Privacy notice

AnnexeCert (“AnnexeCert”, “we”, “us”) provides a managed service preparing and submitting lawful development certificate applications for garden annexes. We are the data controller for the personal information described in this notice.

Questions about this notice, or about the information we hold on you, should go to planning@annexecert.co.uk.

We collect only what the work requires, and only from you or from people you tell us about.

From the eligibility assessment

Your name, email address and telephone number; the address, postcode and local planning authority of the property; your answers about ownership, the proposed position, the land, the intended occupants and their relationship to your household; the type of unit and its manufacturer; and anything you write in the notes field.

From the contact and manufacturer forms

Your name, email address, telephone number, company name where given, and the content of your message.

If you instruct us

The documents needed to prepare the application: title plans and deeds, photographs of the property, occupation declarations from members of your household, correspondence with you and with the local planning authority, and the application pack itself.

If you use the client area

Your email address and an authentication record. We never see or store your password; sign-in is handled by our authentication provider.

We do not ask for special category data. Where a proposal is driven by a family member’s care needs you may choose to tell us, in which case we record only what is necessary to describe the household arrangement in the application.

Where you have asked us to assess a proposal or to act for you, we process your information to take steps at your request and to perform our contract with you. That covers assessing eligibility, preparing the application, corresponding with the local planning authority, and keeping you informed.

Where you have written to us with a question, we process your information in our legitimate interest in answering enquiries about our service. We use it to reply and for no other purpose.

We keep records of applications we have submitted, and of the advice we have given, in our legitimate interest in maintaining a professional file — and, where a legal or regulatory obligation applies, because we are required to.

We do not use your information for automated decision-making. An eligibility submission generates an indicative internal result to help our reviewer, but no view is given to you and no case is progressed on that result alone. A person reads every assessment.

We share personal information only where the work requires it.

• The local planning authority, when we submit an application on your behalf. Planning applications are public documents and the authority will publish parts of what is submitted on its planning register.
• Your annexe manufacturer or supplier, where you have asked us to obtain technical evidence from them. We tell them what we need about the unit; we do not send them your household details.
• Our service providers, who host the application, store its documents, and send our email. They act on our instructions and may not use your information for their own purposes.
• Professional advisers or authorities, where we are required by law to disclose something.

We do not sell personal information, we do not share it for advertising, and we do not pass your details to manufacturers or suppliers as leads.

Case records and documents are held in a managed database and file store operated by our hosting providers. Access is restricted to those who need it to do the work, and every case record is scoped so that it can only be reached by our own team.

Some providers process data outside the United Kingdom. Where that happens we rely on appropriate safeguards for the transfer, such as the UK addendum to the standard contractual clauses or an adequacy decision covering the country concerned.

Enquiries that do not become instructions are kept for up to twelve months, so that we can pick up the thread if you come back to us, and are then deleted.

Where we have acted for you, we keep the case file for six years from the conclusion of the matter. A certificate is a document people rely on years later, and being able to evidence what was submitted and why is part of the service.

You can ask us to delete your information sooner. We will do so unless we are required to keep it, and we will tell you if that is the case.

These public pages set no cookies. There is no analytics on this website, no advertising pixel and no third-party tracking script of any kind, which is why you are not being asked to consent to any.

If you sign in to the client area, an authentication cookie is set so that you stay signed in while you use it. It is strictly necessary for that purpose and is removed when you sign out.

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct anything that is inaccurate or incomplete;
• ask us to delete it, where we have no continuing reason to hold it;
• ask us to restrict how we use it while a question about it is resolved;
• object to our use of it where we rely on legitimate interests;
• ask us to transfer it to you or to someone else in a portable form; and
• withdraw consent, where we relied on consent for something.

Write to planning@annexecert.co.uk and we will respond within one month. There is no charge.

If you are not satisfied with how we have handled a request, you can complain to the Information Commissioner’s Office at ico.org.uk. We would rather you raised it with us first so that we have a chance to put it right.

We update this notice when what we do with information changes. The date it was last updated is shown alongside the contents. Where a change is significant and we hold your details, we will tell you directly rather than relying on you to check.