We respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. Please also use the definitions below to understand the meaning of some of the terms used in this privacy notice.

Aim

We aim to ensure that all Personal and Special Category Data that is provided to us is stored and processed in accordance with the 2018 UK Data Protection Act with GDPR (DPA). This applies to all data, regardless of whether it is in paper or electronic format.

Legislation and guidance

This Data Privacy Notice meets the requirements of the DPA, and is based on guidance published by the Information Commissioner’s Office.

The General Data Protection Regulations (UK GDPR);
The Data Protection Act 2018 (DP Act 2018);
The Data (Use and Access) Act 2025 (DUA Act 2025); and
The Privacy and Electronic Communications (EC Directive) Regulations (PECR) 2003

Roles and responsibilities

The Directors have overall responsibility for ensuring that we comply with our obligations. Day-to-day responsibilities rest with our Data Protection Officer (DPO), who ensures that all staff are aware of their data protection obligations and oversees any queries related to the storing or processing of personal data.

Definitions

Term	Definition
Personal data	Data from which a person can be identified, including data that, when combined with other readily available information, leads to a person being identified
Special Category Data	Data such as: racial or ethnic origin; political opinions; religious or philosophical beliefs, or beliefs of a similar nature; where a person is a member of a trade union; sex life; sexual orientation; genetic data; biometric data; whether a person has committed, or is alleged to have committed, an offence; physical and mental health. This does not include personal data about criminal allegations, proceedings or convictions, as separate rules apply
Processing	Obtaining, recording or holding data
Data subject	The person whose personal data is held or processed
Data Controller	A person or organisation that determines the purposes for which, and the manner in which, personal data is processed
Data Processor	A person, other than an employee of the Data Controller, who processes the data on behalf of the Data Controller

Data protection principles

Processed lawfully, fairly and in a transparent manner
Collected for specified, explicit and legitimate purposes (‘purpose limitation’)
Adequate, relevant and limited to what is necessary
Accurate and, where necessary, kept up to date
Kept in a form which permits identification of data subjects for no longer than is necessary
Processed in a manner that ensures appropriate security of the personal data

Your rights

Your right of access — you have the right to ask us for copies of your personal information
Your right to rectification — you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
Your right to erasure — you have the right to ask us to erase your personal information in certain circumstances
Your right to restriction of processing — you have the right to ask us to restrict the processing of your personal information in certain circumstances
Your right to object to processing — you have the right to object to the processing of your personal information in certain circumstances
Your right to data portability — you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at customerservices@parkplanner.co.uk if you wish to make a request.

Privacy / fair processing

We hold Personal Data about our clients and our third-party strategic partners so that we can deliver our products and services. We may, from time to time, access our clients’ systems as part of our services. Our access for providing technical support does not involve the processing of data, but we may have visibility of end user information, e.g. first and last name.

If you have sent us your details to facilitate booking a demo, for example, we will only use your data for the purpose it was given and delete your information no later than 12 months from the date of contact. The information provided will, typically, be name, email and phone number.

The lawful basis for the processing is contractual (clients) and legitimate interest (enquiries).

Use of consultants and third-party processors

We may engage consultants or third-party service providers (“Processors”) to carry out specific data processing activities on our behalf. Such parties shall:

Process personal data only on documented instructions from Park Planner;
Be bound by written contractual terms ensuring confidentiality and compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018;
Implement appropriate technical and organisational measures to safeguard the data against unauthorised or unlawful processing and against accidental loss, destruction, or damage;
Permit us to conduct or request audits, inspections, or evidence of compliance where appropriate; and
Immediately inform us if any instruction appears to infringe applicable data protection legislation.

We will ensure that only processors providing sufficient guarantees to meet the requirements of UK data protection law are appointed to process data on our behalf.

Data storage and security

Paper based records, digital records and portable electronic devices, such as laptops and hard drives that contain personal information all comply with the DPA and are regularly assessed by our DPO. Destruction and archiving of Personal Data procedures are also aligned to the DPA.

Cookies

Our website uses essential cookies to function, and optional analytics cookies which are only set with your consent via the cookie banner. Full details of the cookies we use and how to control them are set out in our Cookie Policy.

How to make a complaint

From 19 June 2026 organisations must have a process to handle and respond to complaints if someone considers that we have infringed data protection legislation.

If you feel that we have mishandled your Personal and/or Special Category data at any time, in the first instance, please contact our DPO by emailing customerservices@parkplanner.co.uk. Our full process is set out in our Complaints Policy.

You can contact the Information Commissioner’s Office by visiting their website (https://ico.org.uk/make-a-complaint/) or by calling their helpline on 0303 123 1113. Please note that the ICO expects an individual to address any complaints with us before contacting them.

Date Privacy Notice

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