Data Protection Policy | Proview Planning

Privacy Notice

This privacy notice explains how ProView Planning Ltd. (a company registered in England number 16166761) uses the personal information, either gathered the company website, or in any other way (such as via emails, in person or in writing).

Data Controller

ProView Planning Ltd. is the data controller. We can be contacted at susanna@proviewplanning.co.uk .

Legal basis on which we hold your data

We process personal data for the purpose of our business endveours, which is to provide planning consultancy services. To that end your data will be used to manage out contract with you and run your project. We will also use it in our administrative functions. Personal data may also be used in the process of running formal planning consultations as part of our delivery of planning services for both public and private sector clients. Data Protection law defines the basis by which we can lawfully collect and process personal data for that purpose.

To allow us to provide our services, we will collect and process personal data where it is necessary to enable a contract for services to be put in place and subsequently to deliver that service. Where we process personal data for the purpose of a public consultation, we undertake this on a legitimate interest basis, which is so that public opinion and the opinion of statutory consultees may inform the planning process.

We process your personal data where you have provided us consent to do so. You can withdraw consent at any time by email to susanna@proviewplanning.co.uk.

We will also process your data if we feel it is required to protect your vital interests, or the vital interests of another person. This might occur in serious life or death situations where immediate disclosure of personal data is required, and you are unable to give that information yourself.

We collect data in relation to your communications and interaction with us. This can include (but are not limited to) meetings (virtual and in person), emails, SMSs, written letters and social media.

The data we collect as data controllers from our data subjects is obtained directly from the data subject themselves or third party referrals.

Some of the data we collect is deemed necessary to contractually deliver our service to you. If you do not provide this data, we will be unable to enter into an agreement with you.

Data collected by our website is covered by our Cookie Policy.

Data recipients and transfers

We do not sell any of your personal data to any third party.

If required to do so by law enforcement/fraud prevention, we may share your personal data with relevant agencies agencies, to comply with any legal obligation we are under.

We will also share your data with agencies such as HMRC. If ncessary, we will disclose your personal data in court proceedings or in an administrative or out-of-court procedure, should this be necessary to exercise or defenend any legal claims.

We transfer your data to trusted third parties for the purposes of processing, these are:

Microsoft
The Planning Portal
Clockify
WeTransfer
Doodle
Survey Monkey

Personal data in electronic form is held in UK accredited data centres. If data must be transferred outside of the EEA, we ensure that the transfer is covered by an EU adequacy decision or through mechanisms such as standard contractual clauses as approved by the EU and UK’s Information Commissioner or derogations provided by the GDPR.

Sensitive Information

ProView Planning Ltd. does not process sensitive (special category) data as defined by Article 9 of the GDPR. Please notify us if you consider that any of your data falls within this category.

Retention of Data

The data we collect directly from you is the minimum we require to facilitate the lawful processing activity described above. Personally Identifiable Information processed by us will be deleted in accordance with legal obligations and or our retention policy to ensure personal data is held only for as long as is required for the purpose we collected it or for our legitimate purposes.

Full personal data of clients will be retained for a minimum of 7 years following the end of any commercial agreement. Personal data required for statutory reporting or HMRC audit purposes will be retained for 7 years. Voice recordings are retained for 40 days.

Data Storage and Data Security

We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access. We store both physical and electronic records. We have put in place technical and organisational measures to ensure our physical security as well as technical measures for data backup, authorisation and authentication onto systems. We use secure firewalls and other measures such as strong passwords and multi factor authentication to restrict electronic access, including anti-virus and anti-malware measures. If the data must be transferred to a third party, we require them to have in place similar measures to protect your personal data. We have a process in place to mitigate the impact of any data breach that should occur. We use cloud based portals for storage which encrypt the data in transit and at rest.

Only persons who need the information to fulfil their roles and responsibilities are granted access to personal data. We may require you to cooperate with our security checks before we disclose information to you. You can update the personal information that you give us at any time by contacting us directly.

Data subject rights

The regulations provide a number of rights to you as the Data Subject are governred by the Information Commissioners Office. ProView Planning Ltd. is committed to upholding those rights and those applicable to the personal information we collect, and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office https://ico.org.uk. A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/

Automated decision making

We do not use automated decision making to process personal data.

Third party websites

Should our website contain any links to other websites, this privacy policy only applies to the ProView Planning Ltd. and not any third party websites accessed via links without ourwebsite.

Last Review of our Data Policy

This privacy policy was last updated in January 2025.

Contact Details

You can write to us at this address: ProViewPlanning Ltd, 7 Roundhill Road, Tunbridge Wells, Kent, TN2 5HH or by email susanna@proviewplanning.co.uk

Cookie Policy

Our website uses cookies and other related technologies (for convenience all technologies are referred to as “cookies”). Cookies are also placed by third parties we have engaged. In the document below, we inform you about the use of cookies on our website.

Cookies are data sets, normally stored in text files, that websites place on visitors’ computers to store a range of information, usually specific to the device used to view the site.

Cookies allow you to login on one page, then move around to other pages and stay logged in. They allow you to set preferences for the display of a page, and for these to be remembered the next time you return to it.

Cookies can also be used to watch the pages you visit between sites, which allows advertisers to build up a picture of your interests. Cookies can be used to taylor advertising to your interests.

Almost all websites use some types of cookies.

Cookies are categorised depending on what function they are set to perform:

1. Necessary and Essential Cookies

Some cookies ensure that certain parts of the website work properly and that you can access the service you require and that your user preferences remain known.

2. Analytical cookies

We use analytical cookies to optimise the website experience for our users. We ask your permission to place analytical cookies.

3. Marketing cookies

Marketing cookies enable us to personalise the advertisements for you, and we (and third parties) gain insights into the campaign results. With these cookies you, as website visitor are linked to a unique ID, so you do not see the same ad more than once for example.

Because these cookies are marked as tracking cookies, we ask your permission to place these.

Social media buttons

Buttons such as for Facebook and Instagram are sometimes used to promote webpages (e.g. “like”, “pin”) or share (e.g. “tweet”) on social networks like Facebook and Instagram. These buttons work using pieces of code coming from Facebook and Instagram themselves. This code places cookies. These social media buttons also can store and process certain information, so a personalized advertisement can be shown to you.

Please read the privacy statement of these social networks (which can change regularly) to read what they do with your (personal) data which they process using these cookies. The data that is retrieved is anonymised as much as possible. Facebook and Instagram are in the United States.

There are other technologies used such as scripts. A script is a piece of program code that is used to make our website function properly and interactively. This code is executed on our server or on your device. A web beacon (or a pixel tag) is a small, invisible piece of text or image on a website that is used to monitor traffic on a website. To do this, various data about you is stored using web beacons.

Consent

When you visit our website for the first time, we will show you a pop-up with an explanation about cookies. As soon as you click on “All cookies”, you consent to us using all cookies and plug-ins as described in this cookie policy. You can also manage which cookies you wish to be set through our consent pop up.

Third Parties

We have made agreements about the use of cookies with other companies that place cookies. However, we cannot guarantee that these third parties handle your personal data in a reliable or secure manner. Parties such as Google are to be considered as independent data controllers within the meaning of the General Data Protection Regulation. We recommend that you read the privacy statements of these companies.

The cookies we use on our website are:

Contact Details

To discuss this policy or your project please email or call us using the information supplied at the bottom of this page.

ProView Planning Ltd. Registered in England & Wales, Company no. 16166761. Registered office is 7 Roundhill Road, Tunbridge Wells, Kent TN2 5HH.