Privacy Policy
(updated August 2026)
Purpose of this Notice
This Privacy Notice explains how Alpaca Communications (“we”, “us”, “our”) collects, uses, and stores personal data through our websites, email communications, consultation activities, and interactive feedback tools.
Where we manage consultation or engagement activities for a client, the relevant client is the data controller, and Alpaca Communications processes personal data on its behalf. The relevant client will be identified on the project website or consultation materials.
Where you contact Alpaca Communications about our own business or services, Alpaca Communications is the data controller.
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation and the Data Protection Act 2018.
What Information We Collect
We may collect and process:
Your name and contact details, such as your email address, telephone number, or postal address.
Information you provide through consultation responses, surveys, interactive feedback maps, website forms, or emails.
The location of any marker you choose to place on an interactive feedback map.
Voluntary demographic or interest-based information provided through surveys or consultation responses.
Technical information collected through your use of our websites, such as your IP address, browser type, device information, and browsing activity.
You can browse our websites without actively providing your name or contact details, although some technical information may be collected automatically.
Comments, map markers, and contact details submitted through an interactive feedback map will not be displayed publicly.
How We Use Your Personal Data
We may use your personal data:
To receive, manage, and analyse consultation responses and feedback.
To respond to enquiries and communicate with you about a project.
To provide project updates where you have requested them.
To understand community views and identify recurring issues and themes.
To support the preparation and development of planning applications and associated consultation materials.
To maintain, administer, and improve our websites and engagement processes.
To comply with applicable legal or regulatory requirements.
Consultation responses may be categorised using thematic coding against a defined framework of issues and themes. This process does not involve artificial intelligence or automated decision-making.
Only anonymised or aggregated consultation findings will be included in planning application documents, reports, or other public-facing materials.
Our Lawful Bases for Processing
Where we process consultation responses, map submissions, and enquiries on behalf of a client, the lawful basis will normally be the client’s legitimate interests in developing its project, understanding community views, responding to enquiries, and preparing or supporting a planning application.
Where you ask to receive project updates, we will rely on your consent. You may withdraw this consent at any time.
We may also process or disclose personal data where this is necessary to comply with a legal obligation.
How Your Information Is Managed
Information submitted through a project website or interactive feedback map is received and managed by Alpaca Communications on behalf of the relevant client using our proprietary hERD Insights platform.
Personal data will not be disclosed to other third parties unless required by law or a regulatory authority. Anonymised or aggregated information may be shared with the relevant client, project advisers, stakeholders, or other parties for the purposes of understanding consultation findings, informing the project, and preparing application documents and reports.
The databases and backups used to manage consultation information are hosted in the United Kingdom. Personal data may be accessed from outside the United Kingdom where this is necessary to manage the relevant project. Where this occurs, appropriate safeguards will be applied in accordance with data protection law.
Data Retention
Personal data collected in connection with a project will normally be retained for the duration of the relevant engagement and planning process and for 18 months after that process has concluded. It will then be securely deleted or irreversibly anonymised, unless it must be retained for longer to meet a legal or regulatory requirement.
Anonymised information may be retained for research, reporting, and service development because it no longer identifies an individual.
Your Rights Under GDPR
Depending on the circumstances and the lawful basis being used, you may have the right to:
Access the personal data held about you.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where lawful.
Object to or request restriction of the processing of your personal data.
Request the transfer of your personal data where applicable.
Withdraw your consent at any time where processing relies on consent.
To exercise any of these rights, email contactus@alpacacommunications.com. Where Alpaca Communications is processing your information on behalf of a client, we will coordinate your request with the relevant client as data controller.
You also have the right to raise a concern with the Information Commissioner’s Office at https://ico.org.uk/.
Website Analytics
We may collect technical information and browsing patterns to understand how our websites are used, maintain their security, and improve their performance. Where this information can identify an individual, it will be treated as personal data.
Cookies and Links to Other Websites
Our websites may use cookies and similar technologies. Where required, we will ask for your consent before placing non-essential cookies on your device. You can manage your choices through the cookie settings provided on the relevant website.
Our websites may contain links to external websites. We are not responsible for the privacy practices or content of those websites and encourage you to review their privacy notices separately.
Changes to This Privacy Notice
We may update this Privacy Notice to reflect changes to our services, processing activities, or legal obligations. Any updated version will be published on our website with the date it was last revised.
Contact Us
If you have any questions or concerns about this Privacy Notice or your data, please contact:
Alpaca Communications
1 Triton Square
London
NW1 3DX
Email:contactus@alpacacommunications.com