Draft engagement strategy

6. Data protection and handling of representations

6.1 During the consultation stages shown in Figure 1, representations can be submitted by individuals and organisations. Representations cannot be submitted anonymously and so the Councils must collect personal information for representations to be valid. This chapter details how we collect this data and how the Councils are committed to protecting and handling personal information and representations.

Commitment to protecting personal information

6.2 The Councils are committed to ensuring that personal information collected as part of the preparation of the Plan is handled lawfully, fairly and transparently.

6.3 The Councils recognise the importance of protecting personal data whilst maintaining an open and transparent plan-making process. All personal information will be processed in accordance with applicable data protection legislation and the Councils' respective privacy policies.

Collection of personal information

6.4 To administer consultations and maintain statutory consultation records, the Councils may collect personal information from individuals and organisations who participate in consultation activities. This information may include:

• Name;
• Organisation (where applicable);
• Postal address;
• Email address;
• Consultation responses and representations submitted;
• Areas of interest relating to the Minerals Local Plan;
• Preferred methods of communication.

6.5 Only information necessary for the administration of the consultation process will be collected. Personal information may be used for the following purposes:

• Managing and administering consultations;
• Maintaining the Minerals Local Plan consultation database;
• Notifying interested parties of future consultation stages;
• Recording and considering consultation responses;
• Preparing consultation reports and statutory planning documents;
• Complying with legal and regulatory requirements associated with plan preparation.

6.6 Personal information will not be used for any other purpose.

Consultation database

6.7 The Councils maintain a consultation database to facilitate engagement with individuals, organisations and statutory consultees interested in planning policy matters.

6.8 Individuals may request to:

• Join the consultation database;
• Update their contact details;
• Amend communication preferences;
• Be removed from the consultation database.

6.9 The Councils will maintain consultation records in accordance with relevant records management and retention policies.

Handling representations

How representations can be submitted

6.10 Representations on the Plan should be submitted using the dedicated online portal which enables individuals and organisations to prepare, save and submit their representations. It is the most efficient way of making comment.

6.11 However, one or more of the following methods may also be used:

• Email;
• Written correspondence, preferably typed and able to be scanned and automatically converted into digitised format
• Responses made at consultation events, subject to them being able to be scanned and automatically converted into digitised form.

6.12 Details of submission methods and consultation deadlines will be published at each consultation stage.

Publication of representations

6.13 The preparation of a Local Plan is a public process, and transparency is an important part of the planning system. Representations submitted during consultation periods will be published on the online portal as well as within consultation reports, examination documents and other public records associated with the preparation of the Minerals Local Plan 2045. Where representations are published, the Councils will include:

• The respondent's name;
• The organisation represented (where applicable);
• The content of the representation.

6.14 Personal contact details such as home addresses, telephone numbers and email addresses will not be published. Respondents should be aware that representations submitted to the Councils may be made available for public inspection and will be provided to the Planning Inspectorate as part of any independent examination.

6.15 Respondents are advised not to include confidential, commercially sensitive or unnecessary personal information within their consultation responses unless such information is directly relevant to the matters being considered.

Feedback and reporting on representations

6.16 All representations received during formal consultation periods will be recorded by the Councils. Where representations are submitted electronically through the consultation portal or by email/hard copy, an acknowledgement of receipt will be provided. The acknowledgement will confirm that the representation has been received and will be considered.

6.17 Following each formal consultation stage, the Councils will prepare a consultation report summarising:

• The engagement activities undertaken;
• The number of responses received;
• Key issues raised by consultees;
• How the comments have been considered in preparing the next stage of the Plan.

6.18 This feedback process is intended to provide transparency and demonstrate how stakeholder engagement has influenced the development of the Nottinghamshire Minerals Local Plan 2045. It may be prepared using AI to help digest and summarise large amounts of data, but officers will check, validate and professionally assess the merits of the issues raised.

6.19 Consultation is an important part of the plan - making process but does not constitute a referendum on planning policy or site allocations. The purpose of engagement is to inform planning decisions by providing local knowledge, evidence and stakeholder views. Decisions must also take account of:

• National planning policy and guidance;
• Legal requirements;
• Evidence-based assessments;
• Strategic planning considerations;
• Sustainability objectives.

6.20 The Councils will endeavour to communicate these constraints clearly throughout the preparation of the Plan.

Freedom of information and environmental information requests

6.21 Information submitted as part of the plan-making process may be subject to requests under:

• The Freedom of Information Act 2000;
• The Environmental Information Regulations 2004;
• Other relevant disclosure legislation.

6.22 Where such requests are received, the Councils will consider whether information can be disclosed in accordance with the applicable legal requirements and any relevant exemptions.

Retention of information

6.23 Consultation responses and associated records may be retained for as long as necessary to support:

• Preparation of the Minerals Local Plan 2045;
• Independent examination proceedings;
• Subsequent monitoring and review activities;
• Compliance with legal and audit requirements.

6.24 Retention periods will be determined in accordance with the Councils' records management policies and statutory obligations.

Further information

6.25 Further information regarding the Councils' handling of personal data, privacy arrangements and information rights can be found within the respective privacy notices published by Nottinghamshire County Council and Nottingham City Council. The Councils are committed to ensuring that consultation participants can engage with confidence, knowing that their personal information will be handled responsibly whilst maintaining the openness and transparency required by the planning process.