Privacy Policy

Effective Date: 12 September 2025
Company Name: Coalface Engagement Ltd
Company Registration: 11741464
Registered Office: Prebend House, 72 London Road, Leicester, England, LE2 0QR
Email: office@coalfaceengagement.co.uk

1. Introduction
Coalface Engagement Ltd (“Coalface”, “we”, “us”) provides planning consultation, engagement and political advisory services led only by senior practitioners. This policy explains how we collect, use and protect personal data when delivering our work, operating our website or working with clients, stakeholders and partners.

We comply with the UK General Data Protection Regulation and the Data Protection Act 2018.

2. Data we collect
We collect and process the following categories of personal data:

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• Contact information: names, roles, telephone numbers, email addresses

• Consultation and engagement data: written submissions, survey responses, event attendance

• Stakeholder information: publicly available details relating to elected Members, officers, community groups or organisations relevant to a project

• Client-provided information: documents, distribution lists and engagement materials supplied to us under contract

• Website data: IP addresses, browser type, device information and cookie identifiers

• Professional correspondence: emails, meeting notes and briefings

• AI inputs: any material voluntarily provided by clients for analysis or synthesis using approved internal AI tools

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Coalface does not collect special category data unless a project requires it and the client has established a lawful basis to do so.

3. How we use personal data

We process data in order to:

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• Deliver consultation, engagement and political advisory services

• Analyse consultation responses and prepare reports or summaries

• Communicate with clients, stakeholders and participants

• Manage events, briefings and engagement activities

• Provide political and planning insight to clients

• Maintain internal records and project management systems

• Improve our website and digital experience

• Operate approved internal AI tools for synthesis, analysis and drafting

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We do not use personal data for automated decision-making.

4. Lawful bases for processing
We rely on one or more of the following:

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• Legitimate interests: delivering professional services, engaging with stakeholders, ensuring project quality and accountability

• Contract: processing required to deliver contracted services

• Consent: where someone voluntarily submits information to take part in an engagement exercise

• Legal obligation: where planning regulations or audit requirements apply

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5. Sharing of data
We do not sell personal data.

We may share data with:

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• Clients who commission work and have a lawful basis to receive stakeholder information

• Subcontractors or senior associates engaged by Coalface to deliver specific elements of the work

• Service providers such as secure email, cloud storage or survey tools

• Regulators or public bodies if required by law

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All subcontractors and suppliers operate under confidentiality and data-processing obligations.

6. AI tools
Coalface uses internal, controlled AI tools to support evidence synthesis, drafting and analysis.

We do not input personal data into consumer AI platforms or any system not governed by strict confidentiality and data-processing controls.

7. Data retention
Coalface retains data only for as long as necessary for the purpose collected.

Recommended retention schedule (applies unless a client contract specifies otherwise):

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• Consultation datasets: up to 24 months after project completion

• Client correspondence: up to 24 months

• Reports, briefings and deliverables: up to 6 years for audit and reference

• Financial records: 6 years

• Website analytics and cookie data: maximum 14 months

 

Personal data is then securely deleted or anonymised.

8. Your rights

You may request:

• Access to your personal data

• Correction of inaccurate data

• Erasure where legally appropriate

• Restriction of processing

• Portability (where applicable)

• Objection to processing carried out on legitimate interests

Requests can be made to: privacy@coalfaceengagement.co.uk

9. Security
We use secure cloud storage, access controls and encryption to protect all data. Only senior practitioners and authorised associates may access project data.

10. Contact
Coalface Engagement Ltd
Prebend House, 72 London Road, Leicester, LE2 0QR
Company number: 11741464
Email: privacy@coalfaceengagement.co.uk