As a Planning Authority, Warwick District Council is responsible for exercising planning functions within its area. The planning process is designed to allow the public to participate in the decision making process by expressing their views on planning matters.  

Planning is a matter of public interest and we are required to publish certain information received in relation to planning proposals.  This information is usually published on our website.  Where possible, we will redact personal data from information that we publish

When we receive a planning application, the completed form will be published on our website.  We will redact personal data where it is not in the public interest to disclose this information.  Where an individual appoints an agent, we will usually publish agents contact details.

What personal data do we process?

When you contact the Council in connection with a planning related matter, we will routinely collect personal data from you in order to deal with your enquiry.  This can be collected by completion of one of our online forms or contacting us directly.  The type of information that we collect from you will depend upon the nature of the enquiry and the service that we provide to you.   Examples of information that we collect include:

  • Contact details including name, address, phone number and e-mail address
  • Any interest in the land
  • Plans and photographs
  • Supporting information in relation to the proposal
  • Any representations  in connection with the proposal
  • Bank details collected in order to receive and record payments made for charges in connection with the provision of planning services

In some cases, we may need to collect additional information and this may include sensitive personal information known as special category data such as racial or ethnic origin and health details that may identify you. 

What do we do with this personal data?

We need to process your personal data in order to provide planning related services.  Examples include:

  • Making or commenting on planning and/or related applications or appeals (for example, proposals relating to Trees/Listed Buildings)
  • Making a planning pre-application enquiry
  • Requesting general planning advice or information

How do we share this personal data?

In some cases, we need to share information that you give us.  We share personal data with other departments within the Council (for example, housing, planning policy, environmental health); external organisations  (for example, the County Council, Town Council, Environment Agency, Natural England and other statutory and non-statutory consultees); the Planning Inspectorate and other external bodies (for example consultants). In the case of representations to a proposal, we will publish the name of the individual making the representation and the comments on our website. This information will remain on the website until the outcome of the planning matter. Further information on commenting on applications may be found on the view/comment on a planning application page.

We will only share your personal information where this is required to enable us to perform our planning function and where it is lawful. 

What is our lawful basis for processing personal data?

Our lawful basis for processing personal data is in order to perform a task in the public interest and/or official authority vested.  Our lawful basis for processing special category data is in the substantial public interest to exercise the functions conferred upon us. In some cases, such as commenting on planning applications, we rely on your consent to process personal and special category data.

How long do we keep your personal data?

Records are kept wherever possible in accordance with the Council’s retention policy. 

Your rights

You are entitled to request a copy of any information that we hold about you. We request that you make any such requests in writing. If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to perform our statutory functions.