Data Protection and Privacy Policy
In carrying out its role as the group responsible for preparing the Belgravia Neighbourhood Plan (BNP) on behalf of the Belgravia Neighbourhood Forum (BNF) together with its ongoing role in monitoring the BNP, the steering group will be holding data electronically. It may also process some of this data to provide evidence in support of the Belgravia Neighbourhood Plan and its objectives.
For these reasons the BNF’s steering group is subject to data protection legislation, particularly in respect of any personal data it holds.
This page describes the data that the steering group will hold, what it will do with the data, who has access to the data and in what form, and what you can ask us to do with any data that relates to you.
Data Use
The primary personal data that we store and use are names, postal addresses, telephone numbers and email addresses to enable us to disseminate information about the BNF and the BNP. The steering group will keep a list of email addresses that will also have associated names, postal addresses and telephone numbers linked to them.
The list of members and the personal data linked to those names is never shared with any other organisation.
Emails
All emails will be handled by one person nominated by the steering group who has sole access to the chairman@thebelgraviaforum.org account through which all email correspondence from the steering group will take place.
If you contact us by email we will reply (if required) and this and any subsequent emails will remain within the email filing system. However, if the content of the email requires further discussion by the steering group then the content will be de-personalised before being passed on for discussion.
Your Comments
All comments made to the steering group will have all personal details removed before being put into any public forum or being processed by the steering group or any consultants working on its behalf. Paper notes on which comments are written will be kept as evidence until the BNP has come into force (although they would normally contain no personal data or identifiers). Comments made by email will be retained in the email filing system in their original form as evidence.
Other Data Storage
We store documents which we or our consultants have written together with other documents relevant to the task on a secure cloud-based system. The vast majority of these documents contain no personal data and most will be available elsewhere in the public domain. Some of these will be made available to the public through the BNF website as ‘view only’ items. None of these publicly available documents should contain any personal data or identifiers, except of steering group members or consultants.
Cookies
We do not use cookies on this website.
Lawfulness of Processing Data
We (the steering group) process data for the purpose of exercising the public function of making a Neighbourhood Plan under the Localism Act 2011 and we believe it is necessary for the performance of this task which is being carried out in the public interest. The ‘lawful basis’ for this data processing is the ‘legitimate interests’ of the BNF.*
Consent
We do not need your explicit consent to process data neither do we assume you have given us consent, but we hope that you are content that we hold onto your email address if you contact us by email, or any other personal data with which you provide us. However if you are not content you can ask us to tell you what personal data we hold about you and you may at any time request us to delete this permanently from our systems.
References
* These statements are in accordance with the advice from the Information Commissioners Office and can be found by following the links below:
https://ico.org.uk/for-organisations/guide-to-data-protection/conditions-for-processing/
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-bases-for-processing/