When planning a property development, Land Securities Properties Limited (whether in its own right or in its capacity as agent for a specific developer) (“Landsec”) is generally required to engage with the local community so that people can have their say over our development plans. We may also choose to engage in community engagement and sustainability programmes where we believe this is for the public benefit. This privacy notice explains how Landsec will use your personal information if you choose to take part in a community engagement or public consultation activity relating to one of our developments.

Your involvement could be, for example as:

• a participant in a community engagement workshop or event, or as someone who takes part in an online consultation.
• a member of a group such as a civic society, community group or local charity,
• a local MP, councillor or other community representative.
• as someone who registers interest in the future scheme either in person or online

Several parties may be involved in a development consultation process. This notice only relates to the collection of personal information by Landsec. Any other organisations involved should have their own privacy notices.

What information do we collect?

If you take part in our consultation exercise, Landsec may collect and use the following types of information about you:

• Your name, title, age, and gender.
• Contact information such as your postcode, email address or telephone number.
• Professional details such as your job title and the name of your business or organisation.
• Your social media username/handle if you interact with us using social media.
• Photograph or video images.
• Information about your dietary or access requirements if you are attending an event.
• Information about your views and opinions regarding the development the consultation is about.
• We may also ask for data on ethnicity to ensure we are reaching a wide demographic range and fulfilling the D+I requirements set out by both local authorities and Landsec.

We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. This aggregated data could be derived from your personal information but will not directly or indirectly reveal your identity.

How do we collect information about you?

We use various methods to collect your personal information these include:

• Directly from you – for example where you fill in a form or survey or where you engage with us by phone, email, online via Commonplace or in person
• From a third party or publicly available source - for example information provided by local civic groups, community groups or local charities, or obtained from the Land Registry. We sometimes obtain information from third-party websites such as Commonplace or similar.

How we use your personal information

We may use your personal information:

• To keep you updated, on the development.
• To use your feedback to help us inform the designs for a scheme to ensure they respond to local needs
• As part of the statutory process relating to planning applications and planning consents. We will usually use anonymised information for this.
• To share exciting news about upcoming projects and our work in new or existing assets, for example posting photos and videos on our social media channels.
• To support Landsec’s business interests, including investment, strategy development, decision-making and to understand who may use the development to ensure it is relevant and accessible for everyone.
• To take into account the views of a representative cross-section of the community.
• To comply with our legal obligations, for example to cooperate with regulators and law enforcement bodies and in some cases to publish consultation responses.
• We may also use personal information to monitor and improve the products and services we offer.

What is our legal basis for collecting your personal information?

We may collect your personal information on the following legal bases:

• Legal obligation - to comply with our legal obligations, for example health and safety rules.
• Legitimate interests - for example for the purposes set out in the ‘How we use your personal information’ section above. :
• Consent – we are most likely to ask for consent in the context of image or audio capture, for example where we ask for a parent or guardian’s consent to a child below the age of 16. We may also ask for your consent if we want to collect any particularly sensitive information, for example about ethnicity for inclusion and diversity purposes.
• If you provide your consent, you are always free to withdraw it using the details below. However, if you have consented to photo or video capture, we cannot guarantee the deletion of images once they have been published., whether electronically or in other formats.

We may have other legal bases for collecting personal information – please contact us using the details below if you want to know more about this.

Do we share your personal information with anyone else?

We may share your personal information with organisations including:

• Other companies within Landsec’s corporate group.
• A party with a valid interest in a proposed development (for example funders or development partners).
• Our auditors, insurers, solicitors and other professional advisors.
• Governmental or regulatory bodies and local authorities who participate in the planning process.
• Business partners and service providers that work with Landsec during the planning process, for example to help us to undertake community engagement or public consultation activity.
• Joint venture partners and other third parties in the context of the sale, transfer or merging of our business or assets.
• Law enforcement agencies, courts, regulators, government authorities or legal representatives when we have a legal or regulatory duty to do so.
• The general public – for example where we publish photos or videos on a Landsec website.

International transfers of your personal information

In some cases we may transfer your personal information outside the UK. If we do this, we always make sure that the information will be subject to appropriate safeguards and will only be used for the purpose it was collected for originally.

The security of your personal information

Landsec has technical and organisational measures in place to make sure your personal information is subject to suitable security and is not shared or used inappropriately.

How long do we keep your personal information for?

We retain your personal information for as long as we need it for the purpose it was collected for. In some cases we are required by law to retain certain information for a particular period, but otherwise our retention periods are set according to business need.

In some cases we keep personal information for longer than usual, for example to manage a complaint or in the context of litigation.

In some cases we will anonymise your personal information for research or statistical purposes. We may hold anonymised information indefinitely.

Your personal information rights.

You have the right to:

• Obtain a copy of your personal information.
• Require Landsec to rectify any inaccurate personal information or to add any information that you think is missing.
• Have personal information about you erased.
• Restrict the processing of your personal information – i.e. to stop Landsec using it.
• Object to the processing of your personal information, for example for direct marketing purposes.
• Have your personal information transferred to another organisation.
• If applicable, not to be subject to an automated decision-making process.

There may be some exemptions from, and limitations to, the rights above, depending on the circumstances. However, it is Landsec’s policy to comply with all information rights requests as fully as we can.

If you want to exercise any of your information rights, please contact us using the details below and we will be in touch to request any further information we need, including proof of ID.

Our Contact Details

If you have any questions about this Privacy Notice, want to know more about how we handle your personal information or want to complain about our use of it, please contact us at:

Land Securities Properties Limited

Address: 100 Victoria Street, London, SW1E 5JL
Email address: datagovernance-compliance@landsec.com

If you are not happy with any aspect of way Landsec collects and uses your personal information, you can complain to the Information Commissioner's Office, the UK regulator for data protection issues. Please see www.ico.org.uk. Please contact us first though and we will always try to resolve any issues you have.

This Privacy Notice was last updated on 02/24