Local Plan Examination Privacy Notice - Privacy policy

Why we collect your data: We will use your audio and visual data from your participation in the Local Plan
Examination Hearing meetings to broadcast a live stream of the meeting.
Categories of personal data: If you would like to participate in the hearing meetings, the Programme Officer will ask you for your:

name
email or postal address
telephone number

In order to livestream the examination hearing meetings, we will collect, and use the following categories of personal information about you:

Your voice if you speak at the hearing meeting
Your image you use a video feed to speak at the meeting
Your name when invited to speak and shown on the video wall during the meeting.

We collect personal information about you by email, in writing or by telephone contact before the meetings in order to manage your participation.

The meeting itself is held within the Microsoft Teams software approved by the Planning Inspectorate.
Purpose for processing: Your contact details will be used by the Programme Officer to manage your request to participate in the meetings and facilitate your taking part.

We will live stream the Local Plan Examination Hearing meeting using our YouTube account to allow public access to view the meeting.

In order to achieve this, we use Open Broadcaster Software to capture the Microsoft Teams meeting and transmit through the YouTube platform
Lawful basis for processing personal data: We process your data to:
Perform a task in the public interest or for its official functions, and the task or function has a clear basis in law.

This is required by Regulation 22 of the Town and Country Planning (Local Planning) (England) Regulations 2012 and Section 20 of the Planning and Compulsory Purchase Act 2004

There is no statutory obligation on an interested party to participate in the examination hearings.

The situations in which we will process your personal information are:
To invite you to participate in a Hearing meeting
When we livestream the Hearing meeting
Providing accurate information: It is important that we hold accurate and up to date information about you. This helps us assess your needs and deliver appropriate services.

You must tell us immediately if any of your details change so that we can update your records.

It is an offence to:
give false statements
withhold information
fail to disclose changes in circumstances

We will not:
make any decisions about you based on automated processing
send your data abroad
store your data abroad
Sharing information: We will only share your personal data with third parties where required by law.
All of our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.
We do not allow our third-party service providers to use your personal information for their own purposes and they may only process your personal information for specified purposes and in accordance with our instructions.

If you wish to participate in the meeting, then names and email addresses of those invited and participating may be viewable by others taking part in the meeting.

We will also share the live stream with the following social media sites:
Youtube

The data is also shared with:
Any member of the public that listens to, or views, the live stream through YouTube.
Data retention: We will only retain your personal information for as long as necessary to fulfil the
purposes we collected it for.

This includes for the purposes of satisfying any legal, accounting, or reporting requirements.

No recording will be made of the livestream.
Your rights: You can read our privacy page to find out:
how we maintain the security of your information
what rights you have to access your information
how to correct or remove your information

If you have any questions or want to find out more information you can phone or email our Data Protection Officer.

If you are unhappy with how we have processed your personal information, contact the Information Commissioner's Office.
Contact details: Data Protection Officer
Braintree District Council
Causeway House
Bocking End
Braintree CM7 9 HB
01376 552525
DPO@braintree.gov.uk