Privacy Policy



Plan✕ is run by Open Systems Lab on behalf of Local Authorities to make the planning process simpler. In order to do this, Plan✕ will handle some personal information that you provide to us.

Your privacy is important. This document explains how we collect, use, communicate, disclose and make use of your personal data.  

We run Plan✕ in accordance with this policy in order to ensure that the confidentiality of any personal information under our stewardship is protected and maintained. If you have any questions, please contact us here




What information we collect

When you or an agent acting on your behalf uses Plan✕ you or they may provide some or all of the following information:
User & applicant data Your name
Your address
Your email address
Your password
Your relationship with the property and/or application

Application data The date and time of your enquiry or application
Property data Details of the property in question
Proposal data Details of the development you plan to do



Who sees this information and why


In order to provide the service

We and your Local Authority will use this information to process your enquiry or application.

Any personal information you provide while using the service will not be seen by your Local Authority until you submit it to them, whether within Plan✕ or by sharing a Plan✕ output (eg a Report) with them.

No-one else views any of the personal information you provide, unless you share it with them.

In the event that you encounter a problem while you are using Plan✕, and request help or provide feedback, our admin team may see some of the personal data you provide. Our team have been trained to keep the same high levels of confidentiality set out in this policy.

No one will ever see your password, and you should never reveal your password to anyone.

In order to improve the service

We may also use this data for research, together with that of other users of Plan✕. Data we use for research does include data pertaining to enquiries or applications before they are submitted, but it does not contain identifying details such as your name, address, and email address.

This data may be shared with your local authority. This allows us and them to use to analyse the use of the service, and to improve it.

We will not sell or otherwise distribute any personal information you provide to Plan✕ to organisations or individuals outside of Open Systems Lab except your Local Authority, unless required to do so by UK law.

Please note that once you submit it to them, your local authority are required by law to publish some information, for example as part of a public consultation or the public planning record.





Legal basis for processing personal data


When you use Plan✕ you are giving your consent for us to collect personal information. We are processing this data on the legal basis of ‘consent’.

We will only collect and use personal information for the purposes specified by us above, or as required by law. We will not collect or retain any data that we do not need for the purposes listed above.



Retention policies


We will only retain personal information for as long as necessary to carry out the analysis and research activities described above.

We store your IP address and the pages that you visited whilst on the site as part of our site logs. We keep these for 1 year

We keep a copy of your enquiry and application information for 10 years



Communications opt-out


We will never send you emails except:

– When you explicitly request one, for example when signing up to the service, requesting access, or contacting us.

– To provide you with notifications regarding the service (for example, if there has been a problem).

– To keep you updated or invite you to opportunities to help test and improve the software (only if you have opted-in to receive such emails.)

If at any time you receive an email from us and wish to stop receiving any emails in future, please contact us or use the ‘unsubscribe’ button in the email.



Cookies


To make our service easier or more useful, we sometimes place small data files on your computer or mobile phone, known as cookies; many websites do this. We use this information to measure how people use the website so we can improve it and make sure it works properly. Below, we give more information on which cookies we use.

Measuring website usage (Google Analytics)

We use Google Analytics software to collect information about how you use this site. We do this to help make sure the site is meeting the needs of its users and to help us make improvements.

Google Analytics stores information such as what pages you visit, how long you are on the site, how you got here, what you click on, and information about your web browser. IP addresses (the unique string of numbers that identify your computer) are masked (only a portion is stored) and personal information is only reported in aggregate. We do not allow Google to use or share our analytics data for any purpose besides providing us with analytics information.

You can opt opt out of Google Analytics cookies

If you want to disable advertising-based tracking, you can adjust your Google Ads Settings, or opt out of advertising-based tracking across a number of providers in one go using the Network Advertising Initiative’s opt-out form.

Rest assured, we only track usage data for one reason: to help us understand how we can make the site work better for you, our users.



How we protect personal information



We protect personal information by using reasonable security safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.



Your right to access


You may contact us at any time to ask to see what personal data we hold about you.



Your right to be forgotten


You may have your personal information removed or corrected at any time by contacting us to make your request.



Your right to object


The General Data Protection Regulation gives you the right to object to our processing of your personal information and to ask us to stop processing it. However, it also gives us the right to continue to process it if we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms. To exercise your right to object, you can contact us, giving specific reasons why you are objecting to the processing of your personal data. These reasons should be based upon your particular situation.



Your right to complain


If you believe that we have mishandled your data, you have the right to lodge a complaint with the Information Commissioner’s Office. You can report a concern here (but please do contact us first, so that we can try to address your complaint).


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