Privacy Policy

Last updated: August 27th, 2026

This Privacy Notice explains how Simple Planning Solutions Ltd collects, uses, shares and protects
your personal data, and the rights you have in relation to it. It should be read together with our
Terms and Conditions of Business, of which it forms part (see clause 17 of those Terms). We are
committed to protecting your privacy and to handling your personal data in accordance with the
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• Simple Planning Solutions Ltd (company number 10119591), of 51 Allesley Hall Drive, Coventry CV5 9NS, is the “data controller” responsible for your personal data. This means we decide how and why your personal data is processed.
• If you have any questions about this Notice or about how we handle your personal data, please contact Michelle Hill at the address above, by telephone on 07812 193650, or by email at the address michelle@simpleplanningsolutions.co.uk.

We collect or use the following information to provide and improve products and services for clients:

• Identity and contact details: your name, postal address, email address and telephone number.
• Property and application details: the address and ownership details of the land or property concerned, site history, and information about your proposed or existing development.
• Correspondence and instructions: the content of emails, letters, calls and meetings, and the documents, plans and photographs you provide to us.
• Financial information: billing details and records of payments (we do not routinely store full card details).
• Website and marketing data: information collected through our website, including information about how you use the website, such as pages viewed, approximate location, device and browser information, online identifiers and website usage data collected through Google Analytics 4, where you have given the necessary consent. Further information is provided in our Cookie Policy.

We collect or use the following personal information for information updates or marketing purposes:

• Website and app user journey information

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Addresses

Most of the information we hold is provided by you directly. Some may come from third parties
such as your architect or other consultants, publicly available sources (for example the Land
Registry or a local planning authority’s public register), or a person acting on your behalf. We do
not generally seek special category data (such as health information), but you may occasionally
provide it where it is relevant to your circumstances, in which case we process it only as necessary
for the matter.

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• To provide our services — preparing and submitting planning applications, appeals and
  related advice, and corresponding with you and third parties on your matter.
  
  Lawful basis: performance of our contract with you.
• To administer our business — managing your file, taking payment, keeping accounts, and
  maintaining our records.
  
  Lawful basis: our legitimate interests in running the consultancy,
  and compliance with our legal obligations.
• To comply with legal and professional obligations — including tax and accounting
  requirements, our professional indemnity insurance, and the RTPI Code of Professional
  Conduct.
  
  Lawful basis: legal obligation and legitimate interests.
• To keep you informed — occasionally telling you about our services where you are an
  existing client and would reasonably expect this.
  
  Lawful basis: legitimate interests (you
  may opt out at any time). Any marketing to prospective clients is sent only with your
  consent.
• To operate, analyse and improve our website — we use Google Analytics 4 to understand how visitors use our website, measure website performance and improve our content and services.
  
  Lawful basis: consent, where required by law.

You should be aware that the planning system is a public process. Information submitted as
part of a planning application or appeal — which may include your name and the site address
— is placed on a public register and published online by the relevant local planning authority
and/or the Planning Inspectorate. This publication is carried out by those bodies, not by us,
and we are not responsible for personal data made public in that way.

We keep your personal data only for as long as necessary for the purposes described in this
Notice.

In line with our Terms, we normally retain client files and records for at least six years
after completion of the relevant matter, to comply with our professional, insurance and legal
obligations. After that period we securely delete or destroy the information, unless we are
required to keep it for longer by law.

We do not sell your personal data. We share it only where necessary to provide our services or to
meet our obligations, including with:

• Local planning authorities, the Planning Inspectorate and other public bodies involved in
  determining your application or appeal.
• Associates, freelance and consultant planners and sub-contractors engaged by us to help
  deliver your work (as described in our Terms), who are required to keep your information
  confidential and to process it only on our instructions.
• Other professionals such as your architect, or transport, ecology, drainage, arboricultural,
  heritage or legal specialists, where relevant to your matter.
• Our professional advisers and suppliers including our accountants, professional indemnity insurers, Google Analytics 4, and other IT, cloud storage and software providers who support our business.
• HMRC, regulators and law enforcement where we are required to disclose information by
  law.

As set out in our Terms, we may use artificial intelligence (AI) tools to assist with elements of
the work, such as research, drafting, summarising and proof-reading.

Where we do so, we take reasonable steps to protect your information and will not input your confidential or personal data into any AI tool in a way that would breach our confidentiality or data
protection obligations. All output is reviewed by a qualified planner. If you would prefer that
we do not use AI tools in connection with your matter, please let us know in writing.

Personal data may be processed within the UK and, where necessary for the services we use, outside the UK. We use Google Analytics 4 (“GA4”) to understand how visitors use our website and to improve its performance. In providing this service, Google may process or access personal data outside the UK, including in the United States. This may include online identifiers, device and browser information, approximate location and website usage information.

Some of our other IT, cloud storage or software providers may also process or access personal data outside the UK. Where this happens, we take steps to ensure that your data is protected to a standard equivalent to that required under UK data protection law. Depending on the destination and service involved, we may rely on a UK adequacy regulation or appropriate safeguards, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another safeguard permitted under UK data protection law.

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: michelle@simpleplanningsolutions.co.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint