What gives us the right to use your personal information?

Without using your personal information we would not be able provide services to you.

Over the next couple of sections we will take you through each one of the lawful basis and show you how we will use your personal data within our Planning, Transport and Highways Services as well as provide you with some further information on how we meet the requirements of data protection legislation.

1. Public task

We have a number of statutory responsibilities, powers and duties which require us to carry out tasks and deliver services, without specifying what personal data we have to use. You can find these on our legislation used in Planning, Transport and Highways Services page. When working under these powers we are acting in our official authority or ‘public task’. 

When performing our public task we use your personal data to:

• Gather information and views on proposed plans, works and changes via our surveys and consultations
• Contact you should we require additional information, or should you wish to be provided with a progress update relating to an enquiry/issue/complaint you have raised with our customer service team
• Advise and comment on improvement of access to the countryside and public rights of way
• Grant licences or permits to place equipment or permit work on the highway
• Grant licences to excavate in the highway
• Process Section 116/117 applications for public highway changes, developments, diversions, extinguishments and downgrades.
• Request details of the registered keeper of the vehicle from the DVLA in order to pursue a Penalty Charge Notice.
• Manage, protect and maintain Public Rights of Way
• To contact you if we need clarification about a Definitive Map Modification Order application, the evidence submitted or additional information relating to the claim.
• Identify and repair defective electrical street furniture
• Enforce legislation, including parking, driving restrictions and blue badge misuse
• Enforce legislation relating to planning
• Improve services to the public
• Understanding traffic flows and road safety issues
• Receive updates on planning applications and planning policy consultations that you are interested in 
• Investigate alleged breaches of planning regulations
• Process the results of surveys and consultations to assess whether our services are making a difference, to develop and improve services, measure how well the council as a whole is doing and administer and protect public funds
• Carry out or take part in research or studies to support, review or improve our services

2. Legal Obligation 

In the below cases we need to use your personal information to meet our legal obligations. You can find a list of the relevant legislation on our legislation used in Planning, Transport and Highways Services page.

• Request details of the registered keeper of the vehicle from the DVLA in order to pursue a Penalty Charge Notice
• Further administration of Penalty Charge Notices
• For the administration of permits or other items applied for
• Respond to your representation in the case of TROs
• Share information with third parties for appeals and enforcement.
• Share information with the police or security organisations to prevent or detect crime
• Process a claim, form or user evidence statement as part of the Definitive Map Modifications Order service, and request further information if necessary
• Maintain the Register of Definitive Map Modification Orders applications
• Process your planning application, including pre-applications, registrations, determinations and any appeals
• Maintain a public Register of Applications
• Contact you and/or your agent regarding your application 
• Effect proper service of Planning Enforcement Notices and other legal documents
• Pass representations on to the Inspector of any Minerals and/or Waste Local Plan examinations, the Planning Inspectorate and their Programme Officer.
• Consult statutory bodies for policy consultations

3. Vital interests

We will use or share your personal information if it is necessary to the life of you or another person. This is most likely to be in an emergency situation and we may not be able to talk to you about sharing your data during the emergency; once the emergency is over, we will seek to advise you of the use at the earliest opportunity.

4. Legitimate Interests 

Certain services utilise overt (open) CCTV installations, including both internal and external cameras, dashcams, Automatic Number Plate Recognition (ANPR) and Body Worn Cameras (BWC). These are operated under the lawful basis of legitimate interests.

Surveillance camera systems will only be implemented where they will assist the council to meet one or more of the following purposes:

1. Deter and detect criminal activity
2. Maintain public order
3. Increase security by monitoring of activity within the council’s properties, both to the exterior and interior of the buildings and access to car parks
4. Address levels of anti-social behaviour
5. Keep people safe
6. Help to protect councillors and officers at work (for Health and Safety purposes)
7. Help prevent acts of aggression or verbal and physical abuse or assault to councillors or council or contractor staff
8. Enforce legislation, including parking and driving restrictions
9. Improve services to the public
10. Understanding traffic flows and road safety issues
11. Provide evidence to support insurance or internal investigations (complaints) and in cases of alleged illegal activity

You can find further information on Council owned CCTV in the Gloucestershire County Council CCTV & Surveillance Policy (PDF, 302.7 KB)  (PDF, 302.7 KB) .

5. Consent 

Certain services or processes will require your consent in order to process your information. These are:

• Contact you about the work relating to the Gloucestershire Local Access Forum (GLAF)
• Contact you should we require additional information, or should you wish to be provided with a progress update relating to an enquiry you have raised with us
• Contact you with newsletters or updates when you have signed up to them, or requested further information about a project or works

In the above instances we have asked for your consent for us to collect and use your information. Even if you agreed at the start but don’t want to continue to receive the service you can remove your consent at any time. To do this, please contact us using one of the methods below:

Contact the Information Management Service webpage

In Writing:
Information Management Service 
Gloucestershire County Council
First Floor, Block 4(a)
Shire Hall, Westgate Street 
Gloucester
GL1 2TG   

Email:            
Managemyrequests@gloucestershire.gov.uk