Privacy notices: Planning and property services

Who we are

Planning Policy
Royal Borough of Windsor and Maidenhead
Town Hall, St Ives Road
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 address.
• Email address.
• Telephone number.
• Organisation/Company name.
• Job title (where applicable).
• Landowner details.
• Site promoter information.
• Information relating to ownership, control of, and legal interest in land.
• Site location information and site boundary details.
• Correspondence relating to site submissions.
• Supporting information submitted as part of the Call for Sites process.
• Technical information collected automatically by Citizen Space, including IP address and website usage information, in accordance with Citizen Space's privacy arrangements.

How we use the 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 the preparation of the plan, the Council is undertaking a Call for Sites exercise. This provides an opportunity for landowners, developers, agents and other interested parties to submit land that may have the potential to accommodate future development.

Personal information is collected to:

• administer and manage Call for Sites submissions;
• assess and evaluate sites submitted for consideration;
• verify land ownership and site information where required;
• communicate with site promoters regarding submissions or requests for further information;
• maintain a database of interested parties and site promoters;
• inform future stages of local plan preparation and consultation;
• meet statutory plan-making requirements associated with the preparation of the local plan; and
• maintain an audit trail demonstrating that site submissions have been considered in a fair, consistent and transparent manner.

Call for Sites submissions may be submitted through the Council's online 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).
• Property Services and Estates Teams (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

We may share your information 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 consultees and public bodies where necessary for assessing site suitability
• External consultants and technical specialists supporting site assessments on behalf of the Council.
• Other organisations where disclosure is required by law.

Information relating to submitted sites may be published as part of the plan evidence base and site assessment process. Site location information, site boundaries and information relevant to the assessment of sites may be made publicly available.  The names of site promoters, agents or organisations may also be published where this is necessary to support transparency in the plan-making process.

Personal contact details, including postal addresses, telephone numbers and email addresses, will not normally be published and will be redacted before publication.

Requests for information will be considered on a case-by-case basis in accordance with the UK GDPR, Data Protection Act 2018, Freedom of Information Act 2000 and Environmental Information Regulations 2004.

How long we store your information

Personal information collected as part of the Call for Sites process will be retained in accordance with the Council's Records Retention Schedule. Call for Sites 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 plan-making requirements.

Information relating to submitted sites may also be retained where necessary as part of the evidence base for future reviews of planning policy and plan-making functions.