Privacy notice: Local Plan examination hearings

About Us

For the purposes of this event and the Local Plan Examination, the Planning Inspectorate and Great Yarmouth Borough Council (the Council) of Town Hall, Hall Plain, Great Yarmouth, NR30 2QF are joint controllers of your personal data for the purposes of 'Data Protection Legislation.' Data Protection Legislation means the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA) and all other applicable or amending legislation. The Planning Inspectorate's privacy notice for local plan examinations set out how they will handle your personal information and should be read together with this notice.

How we use your data

Virtual Local Plan hearing sessions will be hosted using Microsoft Teams. If you participate in a virtual Hearing session, all the other attendees will be able to see you, listen to what you say, and see your name. The Council will record the hearing sessions to ensure public access to the process. These will be publicly available on-line. In order to facilitate virtual Hearing sessions, we will collect, store, and use the following categories of personal information about you:

• your voice will be recorded if you speak at a Hearing session
• your image will be recorded if you use a video feed when participating at a Hearing session
• your telephone number will be displayed if you participate at a Hearing session by dialling in
• your name will appear and be recorded when invited to speak and it will be displayed during the meeting

The recording of Hearing sessions will be made publicly available on the Council's website and/or YouTube channel. Anyone who chooses to watch the recording of a Hearing session will be able to see you (if you connect by video), listen to what you say, and see your name.

The data collected at a virtual event may include personally identifiable information such as an e-mail address requested in an event invite; phone number; IP address when connected to an event through an electronic device; display name collected from the participants joining details; voice and self-image when the participant activates their camera. Metadata may be taken from joining the virtual meeting including an IP address, joining account information and browser type (if a browser is being used instead of the Microsoft Teams App).

Cookies are also collected by Microsoft when using the 'Teams' platform, which is covered by the Microsoft Privacy Statement.

We use your personal information primarily to assist in the examination of the Great Yarmouth Local Plan. The processing of this information is necessary for the Council to undertake a public task as defined under Article 6(1)(e) of the Act, i.e. the processing is necessary for the Council to perform a task in the public interest or for its official functions, and the task or function has a clear basis in law, namely the Planning and Compulsory Purchase Act 2004 (as amended) and Town and Country Planning (Local Planning) (England) Regulations 2012 (as amended).

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

Data Sharing

Your data will be for specific purpose outline above. Your details will be shared with the Council's appointed Programme Officer for the Local Plan examination and with the Planning Inspectorate. Your data may be shared between Council departments should it be deemed necessary due to a decision or legal process. Data will not be shared with any other organisation unless there is lawful authority to do so.

We will always use or share information for the prevention or detection of crime or the apprehension or prosecution of offenders

How Long we hold your data

Your personal data will be securely stored by the Planning and Growth department. Your personal data will be kept until the point at which the Local Plan is adopted or withdrawn. Upon adoption or withdrawal of the Local Plan, the recording of the event will be removed from the Council's YouTube channel.

Your rights

You have a number or rights available to you, including the potential right to see copies of all the data held about you, to ask for it to be corrected or deleted, to request the Council to restrict what it does with your data in certain circumstances, to object to what the Council may do with your data, and to data portability.

Please note that these rights are not absolute and there are circumstances where they do not apply or the Council may override these rights, however, if this is the case you will be informed of this.

Further information

If you want more information you can contact the Council's Data Protection Officer at gdpr@great-yarmouth.gov.uk or telephone the Council on 01493 846325 and ask to speak to the Data Protection Officer.

If you are unhappy with the way your personal information is being handled you can contact the independent regulator, the Information Commissioner's Office.