Privacy Policy

Last updated: 30 October 2026

1. Introduction

Save Southend Green Belt is an independent community campaign group working to protect Green Belt land, raise awareness of proposed developments and help local residents have their voices heard on planning matters affecting Southend-on-Sea and the surrounding area.

We respect your privacy and are committed to protecting the personal information you share with us.

This Privacy Policy explains what information we collect, how we use it, who we may share it with and your rights under UK data protection law.

It applies to our website: https://savesouthendgreenbelt.co.uk/

2. Who We Are

Save Southend Green Belt is responsible for deciding how and why personal information collected through this website is used. This makes us the data controller under UK data protection law.

For privacy enquiries or requests concerning your personal information, please contact:

Organisation: Save Southend Green Belt

Email: [Insert official contact email address]

Website: https://savesouthendgreenbelt.co.uk/

3. Information We Collect

Depending on how you use our website, we may collect the following information:

  • Your name and email address when subscribing to campaign updates.
  • Your name, email address and any information you provide when contacting us.
  • Information you voluntarily enter into our AI-assisted objection letter generator.
  • Your communication preferences and newsletter subscription status.
  • Technical information such as IP address, browser type, device information and website access logs.
  • Information about how you interact with our website, where permitted by your privacy choices and applicable law.

You can browse most of our website without providing your name or contact information.

4. How We Use Your Information

We use personal information for the following purposes.

Newsletter and Campaign Updates

If you subscribe to our newsletter, we use your details to send relevant information about:

  • Proposed developments affecting Southend’s Green Belt.
  • Planning applications and public consultations.
  • Campaign news, events and community meetings.
  • Opportunities to submit objections or contact local representatives.
  • Important developments that may affect your neighbourhood.

We rely on your consent to send these updates.

You can unsubscribe at any time using the unsubscribe instructions in our emails or by contacting us.

Contact Forms and Enquiries

When you contact us through our website, we use the information supplied to respond to your enquiry, provide assistance or deal with matters relating to the campaign.

Our lawful basis is our legitimate interest in responding to enquiries and managing the activities of the group.

Submitting a general enquiry does not automatically subscribe you to our newsletter.

AI-Assisted Objection Letter Generator

Our website provides an AI-assisted tool to help residents prepare individual letters or representations about planning proposals.

When using this tool, you may choose to provide information about your concerns, local experiences or the potential impact of a development.

Information entered into the generator may be transmitted to a third-party AI service provider to produce your requested draft.

We process this information to provide the letter-generation service you have requested, relying on our legitimate interests in providing campaign information and practical assistance.

Please avoid entering unnecessary sensitive personal information, including medical details, financial information or personal details about other individuals.

The generated letter is intended for your review and editing. Using the tool does not automatically submit an objection to a planning authority or send correspondence to a third party.

If you choose to submit your letter to a council or other authority, its own privacy policy will apply. Planning representations may also become publicly accessible.

We do not use the letter generator to make automated decisions about individuals that have legal or similarly significant effects.

5. Newsletter Storage and Email Services

Newsletter subscription details are initially collected and stored through our website.

We may use a third-party email marketing platform, such as Mailchimp, to manage subscriptions and distribute campaign updates.

Where we use such a provider, relevant subscriber information may be processed on our behalf to deliver those communications.

We will not use newsletter subscription information for unrelated commercial advertising or sell our subscriber list.

6. Our Lawful Basis for Processing Information

Under UK GDPR, we process personal information using the following lawful bases:

  • Consent: When you voluntarily subscribe to receive campaign emails or where consent is required for optional cookies.
  • Legitimate interests: To respond to enquiries, provide requested website tools, maintain website security and operate our community campaign, where these interests are not overridden by your rights.
  • Legal obligation: Where processing is necessary to comply with applicable legal requirements.

Where we rely on consent, you may withdraw that consent at any time.

7. Sharing Personal Information

We may share limited personal information with trusted providers where reasonably necessary to operate the website and its services.

These may include:

  • Website hosting and technical support providers.
  • Email newsletter delivery services.
  • Providers supporting the AI letter-generation tool.
  • Website security and maintenance services.
  • Authorities or other organisations where disclosure is required by law.

We only share information that is reasonably necessary for the relevant purpose.

We do not sell personal information to advertisers or data brokers.

8. International Data Transfers

Some third-party services, including AI and email delivery platforms, may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take steps to ensure that the transfer complies with UK data protection requirements, including using applicable adequacy arrangements or appropriate contractual safeguards.

You may contact us for further information about the arrangements applicable to your information.

9. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Our retention approach is based on the following:

  • Newsletter subscriptions: While your subscription remains active, subject to any limited suppression records needed to honour an unsubscribe request.
  • Contact enquiries: Until the enquiry and any reasonable follow-up have been completed, unless longer retention is necessary.
  • AI letter-generation information: For the period reasonably necessary to provide the requested service, manage technical issues and meet any applicable legal requirements.
  • Website technical logs: For the period necessary for security, troubleshooting and website administration.

We review information periodically and delete or anonymise personal data when it is no longer required.

10. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, misuse, alteration or loss.

These include appropriate website security controls, restricted administrative access and secure connections.

However, no method of storing or transmitting information over the internet can be guaranteed to be completely secure.

11. Cookies

Our website may use cookies and similar technologies to support essential functions, maintain security and improve the experience of visitors.

Where required, we will obtain your consent before using optional cookies.

Further information is available in our Cookie Policy.

12. Your Data Protection Rights

Under UK data protection law, you may have the right to:

  • Request access to the personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Request deletion of your information in certain circumstances.
  • Ask us to restrict how your information is processed.
  • Object to processing based on legitimate interests.
  • Withdraw consent where our processing relies on it.
  • Request transfer of your information where the right to data portability applies.

You have the right to object to processing based on our legitimate interests, including any direct marketing.

To exercise your rights, please contact us using the email address provided in Section 2.

We will respond in accordance with applicable data protection law, normally within one calendar month.

13. External Websites and Social Media

Our website may contain links to external websites, local authority planning portals, social media platforms and other organisations.

These websites operate independently and have their own privacy practices.

We recommend reviewing the privacy policies of any external services you choose to use.

14. Children’s Privacy

Our website is intended primarily to provide information and resources to residents and community members.

We encourage parents and guardians to supervise children when using online forms or providing personal information.

If we become aware that personal information has been collected inappropriately from a child, we will take appropriate action.

15. Complaints

If you have concerns about how we use your information, please contact us so that we can investigate.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Information Commissioner’s Office

Website: https://ico.org.uk/

Telephone: 0303 123 1113

16. Changes to This Policy

We may update this Privacy Policy to reflect changes to our website, services or legal obligations.

Any updates will be published on this page with a revised date.

We encourage visitors to review this policy periodically.