This notice explains when we collect personal data, what we use it for, and who we share it with.
Who we are
Building Control & Planning and Building Control Support Services
Town Hall, St Ives Road
Maidenhead SL6 1RF
Lawful basis for processing information
We rely on the following legislation to process your personal data for Building Control and Support Services purposes:
The Building Act 1984 (as amended);
Building Regulations 2010 (as amended);
Banking and Financial Dealings Act 1971.
We also rely on 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.
How we collect information
Personal data is supplied directly by service users either by post, telephone, by email, in person or electronically via the Council’s website, Submit a Plan or the Planning Portal.
What information is collected
As part of the Building Control process we collect names, addresses, telephone numbers and email addresses relating to applicants, agents and consultants in relation to an application and prospective service users.
How we use the information provided
Local authorities have a legal duty to make available certain limited details relating to Building Regulations applications (as a public register), and regulations also allow this information to be made available, on the Internet.
The data collected is recorded on our Building Control system (Uniform) and stored in the Council's email system. Documents are held in the Council’s secure document Management System and limited documents in the public domain are available for public access via an online search function. The data is required as part of the Building Control decision making process and may be disclosed to our consultant engineers for the purposes of assessing compliance under the Building Regulations.
Data is also used to provide information as requested by the service user.
Who has access to the information about you
The information is stored on the Council’s Building Control database (Uniform) and in the Council's email system which may be accessed by secure login by appropriate Council employees.
Who we may share your information with
Contact details and any further information supplied are stored on the Council’s Uniform database and can be accessed by the Local Authority Building Control staff and Council services as below:
- ICT Applications support staff.
- Environmental Health.
- Customer Contact centre.
Your personal information will be processed in line with Data Protection legislation. It will not be disclosed to third parties for marketing purposes but may be lawfully shared with certain third parties (consultant structural engineers, electrical engineers and heat producing appliance engineers) for the purposes of assessing compliance under the Building Regulations.
How long we store your information
The Council maintains an accurate record of all building control applications and associated documents which will permanently remain on the Council’s Building Control database (Uniform) system and limited documents are available to the public on the Council’s website.
We hold hard copies of some current building control applications. Some files are held in storage at the Town Hall but in general as work is completed the files are scanned and the paper files are confidentially destroyed.
Hard copies of some historic building control documents and decision notices are stored securely in a designated storage room at the Town Hall, Maidenhead or in external storage managed by a third party (Iron Mountain).
Applications received prior to the procurement of Uniform in 1997, are held on microfiche, CD or hard copy and are stored in the Town Hall or securely stored at Clyde House, Maidenhead.
These records are retained permanently.
Our service does not utilise automated decision making.