Privacy Policy

An important notice regarding your privacy

Please read this notice carefully

Gravis Planning Limited is committed to protecting and respecting your privacy. Our Privacy Policy aims to provide you with information on how we collect, use and store your personal data.

For the purposes of Data Protection, Gravis Planning is the ‘controller’ of the information you provide us.

How we collect your personal data:

Information you provide:

  • Verbally – In person or over the telephone
  • Completion of forms - such as, our client acceptance and feedback forms
  • Written correspondence sent to us via post or email

Information we receive from other sources:

We may receive information about you from third parties (for example sub-contractors, public records and credit reference agencies).

Personal data you provide us with:

This may include:

  • Name
  • Postal address
  • Contact telephone number
  • Email address
  • Billing address

How we use your personal data:

  • to create a job on our internal system
  • to provide a fee proposal relevant to your consultancy requirements
  • to submit applications on your behalf but only with your prior consent
  • to make suggestions and recommendations to you
  • to approach relevant third parties such as Local MLA’s and sub-contractors in line with our agreed role

Lawful basis for processing personal data:

We use your personal data for contractual purposes and this can also include preliminary consultancy services before a formal contract is agreed.

Who we share your informationwith:

Provided we have obtained the necessary consent(s), we may share your information with selected third parties to help us fulfil our services. The parties could include:

  • Printing Companies
  • Contamination Consultancies
  • Ecological
  • Ground Water Expert
  • Drainage and Flood Experts
  • Archaeologists
  • Landscape Architects
  • Public Bodies
  • Architects
  • Tree Surgeon
  • Transport Consultancies
  • Noise Consultancies
  • Legal Representatives
  • Mailing Services

We limit the use of personal data to those who have a genuine professional need to know it. Our Staff are aware of the need to protect your personal data.

Public consultations

Occasionally we may hold public consultations in relation to projects we are working on and this will include collecting feedback from members of the public. Every member of the public will have the option of remaining anonymous.

Any personal data that is collected with is dealt with under the same strict data protection regulations that we use for our current clients.


Any events we hold may involve invitations or flyers being sent to our clients. We will use the contact details that were provided to us but it is the right of our client to opt out of us using their details for this reason. If you would prefer not be contacted in the future please contact us directly to let us know and we can make a note on our system.

Where we store your personal data:

We hold both soft and hard copies of your personal data.

Soft Copies:

Your information is stored on a secure company server with restricted access. This server is accessible only by authorised personnel and managed by our appointed IT Consultancy. We have security measures in place to prevent any data breaches but should a breach occur our IT representative would quickly raise the issue and appropriate actions would be taken.

Hard Copies:

Once we have received your information, we will operate strict internal procedures to try to prevent unauthorised access.

Copies of project folders are stored in one of two locations:

  • on the company premises
  • or our secure offsite unit, only accessible by authorised personnel

How long we hold your data:

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).

Our current destruction policies are:

Hard copy folders are to be destroyed 5 years after archiving.

Soft copy folders will remain on our secure company server for a 25 year period. (These are retained for a more lengthy term to facilitate any legal issues that could develop regarding a client’s land).

Your rights to your personal information

To be Informed:

You have the right to be given information about how their data is being processed and why.


You have the right to request a copy of the personal data we hold on you. The request can be made via telephone, post or email; we would aim to respond to this request within 30days.


If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated.


You have the right to have your personal data deleted if it is no longer necessary for the purposes for which it was collected and no overriding legitimate interest is evident.


You have the right to request that we restrict further processing of your personal data. For example if you have contested the accuracy of the data.


You have the right to request that your personal data is provided to you, or to another controller. To exercise this right you can contact us using the details provided below and we will arrange for a transferable copy of your personal data.


It is your right to ask us not to process your data for marketing purposes. We will also inform you and obtain consent if we intend to use your data for such purposes.

If you require any information regarding your rights please contact the office directly.

How to contact us

Should you wish to contact us regarding how we use the information, you can do so by telephone 028 90 425222, email or post, Pavilions Office Park, Kinnegar Drive, Holywood, BT18 9QJ.

On occasion we will update our Privacy Policy. The current version can be displayed on our website by visiting

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