1. Who we are

PlaceBuilder is a website owned by The Future Fox Ltd, which is a company registered in England and Wales. Our mission is to accelerate the development of smart, sustainable, and people-focused places, and we do this by making it easy for anyone to influence planning decisions. 

This PlaceBuilder site is created on behalf of [Customer name], the ”Customer”.

2. Privacy policies

Two Privacy Policies apply to this website and the data collected through it.

Please see [Customer name]’s privacy policy here [insert hyperlink]. The Customers’ Privacy Policy, if not consistent with this Privacy Policy for the data controlled by the Customer, takes precedence over this Privacy Policy, in alignment with the Data Controller’s obligations.

Please continue to read The Future Fox’s Privacy Policy below. This is The Future Fox’s updated Privacy Policy going into effect on 18th September 2023. This Privacy Policy explains what data we might collect, how it's used and how it's protected.

2. Who is responsible for the processing of your personal data?

The Future Fox manages data collection, including personal data, via this website, PlaceBuilder. We handle the storage, processing, and retention of the data. Depending on the context, The Future Fox may act in one of two roles:

  1. Data Controller: For certain data, The Future Fox takes the role of the Data Controller, being primarily responsible for the personal data collected.
  2. Data Processor: When another organisation, or Customer, contracts us to provide a subscription to a PlaceBuilder site, they act as the Data Controller for some of the data collected. In such instances, the  customer designates The Future Fox as the Data Processor to manage the information on their behalf.

The types of data are explained in the next section.

3. The data we collect, why we collect and process it, and what we do with it

3.1 Personal data we collect

Any information related to a person that can be used to identify them directly or indirectly is personal data.

We collect the following personal data on our Customer’s behalf. For this data, the Customer is the Data Controller and The Future Fox is appointed as the Data Processor.


Suggestions and preferences

  • We record the suggestions, comments, survey answers and preferences you make through this website. We analyse this information to understand your preferences and those of the community in relation to the consultation project purpose of the Customer.

Postcode data

  • If you choose to provide it to us, we collect your postcode so we can process the suggestions you provide through our website more effectively, understand spatial trends, and measure whether responses are representative of the population. 

Age group and interest in the project

  • If you choose to provide it to us, we collect your age group and interest in the project, so we can process the suggestions you provide through our website more effectively, understand trends, and measure whether responses are representative of the population.

Other demographic data

  • If you choose to provide it to us, we collect other demographic data like your ethnic group, whether you have any conditions that reduce your ability to carry out day-to-day activities, and your gender identity, so we can measure whether responses are representative of the population, whether our work is reaching all groups in the community and is conducted in accordance with the 2010 Equalities Act. We don’t use this information for any other purpose.

Names and email addresses

  • If you choose to provide them to us, we collect your email address, name and email subscription preferences. 

In addition, we collect website interaction data, for which The Future Fox is the Data Controller.

Website interaction data

  • We capture website interaction data through cookies, UTM codes and event tracking (Google Analytics and Hotjar) only when we get your explicit consent. We do this to understand how to improve website functionality, to improve the effectiveness of our ads and other communications on social media platforms and to provide social media sharing functionality.

3.2 The legal basis for processing your personal data


The legal basis for processing your suggestions and preferences, postcode, age group, interest in the area, and other demographic data if you supply them to us, is legitimate interest.


The legal basis for processing your name and email, if you supply them to us, is your explicit consent.


The legal basis for processing anonymised website interaction data is your explicit consent.


3.3 What we do with your data

Responses to this consultation are analysed by us and will be considered by the Customer. To do this, we will share the data and analyses with the Customer.


We will not use your data for any other purpose.

 

We will not:

  • sell your data to third parties
  • share your data with third parties for marketing purposes

4. Cookies 

Our website will place “cookies” on your computer to help improve your experience when you visit our website, detect spam, improve security and navigate through our web pages. You can delete cookies using your browser settings (these vary depending on which software you are using). We use the following cookies:

4.1 Strictly necessary cookies (always enabled) 

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences or responding to survey answers. These cookies do not store any personally identifiable information.

  • A cookie responsible for the session identifier. This is an anonymous non-tracking cookie that expires at the end of the session or after 24 hours. Its’ only purpose is to generate an anonymous session identifier that allows us to process your data. 
  • Anti-CSRF cookie to prevent attacks. This is a session-only cookie that sends an encrypted identifier between you and our web app. It is an anonymous cookie that expires at the end of the session.  
  • Cfduid cookie to detect malicious visitors and prevent attacks. It uses an anonymised version of your IP address. The cookie is a session-only cookie that expires after 30 days. 
  • We use javascript API cookies to determine your selection of privacy rules. These cookies expire after 12 months.

4.2 Analytical and performance cookies (disabled when you decline our cookie policy)

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of this website. They help us to know which pages are the most and least popular and see how visitors move around the website.  If you do not allow these cookies we will not know when you have visited the website.

  • We use the third-party services Google Analytics and Hotjar to capture data on how you interact with the website. They use HTTP cookies to remember what a user has done on previous pages / interactions with the website. 

We don't use any other cookies, tokens or beacons. We do not store your IP address in any format in our database. 

5. Social media

We use one or more social media pixels or other Javascript enabled trackers on the website (“social media pixel”). Social media pixels are made available to us by the relevant social media platform. They enable us to identify if you landed on our website by clicking on an advert shown to you on the social media platform, or a link that we published on the social media platform. If you do not use social media platforms, the social media pixels are not able to collect data about you.

We use this information to measure the effectiveness of social media adverts for statistical and market research purposes. The data collected in this way is anonymous to us, i.e. we do not see or have access to personal data of individual users or their social media accounts. 

6. Storage of personal data

All our data is stored in the UK for as long as:

  • it's needed for the purposes set out in this privacy notice
  • the law requires us to

The storage period of personal data processed using social media pixels is determined by the relevant social media platforms. 

We will retain your name and email address as long as you are subscribed to our email notification service. You can unsubscribe at any point through the link provided in our emails to you and your name and email address data will be deleted. 

7. Your rights

You have a right of access to any personal data we hold about you, by making a Subject Access Request (SAR) to our contact email below.

You have the right to request:

  • information about how your personal data is processed
  • a copy of any personal data you've given to us
  • that anything inaccurate in your personal data is corrected immediately
  • that any incomplete personal data is completed - you can do this by sending us a 'supplementary statement' that explains what's wrong with the data we've collected
  • that your personal data is deleted if there's no longer a reason for us to hold it
  • that the processing of your personal data is restricted in certain circumstances, for example if we've collected inaccurate information

Find out more about your rights on the Information Commissioner's website.

8. Changes to this Privacy Policy

We may change this privacy notice. In that case, the 'last updated' date at the bottom of this page will change. Any changes to this privacy notice will apply to you and your data as of that date.

We encourage you to review this privacy notice regularly to find out how we are protecting your data.

9. Contacting us 

For questions about this privacy notice or the practices of the website, you can contact: [email protected]

10. Complaints

If you feel we have been unable, or unwilling, to resolve your information rights, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). The ICO are the supervisory authority responsible for data protection in the UK.

For further information, including independent data protection advice and information in relation to your rights, you can contact the Information Commissioner at:

The Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 08456 30 60 60

Website: www.ico.org.uk


You can also report any concerns here: https://ico.org.uk/concerns/handling/

Last updated: 18th September 2023.

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