Updated February 2023
1. ABOUT THIS POLICY
The term “personal information”, refers to any information relating to an identified or identifiable individual.
When we refer to “us”, “we” or “our”, we mean London Communications Agency Ltd, a company registered in England and Wales (registration number 03727953), and registered address of 8th Floor, Berkshire House, 168-173 High Holborn, London, WC1V 7AA.
We may change this policy from time to time so please check it periodically.
2. ABOUT LONDON COMMUNICATIONS AGENCY (LCA)
One of the key services we provide is gathering feedback and engaging with communities regarding local developments or other proposals.
We conduct public consultation activities for different clients, and to ensure good community engagement it's necessary for us to collect, use and sometimes share personal information.
London Communications Agency runs consultations independently and is the Controller of the personal information we collect (unless specified otherwise).
We've created this website in order to obtain your feedback on [ADD] [the Client)'s proposed development of [ADD] (the Development).
You may be given the opportunity to subscribe to updates about this specific development project and updates about developments in your area. You don’t get any updates without asking for them, so be sure to say Yes please, if you do.
3. OUR COMMUNICATIONS
We give you the opportunity to subscribe to email updates about a specific development project and other developments in your area. All our emails contain a link so you can easily unsubscribe at any point. You can also contact us at firstname.lastname@example.org if you no longer wish to hear from us.
4. PERSONAL INFORMATION WE COLLECT ABOUT YOU
We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:
- Identifying information could include name, title, age, gender, email address, phone number and postal address and postcode.
- Information that you provide us, including your feedback on the development proposals or any questions you have sent to us either via a website form, email, via post or at an in-person event.
- How you accessed the website including your device’s IP address, operator system, browser type, route of access, the operating system, date, location (city) and time of access.
- How you use our site including which pages you looked at and how much time you spent on each page.
- Business information (where you are a stakeholder) includes job title and the name of the business or organisation you represent.
- Some limited information from your social media profile (such as your social media username/handle - this is when you interact with us using social media)
- Contact information including postcode, email address and telephone numbers.
- Photograph or video of you either on your own or as part of a group – including if you attend a public webinar or online meeting.
We may collect some special category data depending on the nature of the project but typically the following types of data are collected:
- Race or ethnicity: To help us identify how many residents have been reached in an ethnic group.
- Health: To help us identify if the needs of people with disabilities or other health issues are being properly and fully considered.
- Gender identity: It is helpful identify gender identity to monitor diversity of responses.
- Sexual Orientation: It is helpful identify sexual orientation in order to monitor diversity of responses.
- Religion: It is helpful identify religion in order to monitor diversity of responses.
It is not mandatory for you to provide special category data and this is entirely optional. Please note that special category data is generally anonymised on collection and once it has been anonymised it will not be linked to you or identify you in any way.
We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. This aggregated data could be derived from your personal information but will not directly or indirectly reveal your identity.
5. HOW YOUR PERSONAL INFORMATION IS COLLECTED
Directly from you: you may give us your personal information by filling in forms or surveys (e.g. via a website, a third party engagement platform such as Commonplace or hard copy) or by engaging with us by phone, email, in person or otherwise. This includes:
- personal information you provide as a participant in a community engagement or public consultation activity.
- information you have provided to us as a stakeholder where you are a personnel of civic groups, community groups, local charities; or you are a MP, councillor or similar.
Third parties or publicly available sources: for some developments, we will receive personal information about you from a variety of sources which can include information:
- published by you so that you may be contacted for business purposes (for example where you work for a civic group, community group, local charity or similar which cover or operate in the area of the development concerned; or you are a MP, councillor or similar stakeholder).
- provided by local civic groups, community groups, local charities or similar.
- publicly available on Land Registry.
- provided via surveys and other feedbacks filled on third party websites by you such as Commonplace. Please note we do not control third-party websites and are not responsible for their privacy statements.
We also collect publicly available information about local community or other relevant groups or individuals from internet searches or from the client or local authority to determine who may be impacted by the proposals and therefore who may be interested to take part in the consultation.
6. HOW WE USE YOUR PERSONAL INFORMATION
We only handle your personal information where we have a justifiable reason for doing so. For example:
- keeping you updated, engaging with you and for receiving your opinions/feedback on the proposed development, or neighbouring proposals in the same London Borough.
- analysis, planning neighbourhoods, co-design solutions and assessing impacts of the concerned development.
- statutory consultation and formal planning applications (although we will use reasonable endeavours to ensure that we anonymise your personal information in planning applications where possible).
- using photos and videos to provide information about and promote the concerned development to different audiences including the public and other stakeholders. Your image may be used in printed media or planning applications produced by us or on our behalf. It may also be used on our social media channels for publicity and promotion of the concerned development (in some instances video footage or quotations may be edited to keep them concise but we will take reasonable endeavours to not change the meaning of what you have said when editing).
- our business interests including investment, strategy development, decision making and understanding who may use the proposed development.
- ensuring we consider the requirements of a cross-section of the community.
- complying with legal obligations to which we are subject and cooperate with regulators and law enforcement bodies.
We will only process your personal information where we have a lawful reason for doing so, for example:
- to comply with our legal and regulatory obligations; or
- where you have given consent; or
- for our legitimate interests or those of a third party.
The following table gives you details of the reasons, our ‘purposes’ for which we collect and use information about you.
Under data protection law, we need to make sure we have a lawful basis for our activities. The table includes which lawful basis we rely on and shows where we have assessed we can rely on legitimate business interests.
A legitimate business interest is where we have assessed there is a justifiable business or commercial reason to use your information, so long as this is not overridden by your own rights and interests
What we use your personal information for
To inform and seek feedback from local communities as part of our client’s consultation and engagement activities.
For our legitimate interests and/or those of the Client
To analyse the feedback we receive.
(When you cast a vote in a poll, we collect the information shown in the vote form, and also the visitor’s IP address and browser user agent string to help spam detection and assure poll functionality.)
For our legitimate interests and/or those of the Client
To allow us, the Client and other consultants to provide you with further information about the Development (where you have agreed to this).
With your consent.
You have the right to withdraw your consent to this processing at any time. This will not affect the lawfulness of any processing prior to the withdrawal of your consent
To analyse how this website is being used and to gather statistics on site performance.
For our legitimate interests
To assist with any disputes, claims or investigations or to comply with our own legal obligations.
For our legitimate interests or to comply with our legal obligations
7. HOW AND WHERE WE STORE YOUR PERSONAL INFORMATION
We have appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed
We require our business partners and service providers to respect the security of your personal data and to maintain appropriate technical and organisational measures to protect it, and to treat it in accordance with the law.
Your personal information is securely stored on our servers located at our offices in London, with data backed up to a remote location in the UK.
8. HOW WE SHARE YOUR PERSONAL INFORMATION
Your personal information may be shared with the Client, the professional and consultant team working on the Development, the local authority (or local authorities) where any planning application is being submitted, including – where relevant – regional or national authorities. We may also share your comments with other website users if you choose to share them. We will always make it clear when your personal information will be shared with other parties.
We use external IT service providers who handle personal information on our behalf. We have appropriate agreements in place with these suppliers and any necessary sharing of information between us is conducted by secure means.
An anonymised summary of the feedback received may also be included in the Statement of Community Involvement (SCI) submitted as part of the planning application documents. This will not include your personal information.
9. HOW LONG WE KEEP YOUR INFORMATION FOR
We keep your personal information for as long as is necessary for the purpose we collected it for. We retain personal information to fulfil requirements surrounding a consultation, to respond to any disputes, claims, to fulfil our legal obligations or fulfil other purposes described in this policy. How long we keep your personal data varies depending on our relationship with you. If you would like further information please contact: email@example.com
10. YOUR DATA PROTECTION RIGHTS
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for a copy of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information which is inaccurate or incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
If you would like to exercise any of those rights or would like more information about them, please contact us.
If you are dissatisfied with the way we may have addressed your complaint or concern, you have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).
11. THIRD PARTY WEBSITES / APPLICATION
Our site includes links to other website and applications which are operated by third parties. To understand how they may gather your personal information, please visit their respective privacy policies.
12. HOW TO CONTACT US
Address: 8th Floor, Berkshire House, 168-173 High Holborn, London, WC1V 7AA
Telephone: 0207 612 8480
You can at any time change or withdraw your consent from the Cookie Declaration on our website
Your consent applies to the following domains: whitechapelroadconsultation.co.uk [user_consent_state]
2. What are cookies?
Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyze what works and where it needs improvement.
As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.
The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.
4. What types of cookies do we use?
Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to log-in to your account and add products to your basket, and checkout securely.
Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyze how well the website performs and where it needs improvement.
Marketing: Our website displays advertisements. These cookies are used to personalize the advertisements that we show to you so that they are meaningful to you. These cookies also help us keep track of the efficiency of these ad campaigns.
The information stored in these cookies may also be used by the third-party ad providers to show you ads on other websites on the browser as well.
Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.
Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.
[cookie_audit columns="cookie,description" heading="The below list details the cookies used in our website."]
5. How can I control the cookie preferences?
In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. To find out more about how to manage and delete cookies, visit wikipedia.org, www.allaboutcookies.org.
Last Updated November 2022