Last updated: April 2026
\nThis Privacy Notice explains how TerraQuest Solutions Limited and PortalPlanQuest Limited process personal data when you use the Interactive House AI Chatbot.
\n\n\n\n\n\n\n\n\n\n\n\n\n","name":"Content","images":[],"links":[],"modular_content":[{"id":"83fc5470-55d4-5f79-a1fb-3b9e474af793","system":{"codename":"n55ede8ea_99d2_012c_b6a2_5ddb2df0de95","type":"expandable_content"},"elements":{"title":{"value":"1. Important information and who we are"},"content":{"value":"TerraQuest Solutions Limited (Company number 04653583, ICO registration Z8501008) and PortalPlanQuest Limited (Company number 09400439, ICO registration ZA154733) are joint controllers responsible for personal data processed through the Interactive House AI Chatbot.
\nDecisions about the purposes and means of processing chatbot data are made through a shared governance structure on behalf of both organisations.
\n1.2 In brief
\nData Protection Office: Mr David Bellamy
\nEmail: data.protection@terraquest.co.uk
\nPostal address: Sixth Floor Suite, 31 Temple Street, Birmingham, United Kingdom, B2 5DB
\nTelephone: +44(0) 121 234 1300
\nYou have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk
\nYou may exercise your data protection rights against either TerraQuest or PortalPlanQuest, and we will ensure your request is handled by the appropriate team. The essence of our joint-controller arrangement is available on request.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"9f2aac9f-816d-5494-b2ca-34e1a094b373","system":{"codename":"n66dd156e_0af7_0168_5373_8488f676a759","type":"expandable_content"},"elements":{"title":{"value":"3. About the Interactive House AI Chatbot"},"content":{"value":"The Interactive House AI Chatbot is a public-facing digital tool that provides general planning and building-control guidance for England.
\nThe chatbot:
\nWe design the chatbot to work without personal data and strongly encourage you not to include any personal data or confidential business data when interacting with the chatbot.
\nWhen you use the chatbot, we may collect:
\nInformation you provide:
\nTechnical data:
\nThe chatbot is designed to function without requiring detailed personal information. We strongly encourage users not to include unnecessary or sensitive personal data (for example, health information, financial details, or information about other identifiable individuals).
\nChildren’s data:
\nWe process the data you provide through your inputs to the chatbot to:
\n//backgroundcolor:#075BA1$row \n//color:white$row \nPurpose \n | Type of data | Lawful basis |
//backgroundcolor:#E9EEF2$row \nProvide chatbot responses and maintain in-session context \n | Chat messages; session/thread context | Legitimate interests (UK GDPR Art. 6(1)(f)) |
| Protect the service (compliance, security, abuse prevention, and incident investigation) | IP address, technical logs, interaction metadata | Legitimate interests (security) and, where applicable, legal obligations |
| Monitor quality/safety and improve performance (evaluation, analytics) | Chat logs (pseudonymised/anonymised where feasible); feedback | Legitimate interests (service improvement and safe operation) |
We rely primarily on Article 6(1)(f) UK GDPR (legitimate interests) to provide accessible digital planning guidance, keep the chatbot secure, and improve how it works. A Legitimate Interests Assessment has been completed as part of our Data Protection Impact Assessment (DPIA). We are satisfied that the legitimate interests of providing accessible planning guidance in a secure and compliant way, and refining and improving that service delivery over time, coupled with the safeguards identified in this notice, outweigh any risk of adverse impact resulting from misuse of this system. Nevertheless, you have the right to object to this processing, where it involves your personal data.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"79b9469a-b368-5895-9e6f-5edaa4214867","system":{"codename":"n23ee6dd4_bdd1_01cc_abd0_2a07e0ea6dee","type":"expandable_content"},"elements":{"title":{"value":"7. AI processing and model improvement"},"content":{"value":"The chatbot uses AI to generate responses to user questions. A limited sample of interactions may be reviewed for quality assurance, safety, and to improve response accuracy, using anonymised or pseudonymised data where feasible.
\nChatbot interaction data is not used to train external foundation models operated by Microsoft or other third parties.
\nAccess to interaction data is restricted to personnel authorised by us as controllers, under role‑based access controls and internal AI governance arrangements.
\n7.2 Limitations of AI-generated responses
\nThe chatbot generates responses based on patterns in data and pre-configured guidance. While we take steps to ensure accuracy, responses may be incomplete, simplified, or out of date.
\nUsers should not rely solely on chatbot outputs when making decisions and should always check authoritative sources or seek professional advice where appropriate.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"372c5288-412f-5aef-876c-11cb18c1f1bf","system":{"codename":"ff3793ad_cb0b_014e_aaa2_ca3401acbcb3","type":"expandable_content"},"elements":{"title":{"value":"8. Sharing of personal data"},"content":{"value":"We use trusted service providers (processors) to operate and secure the chatbot. They process personal data only on our instructions and under contract.
\nChatbot data may be processed by trusted third-party service providers acting under contract, including:
\nWe do not sell chatbot interaction data or allow processors to use it for their own independent purposes.
\nAll third parties are contractually required to process personal data in accordance with UK GDPR and our instructions.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"52bbaff6-fab8-5020-b599-0a9c03732f57","system":{"codename":"n78be7046_f318_0170_b61a_f5ac9748e83f","type":"expandable_content"},"elements":{"title":{"value":"9. International transfers"},"content":{"value":"We do not currently store or process chatbot personal data outside the United Kingdom. If international transfers become necessary, appropriate safeguards will be implemented in accordance with UK GDPR, including approved contractual safeguards or applicable adequacy mechanisms. Where Microsoft enterprise services are used, processing occurs under our established contractual arrangements and approved transfer safeguards.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"5ee600ed-a017-5783-b934-ba4799f4a5cf","system":{"codename":"n6eaee8b9_7bc7_014e_f82c_d8dca1953c93","type":"expandable_content"},"elements":{"title":{"value":"10. Data retention"},"content":{"value":"We retain chatbot interaction data and logs only for as long as necessary for the purposes set out in this notice, including safety monitoring, service improvement, and security.
\nIn each case, if during the retention periods identified above, an issue is raised which requires further investigation, data which is relevant or otherwise necessary for the purposes of that investigation will be retained until such time as the investigation is concluded. In cases where legal proceedings result, or are likely to result, that retention period might be for in excess of 6 years, but the necessity for ongoing retention will be kept under regular review.
\nWhere chatbot data has been anonymised so that it can no longer be linked to an identifiable individual, it may not be possible to retrieve specific interaction records in response to a subject access or erasure request.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"ef0c3135-c025-506a-bb54-f2dfe1e41b4e","system":{"codename":"f36ee49a_e26e_01b3_35c1_617bc913bc09","type":"expandable_content"},"elements":{"title":{"value":"11. Data security"},"content":{"value":"We implement appropriate technical and organisational measures to protect chatbot data, including encryption in transit, role‑based access controls, network monitoring and threat protection, secure cloud hosting within our managed Azure environment, and AI governance oversight and validation.
\nWe maintain procedures to respond to suspected personal data breaches and will notify individuals and regulators where legally required.
\nChatbot interaction data is typically retained for a limited period in line with operational and security needs, after which it is deleted or anonymised in accordance with our retention schedule.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"21801723-54a8-56ac-90cf-cb44c706544f","system":{"codename":"n58edbf94_ac09_01f8_24c2_e9c3ad34bcbc","type":"expandable_content"},"elements":{"title":{"value":"12. Your legal rights"},"content":{"value":"Under UK GDPR, you have the right to:
\nTo exercise your rights, please contact our Data Protection Officer using the details above.
\nYou also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk
\nBecause this is an anonymous service, we may ask you to provide details that help us locate the relevant interaction (e.g., date/time and the text you submitted), unless the data has already been anonymised. Where the chatbot has been used in accordance with our guidance and recommendations, it is in any case likely that your interactions will not have included any personal data which might be relevant to the exercise of the above rights, in which case we will be unable to assist you.
","name":"Content","images":[],"links":[],"modular_content":[]}}},{"id":"f8e820f0-65c2-5784-ad82-80d4702aab6b","system":{"codename":"n9514a77e_048e_01c8_4fc0_d64bbdb39425","type":"expandable_content"},"elements":{"title":{"value":"13. Transparency before use"},"content":{"value":"Before interacting with the chatbot, users are informed that:
\nThis Privacy Notice applies to chatbot usage. For information about how we (TerraQuest or PortalPlanQuest) handle personal data provided to us more generally, please see our general Privacy Notice: View the Privacy Notice.
","name":"Content","images":[],"links":[{"codename":"terms_and_conditions___privacy_policy","type":"content_page","url_slug":"privacy-notice","link_id":"4263a17c-85c6-4af4-832e-8b1b724edfc1"}],"modular_content":[]}}}]},"side_video":{"value":[]},"move_side_links_to_bottom":{"value":[]},"side_links":{"value":[]},"side_cta_cards":{"value":[]},"disclaimer":{"value":[]},"show_advert":{"value":[]}}}},"pageContext":{"codename":"ai_privacy_notice","system_id":"a59d2fd8-9639-4e74-baf1-6aca5e9b1fca","pagePath":"/services/terms-and-disclaimer/ai-privacy-notice","slug":"ai-privacy-notice","description":"AI privacy notice outlining the use of AI chatbot in Planning Portal's Interactive House","keywords":"privacy notice, terms and conditions, disclaimer, ai chatbot, ai privacy notice","banner_image":"https://assets-eu-01.kc-usercontent.com:443/72ce5b4b-3d0f-017b-08ae-53de098370ee/b7c783a4-2063-48b0-9b36-04f5a8466682/PPhero-AdobeStock_339877598.png","banner_horizontal_focus":"","banner_vertical_focus":"","banner_zoom_factor":0,"site":"england","redirect":false,"id":"a46664c4-e2be-545f-84d2-1530f6f780da","relatedPageMap":[["terms_and_conditions___privacy_policy","/services/terms-and-disclaimer/privacy-notice"]]}}, "staticQueryHashes": ["1452221518","1924254224","2842779505","3396401292","3847401926","3973176029","4248514572","4275523859","72651123","828435016"]}