Council housing growth Residential Travel Plans privacy notice

Who the data controller is for the information we collect

The Residential Travel Plan is a planning condition for new housing schemes with 50+ units and is a package of measures designed and implemented to encourage and enable safe, healthy and sustainable travel choices.

The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with. It is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering Residential Travel Plan services.   

Leeds City Council is the data controller for the Residential Travel Plan and the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The contact details of the data controller are Leeds City Council, Civic Hall, Calverley Street, Leeds, LS1 1UR.

Civic Engineers Limited will be responsible for administering the prize draw. Civic Engineers Limited is the data controller of the information they collect when administering the prize draw. Any queries you have which relate to the administration of the prize draw should be directed to Civic Engineers Limited, Carver's Warehouse, 77 Dale Street, Manchester, M1 2HG.

The data we will collect

To deliver the Residential Travel Plan we will collect the following personal information:

  • name (optional)
  • address (optional)
  • travel choices and behaviours  

How we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our annual travel surveys). 

We may also obtain your information from other sources, such as information shared with Civic Engineers Limited, for example, if you have asked for more information about the incentives offered as part of the Travel Plan.

Why we process your data

We will process your personal information to:

  • assess the travel behaviours of those living on the scheme and implement incentives to ensure the Travel Plan fund is spent and the measures and targets within the plan are being met to encourage safe, healthy and sustainable travel options
  • follow up on information or incentives you may wish to be informed about

All the data collected will be treated in confidence and in accordance with the requirements of the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purposes specified.

Lawful basis for processing

Leeds City Council have a planning obligation to implement a Residential Travel Plan for all new housing developments with 50+ residential units, and the information gathered is required for this purpose. For further information, please contact the Leeds City Council Housing Growth team, or view the planning application online via Leeds Public Access.

We will process your personal data in accordance with UK GDPR Article 6(1). The processing shall be lawful only if and to the extent that the following applies:

  • Article 6(1)(a): the data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • Article 6(1)(e): processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. This is supported by the following legal framework:
    • Care Act 2014
    • Mental Capacity Act 2005
    • The Mental Health Act 1983
    • Human Rights Act 1998
    • Health and Social Care Act 2008 and 2012
    • Deprivation of Liberty Regulations
    • Children and Families Act 2014
    • Equality Act 2010
    • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
    • HSE under the Health and Safety at Work Act 1974
    • 1996 Housing Grants Regeneration and Construction Act
  • Article 6 (1)(f): necessary for the purposes of legitimate interests pursued by a data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject

All the listed conditions require an Appropriate Policy Document to be in place, which sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. Our Appropriate Policy document provides further information about this processing and supplements this privacy notice.

Withdrawing your consent

You have the right to withdraw your consent from participating in the scheme or service at any time. Withdrawing your consent will not affect any services or benefits you receive as a tenant of the council. However, it may mean you will not be able to participate in the incentives offered as part of the Travel Plan. Please contact us.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be retained for the 5-year Travel Plan monitoring period. After this, your information will be deleted or archived. For the purposes of administering the prize draw, your information will be deleted once the data controller, Civic Engineers Limited, has contacted the winner and awarded the prize.

Who we can share your data with

We share your data with agencies shown below as follows:

  • Civic Engineers Limited
  • WYCA
  • Woodrup Cycles

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject
  • for the purposes of security and prevention of fraud and other criminal activity
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision making, including profiling.

Your rights 

The following rights under data protection law are available under the UK GDPR:

  • the right to access: you can ask for copies of your personal data
  • the right to rectification: you can ask us to rectify inaccurate personal data and to complete incomplete personal data
  • the right to erasure (where you can ask us to erase your personal data)
  • the right to restrict processing: you can ask us to restrict the processing of your personal data
  • the right to data portability (where you can ask that we transfer your personal data to another organisation or to you)
  • the right to object to processing (where you can object to the processing of your personal data)
  • the right to complain to a supervisory authority: you can complain about our processing of your personal data

All data rights apply where we process your information based on your consent.

Where we process your data under public task, the following data rights do not apply: the right to erasure, the right to portability and the right to withdraw consent.

Where a third party or another data controller processes your data under legitimate interest, the following data rights will not apply: the right to data portability and the right to withdraw consent.

These rights are subject to certain limitations and exceptions. You can learn more about your rights at your rights and how to exercise them, and the Information Commissioner's Office website.

You may exercise any of the above rights in relation to your personal data by writing to us, using our contact details.

When your data gets sent to other countries

The information you provide will not be transferred to another country outside of the UK.

Contact us

Any queries in relation to this Privacy Notice should be forwarded to:

Name: Council housing growth team 

Phone: 0113 378 2815
Email: councilhousenewbuild@leeds.gov.uk

Data Protection Officer

Aaron Linden
Head of Information Management and Governance, Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB

DPO@leeds.gov.uk 

View the council's privacy notice.

Complaints

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance.

Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy. Find out how to submit a complaint.

If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 13 October 2025.