Environment Privacy Notice

Why do we need your information:

We collect personal information about you to process:

  • Full Plan Applications

  • Building Notice Applications

  • Regulatory Certificate Applications

  • Windows and Door Installation Applications

  • Demolition Notice

  • Dangerous Building Notice

  • House and Street Naming Applications


Justification for using your information:

We have a legal duty under the Construction Act 1984 and the Building Regulations 2010 to use your personal information.


Who else will receive your information:

We will not share your personal information with a third party unless the law allows them to access it.


How long will we keep your information:

We will keep your information for at least 15 years in accordance with the Act's guidelines.


Your rights:

You have the right to see the information we have about you and the right to correct any errors in the data.

For more information about your rights or if you would like to complain about how we have handled our personal information, please contact our Data Protection Officer by email to swyddogdiogeludata@gwynedd.llyw.cymru or telephone 01766 771000.


You also have the right to make a complaint to the Information Commissioner's Office (ICO) if you think we do not process your information in accordance with the law.

Who we are: 

We are the Development Management and Enforcement Teams (including Built Conservation and the Waste and Minerals specialisms) within the Planning Service for Gwynedd Council. This privacy notice explains how we use information in the course of carrying out our duties. This work is wide ranging and includes:


  • Making recommendations and decisions on all types of planning applications and providing advice on planning enquiries

  • Representing the Council at various meetings to promote the best use of land

  • Responding to complaints relating to potential unlawful development

  • Monitoring developments

  • Entering legal agreements, serving notices and dealing with planning appeals



How we get your information:

We get your information when you submit a planning application and this can be done in two ways – either it is supplied to us directly (by you or by someone acting on your behalf e.g. a planning agent) or the application can be received from a third party website that provides a transaction service such as the one provided by ‘Planning Portal’.

We also receive your information when you, or someone acting on your behalf, make comments, representations, complaints, pre-application enquiries and present questions/queries through our website, via email, by post or by telephone.


What we do with your information: 

To allow us to deal with a wide range of planning matters, including making recommendations and decisions on planning applications, individuals must provide us with some personal data (e.g. name, address, contact details). In a small number of circumstances applicants/individuals will provide us with “special category data” in support of their application (e.g. evidence of medical history, financial or business information).

We use the information provided to us to offer advice, make recommendations and/or reach decisions on planning matters. This is known as a “public task” and is why we do not need you to “opt in” to allow your information to be used.

Under the regulations we are obliged to make some of the information available on the planning register. The planning register contains the main information in the file pertaining to the planning application. However, the Planning Service will keep the planning application file in its entirety and this will form a permanent record of planning decisions and will provide information about the planning history of the application and the site, along with other information, some of which may form part of the “land search”.


How we share your information: 

We do not sell your information to other organisations. We do not move your information beyond the UK. We do not use your information for automated decision making.

Details of planning applications, including supporting documents provided either by you/your agent and those provided to you by third parties e.g. surveys, expert opinions etc, will be available online so that people can comment on planning applications as part of the consultation period. We will sometimes need to share the information we have with other departments within the Council, for example, when we need to establish or investigate certain planning matters or other Council related matters.We also ask a sample of applicants to participate in a follow-up “how did we do?” survey to see how we can improve it.



We operate a policy where we routinely redact the following details before making forms and

documents available online: 

● Personal contact details for the applicant - e.g. telephone numbers, email addresses

● Signatures provided on the application form

● Special Category Data - e.g. supporting statements that include information about medical history, ethnic origin, financial or business information

● Information clearly agreed to be confidential 

Sometimes we might decide it is necessary, justified and lawful to disclose data that appears in the list above. In these circumstances we will let you know of our intention before we publish anything. 

If you are submitting supporting information which you would like to be treated confidentially

or wish to be specifically withheld from the public register, please let us know as soon as you

can - ideally in advance of submitting the application. The best way to contact us about this

issue is cynllunio@gwynedd.llyw.cymru.



We process many different types of information and the specific retention periods are available on request.


Complaints and problems

If you think we have got something wrong or there is a reason you would prefer for something not to be disclosed please contact us to discuss your concerns by e-mailing: cynllunio@gwynedd.llyw.cymru 

If you need to make a complaint specifically about the way we have processed your data you may contact the Council’s Data Protection Officer. 

The Countryside Service team collects, processes and holds your personal information in order to provide our services effectively. This includes:

  • Processing complaints
  • General Enquiries
  • Enquiries regarding public right of way
  • Processing grants in relation to Welsh Government
  • Applications for temporary closures
  • Applications for investigating definitive map modification orders
  • Applications for participation in local countryside access forums


The Countryside Service collects and process the following information:

  • Personal information
    • Name
    • Address
    • Phone number
    • E-mail Address

Collected via:

  • Paper, electronic or online forms
  • Telephone
  • Email
  • Face to face

The Countryside Service process personal data in accordance to the below legal bases:

  • GDPR Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject
    • Wildlife and Countryside Act 1981
    • Highways Act 1980

Your data will be kept for a period of 6 years. This is in accordance with the Council’s Data Retention and Disposal Policy.

You need to be aware of this Privacy Notice if you are making an application for pass plus training. Gwynedd Council is the data controller and will process your personal information if you complete an application for pass plus training.

Why do we need your personal information?

  • To process your application
  • To contact you about your application
  • To determine if you are eligible for the Pass Plus Training

In accordance with article 6 of the GDPR, data processing is necessary for your legitimate interests, and regarding the information of the trainer, it is necessary in performance of a contract.

Your data will be kept for a period of 6 years. This is in accordance with the Council’s Data Retention and Disposal Policy.

This notice tells you what information we collect and process in order to provide transport services to qualifying individuals and to the residents of Gwynedd. We deliver services to meet our duties under the

  • Transport Acts 1968 and 1985, 2000 Local Transport Act 2008, Buses Act 2017 and the Climate Change and Sustainable Energy Act 2006.

Teams within our Transport Service have responsibility for

  • Developing the transport strategy and policy for Gwynedd
  • Ensuring transport is well planned, suitably funded, and delivered in a timely and sustainable way
  • Informing, influencing and approving the highway aspects of development proposals through its role as a statutory consultee for planning applications

Our Public Transport team manages all aspects of contracted Public Transport services and has responsibility for

  • Managing contracted bus services (Education, Social Services)
  • Working in partnership with operators of commercial bus services
  • Community transport
  • Provision of free bus tickets with Welsh Government
  • Road Safety Services

What information do we hold

To deliver the functions described above we need to collect and process information about people who request a service from us, who take part in projects we run, who give us feedback on things we are responsible for or who work with us as a volunteer, partner or a contractor to help us deliver our services.

  • Contact and identifying details such as names, addresses, emails and phone numbers and details of pass holders
  • Information you provide when applying for services using on-line forms, such as applications for bus passes. This might be information that confirms eligibility criteria for some services, including details of any disabilities or care needs
  • Information to ensure that the service provided meets an individual’s needs, such as medical information or information about any special educational needs or disabilities.
  • Details of car insurance, driving licenses and permits held by people who are applying to deliver community transport
  • Information shared as part of complaints, compliments or appeals so that we can respond to these appropriately

Who we share information with and why

The information we collect is recorded in paper files, in databases and in electronic folders on Gwynedd Council’s secure network where it is accessible only to staff who need to see it to do their jobs.

All staff who have access to information about you will have received training on data protection and information security and they work to a code of conduct which requires them to respect the confidentiality of the information about you that they have access to in order to do their jobs.

In order to deliver the services you request, or which we are required by law to deliver we will share personal information with our partners and contracted services, such as the Welsh Government. When we do this our contracts take account of data protection legislation and we will share only what is necessary to perform our functions.

How long we keep hold of information for

We only keep information for as long as it is needed. This will be based on either a legal requirement (where a law says we have to keep information for a specific period of time) or accepted business practice. For most records we make about you this will be up to 3 years after our last contact with you. Financial records are kept for 7 years

Gwynedd Council will use any data collected through the issuing of:

  • A penalty charge Notice
  • And dealing with enquiries in relation to parking

For the enforcement of parking contraventions and other associated enforcement  purpsoes and permit management

We rely upon the following legal bases to process your personal data:

  • Carrying out of a contract to which you are a party to. For example, Parking in a council car park, you are bound by the terms and conditions of each car park or purchasing a resident permit
  • Necessary for compliance with legal obligation  in relation to the enforcement of traffic regulation orders, within Gwynedd.

The Information will be shared with Denbighshire Council, who are the host authority in regards to the Si-Dem system which processes Information in relation to Parking Contraventions

The Information will be held for a period of 6 years