In carrying out its role as the group responsible for steering the process of making the Chetwynd: The Toton & Chilwell Neighbourhood Plan (CTTCNP), the Chetwynd: The Toton & Chilwell Neighbourhood Forum (CTTCNF) holds data electronically. It may also process some of this data to provide evidence in support of the Plan.
For these reasons, the CTTCNF is subject to Data Protection legislation, particularly in respect to any personal data it holds.
This policy describes the data that the CTTCNF will hold, what it will do with the data, who has access to the data and in what form, and what you can ask us to do with any data that relates to you.
The primary personal data that we store and use are email addresses to enable us to contact anyone who may wish to comment on or contribute to the making of the CTTCNP. The CTTCNP is a community plan and so community engagement is central to the task of making it. The CTTCNF will keep a list of email addresses that may also have associated names and addresses linked to them. We will not generally store postal addresses linked to names or email addresses unless they have been supplied directly by the person concerned. Access to this information is controlled by the Data Controller (Richard Hutchinson, CTTCNF Chair), and used to evidence the geographical spread of people engaging with the plan process.
All emails will be handled by nominated people within the CTTCNF who have access to designated firstname.lastname@example.org accounts through which all email correspondence from the CTTCNF will take place. We will also use an automated email service (Mailchimp) to help the process of distributing information. By providing an email address for contact purposes, individuals consent CTTCNF to provide it to their designated automated email service for the sole purpose of distributing email newsletters and latest news.
If you contact us by email we will reply (if required) and this, and any subsequent emails, will remain within the email system. However, if the content of the email requires further discussion by the CTTCNF, then the content will be anonymised before being passed on for discussion or posting on the CTTCNF website.
All comments made to the CTTCNF will have all personal details removed before being put into any public domain, or to be processed by the CTTCNF or it’s consultants. Paper notes on which comments are written will be kept as evidence until the CTTCNP has been made (although they would normally contain no personal data or identifiers). Comments made by email will be retained in the email system in their original form as evidence.
Other Data Storage
The master spreadsheet containing membership details is stored separately from other data on a restricted access Google Drive (a separate drive to the one below).
We store documents which we or our consultants have written, together with other documents relevant to our objectives, on a secure Google Drive system to which only members of the CTTCNF Steering Group have full access. The vast majority of these documents contain no personal data, most are available elsewhere in the public domain. Some of these will be made available to the public through the CTTCNF website at http://cttcnf.org.uk as ‘view only’ items. None of these publicly available documents contain any personal data or identifiers except for CTTCNF Steering Group or Focus Group members, or our consultants.
End of Process
When the CTTCNP has been submitted, examined and approved at referendum, the CTTCNF may cease to function and all data will become the property of the Broxtowe Borough Council. Once the CTTCNP has been ‘made’ following referendum, then personal data will be removed at this point. If the CTTCNP has been rejected, then the CTTCNF may seek to continue to progress a Plan in another form, and all data will continue to be held under the same conditions as described here, unless and until a replacement operating statement is published.
The Legal Bits
This link is: www.google.com/policies/privacy/partners/
Lawfulness of Processing Data
We (the CTTCNF) process data for the purpose of exercising the public function of making a Neighbourhood Plan under the Localism Act 2011 and we believe it is necessary for the performance of this task which is being carried out in the public interest.
We do not need your explicit consent to process data neither do we assume you have given us consent, but we hope that you are content that we hold on to your email address if you contact us by email, or you provide us with data in any other form. However, if you are not content you can ask us to tell you what personal data we hold about you and you may at any time request us to delete this permanently from our systems.
The specific exception is the use of an automated email service where we require specific consent to store email addresses only on the Third-Party server.
 These statements are in accordance with the advice from the Information Commissioners Office and can be found by following the links below:
Revised February 2022