remotely. 

Who we are

Local Planning Authority 
Royal Borough of Windsor & Maidenhead Council
Town Hall, 

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.

Regulation 22 of the Town and Country Planning (Local Planning) (England) Regulations 2012.
Section 20 of the Planning and Compulsory Purchase Act 2004.

How we collect information

In order to make a video recording of the examination hearing meetings, we will collect, store, and use the following categories of personal information about you:

  • Your voice will be recorded if you speak at the hearing meeting
  • Your image will also be recorded if you use a video feed to speak at the meeting
  • Your name will be recorded when invited to speak and shown on the video wall during the meeting.

We collect personal information about you by email, in writing or by telephone contact before the meetings in order to manage your participation. Your voice and image will be collected from the recording of the meeting which is being captured by the council. The meeting itself is hosted within Zoom software. 

What information is collected

If you would like to participate in the hearing meetings, the Programme Officer will ask you for your

  • name;
  • email address;
  • telephone number.

How we use the information provided

Your personal information will be processed by The Planning Inspectorate for the purposes of conducting the examination through hosting a specific Virtual Hearing (Local Plan Event). The Royal Borough of Windsor & Maidenhead, as the local planning authority provides a Programme Officer to support the Inspector, and representations are exchanged between the local planning authority and the Inspector through the Programme Officer. Your contact details will be used by the Programme Officer to manage your request to participate in the meetings and facilitate your taking part.

We will live stream the Borough Local Plan Examination Hearing meetings using the council’s YouTube account to allow public access to view the meeting. Live stream recordings will be used at the time of the event and will be retained as a record of the event whilst the Local Plan is being adopted and for a period to address any subsequent legal challenge of the Local Plan.

For more information on how the Planning Inspectorate uses your personal data, please refer to their privacy notice:

Who has access to the information about you

In addition to the Inspector appointed by the Planning Inspectorate and the Programme Officer, anyone who chooses to watch the live stream or recording of the Borough Local Plan Examination Hearings through a YouTube account will be able to see your participation in the hearings, including your name, image and voice. 

Who we may share your information with

We will only share your personal data with third parties where required by law.

All of the council’s third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal information for their own purposes and they may only process your personal information for specified purposes and in accordance with our instructions. 

If you wish to participate in the meeting, then names of those invited and participating will be viewable by others taking part in the meeting.

We will also share the live stream, and a recording, with the following social media sites:

  • YouTube

Hence the data is also shared with

  • Any member of the public that listens to, or views, the live stream or recording through YouTube.

How long we store your information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

The recording will be held whilst the Local Plan is adopted by the council and for a period afterwards to address any subsequent legal challenge of the Local Plan.