UK GDPR privacy notices Energy Projects Privacy Notice

Introduction

Energy Projects team have provided this privacy notice to help you understand how we collect, use and protect your information whilst we provide you with discretionary consultations, projects or communications.

The document below will describe how we may collect and process your personal information.

The purpose of this document is to clearly acknowledge the council’s responsibilities in relation to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Definitions

Personal data means any information related to an identified or identifiable natural (living) person (‘data subject’) i.e. a person that can be directly or indirectly identified by reference to a name, ID reference number, email address, location data, or physical, physiological, genetic, mental, economic, cultural or societal identifier.

Special personal data, previously known as ‘sensitive personal data’, relates to race, ethnic origin, politics, religion, trade union membership, genetic data, biometric data, health, sex life or sexual orientation. Records of criminal personal data must also be treated in a similar way.

Data Controller determines the purposes and means of processing personal data.

Data Processor is responsible for any operation which is performed on personal data on behalf of the controller, e.g. collection, recording, organisation, structuring, storage, adaption or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or making available, alignment or combination, restriction, erasure or destruction.

Third Party is someone/somebody who is not the Data Controller, the Data Processor or the Data Subject.

Who we are

A team dedicated to representing East Suffolk Council in negotiations and discussions with promotors on proposals for Nationally Significant Infrastructure Projects (NSIPs) in the energy sector this includes but is not limited to a new nuclear power station to be known as Sizewell C on the Suffolk coast at Sizewell and Offshore Windfarm projects in the East Anglian Array.

The services provided in relation to Sizewell C are statutory and are governed by (and any subsequent amendments):

  • Planning Act 2008 and further supported and enforceable by the Development Consent Order (DCO) and a Deed of Obligation

East Suffolk Council is a statutory consultee in the Nationally Significant Infrastructure Projects regime as defined by the Planning Act 2008 (as amended), however, the service we provide under this Regulation is discretionary.

The council is the ‘data controller’ for the information which is collated and processed. This means we are responsible for deciding how we can use your information. If you want more information regarding the services delivered, please go to our website.

The council regards lawful and correct treatment of personal information as critical to their successful operations, maintaining confidence between the council and those with whom they carry out business. The council will ensure that they treat personal information correctly in accordance with the law.

The Data Protection Officer for ESC is Siobhan Martin, Head of Internal Audit, and can be contacted at dataprotection@eastsuffolk.gov.uk.

How the law protects you

UK GDPR says that we are allowed to use personal information only if we have a proper reason to do so. More information on how the law protects you can be found on the East Suffolk website.

Our responsibilities

UK GDPR provides us with main responsibilities for processing personal data. All personal information provided by you is held securely and in confidence by us in our computerised and other records. When we process your personal information, we do so in compliance with UK GDPR. For further information on our responsibilities, please see our website.

Your rights

The UK GDPR and DPA 2018 provide you with the following rights:

  • The right to be informed: You have the right to be informed about the collection and use of your personal data, and this is outlined in this privacy notice.
  • The right of access: You have the right to request access to the personal data we may hold about you. This is undertaken using a Subject Access Request.
  • The right to rectification: You have the right to request that inaccurate personal data we hold is rectified.
  • The right to erasure: In certain circumstances, you have ‘the right to be forgotten’ and have your personal data erased.
  • The right to restrict processing: In certain circumstances, you have the right to request the restriction or suppression of your personal data.
  • The right to data portability: In certain circumstances, you have the right to request to obtain your own personal data for your own use or to give to other organisations.
  • The right to object: In certain circumstances, you have the right to object to your personal data being collated, stored and processed.
  • Rights in relation to automated decision making and profiling: You have the right to request that we do not make our decisions based on solely an automated process, and you can object to an automated decision and ask that a person reviews it in certain circumstances.
  • The right to withdraw consent: In our discretionary service provisions, you have the right to withdraw your consent at any time.
  • The right to complain: You have the right to complain through our complaints procedure, and then to the Information Commissioner. Any requests in relation to your rights with regard to the personal data we hold should be made verbally or in writing to the Data Protection Officer. For further information on your rights, please see the ICO website.

Your responsibilities

You are responsible for making sure you give us accurate and up to date information, and to let us know if any personal information we hold is incorrect.

When do we collect information about you?

We collect information about you from different places, including:

  • Emails or correspondence you have sent to us
  • Contact details you have provided to enable us to support you or a group
  • Details you have made publicly available online in the form of contact details in association with a group, town or parish council, or other organisation.
  • Complaints and enquiries received regarding Nationally Significant Infrastructure Projects in the district.

What information do we maintain?

The information about you which we will maintain will include:

  • Name, address, email address, contact telephone number and other relevant information in relation to managing Nationally Significant Infrastructure Project complaints and enquiries. 

  • Emails and scanned hard copies of relevant Correspondence.
  • Notes of Meetings, teleconferences, presentations.
  • Documentation in relation to developments promoted under the National Significant Infrastructure Projects regime.

How do we use your information?

We will be using your information to:

  • Consider your comments or representation in the preparation of the council’s response during the consultation process for any NSIPs under the Planning Act 2008 (as amended).
  • Send regular newsletters and information regarding projects being considered by the council during the NSIP process.

  • Review and resolve complaints in relation to Nationally Significant Infrastructure Projects in the district.

We will not use your personal data for other purposes other than for what it was collated unless we have obtained your consent or for other lawful purposes (e.g. detection and prevention of fraud).

We do not use automated decision making.

How long do we keep your information?

Holding of personal information is reviewed periodically and only retained when necessary in relation to a specific project. Information would usually be destroyed once a project has been consented or constructed.

Data sharing

We will share your personal information with:

  • Contractors working for and on behalf of East Suffolk Council such as consultants, solicitors and other external legal representation.
  • Nationally Significant Infrastructure Project developers such as Sizewell C as applicable in order to resolve your complaint.
  • External organisations such as Suffolk Constabulary as applicable to resolve complaints.
  • With other teams within East Suffolk Council such as Environmental Protection in relation to noise complaints or Communities in relation to Anti-Social Behaviour.

Transferring your information overseas

Currently, we do not transfer any personal information outside of the European Economic Area (EEA).

National Fraud Initiative (NFI)

We may share information provided to us with other bodies responsible for auditing, or administering public funds, or where undertaking a public function, in order to prevent and detect fraud. For further information, see the East Suffolk website.