Data will be held by Your Shout, communityconsultation.com and the project team. By volunteering this information you are giving your consent for us to process your data regarding the project. Your comments may be given to the planning authority as part of the planning application process. You are also confirming you are aged 16 or over.
You can withdraw consent for us to use your data at any time by emailing us at [email protected]. You have a right to complain to the Information Commissioner’s Office at any time if you feel there is a problem with the way we are handling your data.
This notice sets out how Thorncliffe Communications Ltd, which trades under the brand names Thorncliffe, Your Shout, localcouncils.co.uk and communityconsultation.com (“we") use and protect personal information we may hold about you, together with providing you with certain other information relevant to your personal information.
The data controller in respect of personal information we may hold about you is Thorncliffe Communications Ltd – under Information Commissioner’s Office reference number Z7642207.
Generally you have no obligation to provide us with your personal information, but if you do not provide information we ask for, we may not be able to deal further with you.
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When you submit data through a form such as those found on contact pages or comment forms, cookies may be set to remember your user details for future correspondence.
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In order to provide you with a great experience on this site, we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page which is affected by your preferences.
If you choose to turn cookies off, all modern browsers allow you to do so, usually in their settings page.
What do we do with your personal information?
Personal data means any information about a living individual from which that person can be identified (but not data where the identity has been removed, like anonymous data). We will use your personal information:
- to provide our services where it is necessary for our legitimate interests and your interests and where fundamental rights do not override those interests;
- to undertake consultation and surveys, for statutory consultation and formal planning applications, and send communications to people who have indicated they wish to receive updates on specific projects;
- to help communities plan their local area, analyse the social impact of new developments and design solutions;
- to measure campaigns on behalf of our clients;
- to carry out verification checks, for example in relation to anti money laundering and know your client procedures;
- to comply with our legal obligations, including reporting obligations;
- to send business or marketing communications which we think may be of interest (we provide a simple mechanism to unsubscribe from such communications);
- to organise and hold marketing events in connection with the promotion of our business affairs.
- for recruitment purposes, in order to ensure that we are recruiting employees who have the appropriate skills, qualification, experience and suitability for each role, and have the right to work in the UK. We may also process health information in order to comply with our duty to make reasonable adjustments.
The personal data we process includes:
- Contact information, such as name, title, email address, phone number, address, employer
- Financial information;
- Opinion information;
- Usage information;
- IP addresses, operating system and browser type.
We collect this information:
- when you provide it to us. When you sign up for the services, you provide us with information such as your name and email address. We may also collect information from your public social media accounts and use it to better provide you with products and services that may be relevant to you.
- automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses and information collected through cookies, web beacons and other tracking technologies.
- from research, if your information is already in the public domain;
- from third parties, for example, our business partners.
Grounds for processing
The legal basis on which we hold your personal information is primarily for the purpose of pursuing our legitimate interests as a business. Legitimate interest can apply to our colleagues, our clients and people who we come into contact with during our day to day business.
In some instances we may rely on your express consent to use your personal information, but we will let you know (and give you the chance to withdraw consent) if we do.
We will only use your personal data for the purposes for which we collect it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Consent can be withdrawn by you at any time, and at all times we are happy to explain how the processing for the new purpose is compatible with the original purpose.
In some instances we may use your personal information in order to enable us to perform a contract which we have in place with you.
We may sometimes use your personal data without your knowledge or consent, where this is required or permitted by law.
Who do we share your personal information with?
We may disclose personal information to appropriate persons, such as:
- Our clients, for instance developers and councils;
- Other users of the site, if you share your comments on the site;
- Regulators, such as HMRC and other authorities;
- Our IT service providers, for instance Nationbuilder, Google Analytics and others.
Individuals under the Age of 16
We do not knowingly collect, solicit or maintain personal information from anyone under the age of 16 or knowingly allow such persons to register for our Services, with the exception of children who have permission from a parent or guardian who has agreed to our terms on the child's behalf. If you are under 16, please do not send any personal information about yourself (such as your name, address, telephone number, or email address) to us. In the event that we learn that we have collected personal information from a child under age 16 without verification of parental consent, we will use commercially reasonable efforts to delete that information from our database. Please contact us if you have any concerns.
Social Media Plugins
We integrate social media interfaces or plug-ins from social networks, including Facebook, WhatsApp, LinkedIn, Twitter, Instagram, Tumblr, Pinterest and other companies, into the website. In order to register as a user with us, you may have the option to sign in using your Facebook or other social media site login.
We have implemented measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration and disclosure. All personal information you provide to us is stored on our secure servers (or those of our service providers) behind firewalls. Any payment transactions will be performed using our third party payment processors, who will use appropriate security procedures.
The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of the website or services, you are responsible for keeping this password confidential. You should not share your password with anyone. You must prevent unauthorised access to your account and personal information by selecting and protecting your password appropriately and limiting access to your computer or device and browser by signing off after you have finished accessing your account. The information you share in public areas may be viewed by other users.
The General Data Protection Regulation (“GDPR”) came into force on May 25, 2018.
Transfer of data outside of the EEA
We may transfer some or all of your personal information outside of the EEA. The privacy laws of the receiving country may be different from those in the EEA and may not have adequate data protection standards. We will always have appropriate safeguards in place when transferring your personal information outside of the EEA, and you may ask us for a copy of these safeguards.
For how long do we keep your personal information?
We will keep your personal information for a period of time determined by our Data Retention Policy, which sets criteria for retention/destruction of data based on our business needs and regulatory requirements to which we are subject.
What rights do you have in respect of our holding your personal information?
Data protection legislation gives you the following rights in relation to the personal information we hold about you:
- you can ask what personal information we hold about you and be provided with a copy;
- if personal information is incorrect you can ask us to correct it;
- you can ask us to delete or cease processing of the personal information that we hold about you in certain circumstances, for example, where we no longer need that information;
- you can ask us to send you, or another organisation, certain types of personal information about you in a format that can be read by computer;
- you can withdraw your consent to our processing your personal information, where our processing is based on your consent;
- you can complain to the UK regulator, the Information Commissioner's Office at ico.org.uk if you think that we aren't complying with our obligations regarding your personal information.
Should you wish to exercise any of these rights, or if you have any queries or complaints in relation to how we use your personal information, please contact Deborah Paterson who is the person responsible for managing how we look after personal information, at [email protected].