Privacy Notice and Data Protection

Who we are

We are a data controller under the UK Data Protection law as we collect and process personal information about you in order to provide Planning and Building Control services and meet our statutory obligations.

We use your information for the purposes of processing and determining planning applications, building regulations notices, dangerous structures, planning policy and investigating alleged breaches.

How we get your information

We get applicant information in two ways – it is supplied to us directly (either by applicants or via a planning agent on their behalf) or we receive it from a third party website (including the Planning Portal, Submit-a-Plan) that provides a transaction service.

We also receive comments, representations, allegations and questions via email, letter, and online submissions through our various platform(s).

What we do with your information

To allow us to make decisions on their applications individuals must provide us with some personal data (e.g. name, address, contact details). In a small number of circumstances individuals will provide us with "special category data" in support of their application (e.g. evidence of medical history).

We use the information provided to us to make decisions about the use of land in the public interest. This is known as a "public task" and is why we do not need you to "opt in" to allow your information to be used.

Some information provided to us we are obliged under the regulations to make available on planning registers. This is a permanent record of our planning decisions that form part of the planning history of a site, along with other facts that form part of the "land search".

We may also occasionally contact you to ask for feedback on the service we provided to you to assist with our customer focus and ensure we are providing a high service level.

How we share your information

We do not sell your information to other organisations. We do not move your information beyond the UK. We do not use your information for automated decision making.

We will make details of submitted applications, drawings and documents available online so that people can contribute their comments where applicable. We will sometimes need to share the information we have with other parts of the council, for example to establish how long a building has been used as a dwelling.

When commenting on an application we will publish the name and address of the commenter to ensure transparency of the full process.

Redaction ('blanking things out')

We operate a policy where we routinely redact the following details before making forms and documents available online:

• personal contact details for the applicant - e.g. telephone numbers and email addresses
• signatures
• special category data such as supporting statements that include information about health conditions or ethnic origin
• information agreed to be confidential

Sometimes we might decide it is necessary, justified and lawful to disclose data that appears in the list above. In these circumstances we will let you know of our intention before we publish anything.

If you are submitting supporting information which you would like to be treated confidentially or wish to be specifically withheld from the public register, please let us know as soon as you can - ideally in advance of submitting the application. The best way to contact us about this issue is at developmentmanagement@sutton.gov.uk

Retention ('how long we keep your information for')

Information is retained in accordance with the relevant regulation requirements.

Complaints and problems

Making decisions on planning matters is a public task and you do not have the right to withdraw consent. However if you think we have got something wrong or there is a reason you would prefer for something to not be disclosed please ask us by contacting developmentmaangement@sutton.gov.uk. 

If you need to make a complaint specifically about the way we have processed your data you should in the first instance visit our Corporate Complaints page. If we fail to respond properly you can direct your concerns to the Information Commissioner's Office.

Data Protection Officer
If you have any questions about our privacy practices, you can get in touch by email or post:

dpo@sutton.gov.uk

Data Protection Officer
London Borough of Sutton
Civic Offices
St Nicholas Way
Sutton
SM1 1EA