GDPR Data processing modelGeographic Information Systems (GIS) and Cadastral/Urban Planning Data Management by Local Authorities

PublicLocal Authorities

Processing of cadastral, urban planning, infrastructure, sanitation, taxation, and environmental data by local authorities for purposes of territorial management, public services, and regulatory compliance.

Purposes (9)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Territorial economy and taxation

Public interest

Art. 6(1)(e) UK GDPR (public task); Taxation functions fall under statutory duties of local authorities.

Urban planning management

Public interest

Art. 6(1)(e); Planning and land-use management are statutory local authority functions under the Town and Country Planning Act 1990.

Building management

Public interest

Art. 6(1)(e); For combating substandard housing, supported by statutory housing powers (Housing Act 2004).

Territorial development management

Public interest

Legal basis: Art. 6(1)(e); Management of transport, energy, and infrastructure is a public task. Where personal location or subscriber data are included, use must remain proportionate and strictly necessary.

Natural sites management

Public interest

Art. 6(1)(e); Environmental and land management obligations (Environmental Protection Act 1990).

Communication and tourism

Public interest

Art. 6(1)(e); Publication of tourist information is a public interest function. Where contact details are published, transparency and necessity must be ensured (see ICO Publishing information about individuals)

Sanitation management

Public interest

Art. 6(1)(e); Linked to statutory duties on sanitation and public health.

Health risk management & pollution control

Public interest

Art. 6(1)(e) + Art. 9(2)(g) (substantial public interest); supported by DPA 2018 Sch. 1 para. 6 (statutory/public health).

Population assistance

Public interest

Art. 6(1)(e); For vulnerable groups and emergencies, Art. 9(2)(g) applies with DPA 2018 Sch. 1 para. 6, 18 (public health, safeguarding).

Data categories (10)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Planning offence file

Data details

Date of proceedingsoptionalsensitive data

Nature and amount of measures orderedrequiredsensitive data

object of the infraction notedrequiredsensitive data

Nature of workrequired

Land identificationrequired

Last name, first name and address of offenderrequiredsensitive data

Last name, first name and address of complainantrequiredsensitive data

Data conservation rules

Active base:

5 years after closure of proceedings.

Intermediate archiving:

up to 10 years where appeals may arise.

Destruction

Declarations of intent to sell / property data

Data details

Domain Noticesrequired

selling pricerequired

Existence of real and personal rightsrequired

Property use and occupancyrequired

property designationrequired

arearequired

Land addressrequired

Last name, first name and address of requesterrequired

Data conservation rules

Active base:

until transaction completed + 6 years (Limitation Act 1980).

Intermediate archiving:

up to 12 years for land/contractual records.

Destruction

Wastewater systems / sanitation data

Data details

plot illustrationoptional

Cadastral referencesrequired

Surfacerequired

Use and occupation of the propertyrequired

Housing assignmentrequired

building categoryrequired

Year of constructionrequired

Occupant's first and last namerequired

Last name, first name and address of building ownerrequired

Building addressrequired

Data conservation rules

Active base:

lifecycle of installation + 2 years.

Intermediate archiving:

up to 10 years (public health record-keeping).

Destruction

Household waste charges

Data details

Collection bin volume and liftrequired

Number and ages of occupants per dwellingrequired

Name and surname of occupantsrequired

Data conservation rules

Active base:

financial year + 6 years

Local Authority Accounts rules

Intermediate archiving:

10 years max.

Destruction

Road permits

Data details

First and last name of beneficiaryrequired

Objectrequired

Data conservation rules

Active base:

Duration of permit validity + 6 years.

Intermediate archiving:

12 years for planning litigation.

Destruction

planning file

Data details

Administrative or criminal litigation fileoptional

Notary's opinionrequired

Planning tax amountrequired

surface detailrequired

change of destinationoptional

Nature of workrequired

Coefficient of land userequired

arearequired

Land addressrequired

cadastral locationrequired

Last name, first name and address of notaryrequired

Last name, first name and address of the architectrequired

Last name, first name and address of requesterrequired

Data conservation rules

Active base:

duration of permit validity + 6 years.

Intermediate archiving:

12 years for planning litigation.

Destruction

Non-built properties

Data details

taxed incomeoptional

Year of return to taxationoptional

Fraction of exempt incomeoptional

Percentage appliedoptional

Nature of exemptionoptional

cadastral incomerequired

Surfacerequired

Nature and sub-nature of culturerequired

Land book referencerequired

Cadastral referencesrequired

Data conservation rules

Active base:

for taxation cycle + 6 years.

Intermediate archiving:

up to 12 years for land/property disputes.

Destruction

Alerting the population (includes health data)

Data details

Name and capacity of the third party who made the entry in the registerrequired

Emergency contact detailsrequired

Means of evacuation and transportrequired

Mobility and personal skillsrequiredsensitive data

Petrequired

Housing featurerequired

Emailrequired

Telephone numberrequired

Children's birth datesrequired

Number of childrenrequired

Names, first names and dates of birth of occupantsrequired

Data conservation rules

Active base:

until risk or alert ends.

Intermediate archiving:

2–5 years max.

Destruction

Owners and operators

Data details

Name or company nameoptional

Property rights and dismembermentrequired

Personal physical addressrequired

Qualityrequired

Date and place of birthrequired

Name and surnamerequired

Data conservation rules

Active base:

for taxation cycle + 6 years.

Intermediate archiving:

up to 12 years for land/property disputes.

Destruction

Built properties

Data details

Tax or fee on the removal of household wasterequired

tax baserequired

Description of temporary exemptionsrequired

Coefficient of maintenance, location and elevatorrequired

Housing characteristics (living area, number of habitable rooms and number of occupants)required

Nature of permanent exemptionsoptional

cadastral incomerequired

housing categoryrequired

Housing assignmentrequired

construction yearrequired

cadastral referencerequired

Data conservation rules

Active base:

for taxation cycle + 6 years.

Intermediate archiving:

up to 12 years for land/property disputes.

Destruction

Data subject (3)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Professionals
Service users
Citizens

Created at:07/08/2023

Updated on:08/01/2025

Nb using:5

GDPR Data processing modelGeographic Information Systems (GIS) and Cadastral/Urban Planning Data Management by Local Authorities

Purposes (9)

Data categories (10)

Planning offence file

Declarations of intent to sell / property data

Wastewater systems / sanitation data

Household waste charges

Road permits

planning file

Non-built properties

Alerting the population (includes health data)

Owners and operators

Built properties

Data subject (3)

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