Who are we?

Meeting Place is a communications agency working with clients across the built environment sector. We work with clients to actively engage with local communities, stakeholders, politicians and the media.

Meeting Place (the data processor) is collecting your data on behalf of our client (the data controller), reviewing and storing it.

All written feedback will be shared with the appropriate planning authority.

What data we collect and why

We process your personal data primarily on the basis of legitimate interests, where this is necessary to manage public consultation and engagement activities on behalf of our clients, and where your rights and freedoms do not override those interests.

Our legitimate interests include managing consultation processes, accurately recording representations, engaging with stakeholders, and supporting our clients through the planning process.

In determining whether we have a legitimate interest in processing your personal data, we will consider your rights and any potential impact on you (both positive and negative). We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).

We may also use your personal data in instances where we have received active consent to do so for a specific purpose.

We will only use your personal data for the purposes for which it was collected, 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Consent can be withdrawn at any time, and if you wish to receive an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

Your information

The information we collect is what you choose to provide to us. This can include:

• Your name
• Your address
• Your email address
• Your feedback and comments
• Any additional information you choose to provide

We use this data for the purpose of:

• Managing stakeholder relationships on our own behalf and on behalf of our clients.
• Managing and administering public consultation and engagement activities on behalf of our clients.
• To contact you regarding any feedback you may have provided during a public consultation process.
• Directing and measuring campaigns on behalf of our clients.
• Where appropriate, to respond to your submission or provide clarification in relation to the consultation you participated in.

If you have specifically consented, we may use your data to contact you regarding products or services we deem may be of interest to you.

Data storage

We ensure your data is kept secure and protected by:

• Keeping your personal data for no longer than reasonably necessary and only retaining your data for the period of the planning and post-consent process.
• Deleting or anonymising your personal data once the planning and development process has been completed, except where retention is required by law or where your data has been submitted to a local authority planning file and is subject to statutory retention requirements.

Will anyone else get to see your information?

If you have provided feedback at a public consultation, this response may be reproduced, either in summary or verbatim, in a document for our client, which will set out details of the community consultation that has been undertaken.

If you have provided online feedback or support, your comments and personal details may be added to the relevant planning file held by the appropriate planning authority. This information, including your name, address and comments, may be publicly available on the council’s planning portal and accessible to third parties.

Meeting Place will only share your personal data with third parties where this is necessary for the purposes described in this notice, where required by law, or where you have provided consent.

What rights do you have over the information we hold on you?

At any point while we are in possession of your information, you have the right to:

• Request a copy of the information we hold on you.
• Rectify any information which we may hold which is incorrect or inaccurate.
• Request erasure of your personal data, subject to legal and regulatory obligations, including where data has been submitted to a local authority planning file.
• Where certain conditions apply, you have the right to limit the type of information we are processing about you.
• You have the right to object to certain types of processing such as direct marketing.
• In the event that Meeting Place refuses your request to access the information we hold on you, we will provide you with a reason as to why.

For any personal data-related requests, please contact hello@meeting-place.uk. If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this and how to opt in.

Marketing: from time to time, we may send you information about products and services we offer which may be of interest to you. Our legal basis for contacting you for marketing will fall under consent or legitimate interest.

Consent: this means freely given, specific, informed and unambiguous.

National trends: from time to time, we may use anonymised data we have collected to identify national trends, for example, regarding public attitudes towards planning proposals. This information does not identify individuals.

Legitimate interest: is a lawful basis that allows us to process personal data where we have a clear and proportionate business reason, and where this does not override your rights and freedoms.

What if you change your mind about the consent you have given?

Should you wish to stop us from contacting you for marketing purposes, please contact hello@meeting-place.uk with the subject heading “Unsubscribe from all marketing emails”, or use the unsubscribe link included in any marketing email.