This privacy notice tells you what we will do with your personal information when you are involved in a community engagement or public consultation activities for one of our developments. Your involvement could be, for example:

• as a participant in a community engagement workshop or event.
• as a stakeholder where you work for a civic group, community group, local charity or similar which are relevant to the development concerned.
• as a stakeholder, such as MPs, councillors etc.

Land Securities Properties Limited  (“we”, “us” or “our”) is the controller of the personal information we collect (unless we specify otherwise).
 
For certain developments, there may be third parties who may operate as Joint Controllers with us or there may be a different entity within our group which is the controller. It is, therefore, important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing your personal information so that you are aware of who is the controller (if different) or joint controllers (if any), how and why we are using your  personal information.
 
The type of personal information we collect
 
We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

• Identity information includes name, title, age, and gender.
• Business information (where you are a stakeholder) includes job title and the name of the business or organisation you represent.
• Some limited information from your social media profile (such as your social media username/handle - this is when you interact with us using social media) 
• Contact information including postcode, email address and telephone numbers.
• Photograph or video of you either on your own or as part of a group.
• Some special category data including ethnicity, dietary requirements or access provisions (dietary requirements or access provisions are usually only collected when you are attending an event so as to ensure your safety and comfort).

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 is your personal information collected

- Directly from you:  you may give us your personal information by filling in forms or surveys (e.g. via a website or hard copy) or by engaging with us by phone, email, in person or otherwise. This includes:

• personal information you provide as a participant in a community engagement or public consultation activity.
• information you have provided to us as a stakeholder where you are a personnel of civic groups, community groups, local charities; or you are a MP, councillor or similar.

- Third parties or publicly available sources: for some developments, we will receive personal information about you from a variety of sources which can include information 

• published by you so that you may be contacted for business purposes (for example where you work for a civic group, community group, local charity or similar which cover or operate in the area of the development concerned; or you are a MP, councillor or similar stakeholder).
• collected by professional service providers such as surveyors commissioned by us for assessing potential impacts.
• provided by local civic groups, community groups, local charities or similar.
• publicly available on Land Registry.
• provided via surveys, forms, feedback and similar, filled on third party websites by you such as Commonplace. Please note we do not control third-party websites and are not responsible for their privacy statements.

How we use your personal information

We have set out below the ways we plan to use your personal information:

• keeping you updated, engaging with you and for receiving your opinions/feedback on the proposed development.
• analysis, planning neighbourhoods, co-design solutions and assessing impacts of the concerned development. 
• statutory consultation, formal planning applications and securing planning consents (although we will use reasonable endeavours to ensure that we anonymise your personal information in planning applications where possible).
• using photos and videos to provide information about and promote the development concerned to different audiences including the public and other stakeholders. Your image may be used in printed media or planning applications produced by us or on our behalf. It may also be used on our social media channels for publicity and promotion of the concerned development (in some instances video footage or quotations may be edited to keep them concise but we will take reasonable endeavours to not change the meaning of what you have said when editing).
• our business interests including investment, strategy development, decision making and understanding who may use the proposed development. 
• ensuring we consider the requirements of a cross-section of the community.
• complying with legal obligations to which we are subject and to cooperate with regulators and law enforcement bodies.

In most cases our legal basis to process your personal information will be one of the following:

• Legal obligation - to comply with our legal obligations, for example health and safety obligations.
• For our legitimate interests of, for example, (i) keeping you updated, engaging with you and for receiving your opinions on the proposed development; (ii) analysis, planning neighbourhoods, co-design solutions and assessing impacts of the concerned development; (iii) statutory consultation and formal planning applications; (iv) providing information about and promoting the concerned development via photos and videos (of persons over 18 years of age) to different audiences including the public, local planning authorities and other stakeholders; (v) our business including investment, strategy development, understanding who may use the proposed development. 
• Consent - We will obtain your consent to collect and use special category data. We will also seek consent from persons with parental responsibility when a child is under 18 years of age for utilising such child’s personal information including photos or videos where the child is clearly and specifically identifiable. If we ask for your consent to process your personal information, you may withdraw your consent at any time by contacting us using the details below.  However, if you ask us to stop using photographs or videos which include you, then please note that although we will stop using your image in any future publications or in any future digital media, we will not be able to remove any copies which have already been published. 

Disclosures Of Your Personal Information
We may share your personal information with the parties set out below for the purposes set out above:

• Other entities in our group (defined as bodies corporate or partnerships controlled (directly or indirectly) by Land Securities Group Plc). 
• A party acquiring an interest in the proposed development
• Our auditors, insurers, solicitors and professional advisors. 
• Governmental or regulatory body, local authorities including those responsible for planning.
• Business partners and service providers including those providing public relations services to us and consultancy companies working with us on undertaking community engagement or public consultation activity.
• Our joint venture partners and third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. 
• Law enforcement agency, court, regulator, government authority, legal representatives when   required to do so by law or for the prevention and detection of crime. 

Published photos or videos are available to anyone who has access to the internet or to the printed materials in which the photo or video features.

International Transfers

In some instances, your personal information may be transferred to, stored, and processed outside the UK. Whenever we transfer your personal information out of the UK, we ensure a similar degree of protection is afforded to it by ensuring that appropriate safeguard, in accordance with applicable data protection legislation, is in place.

How we store your personal information

We have appropriate technical and organisational measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
 
We require our business partners and service providers to respect the security of your personal information  and to maintain appropriate technical and organisational measures to protect it, and to treat it in accordance with the law.

Data retention

We will retain your personal information for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, audit or regulatory requirements.

We may retain your personal information for a longer period in the event of a complaint, to defend or bring any existing or potential legal claims, or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

In some circumstances we will anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your data protection rights

You have rights under data protection laws in relation to your personal information. The rights available to you depend on our reason for processing your information.

You have the right to:

• ask us for copies of your personal information. 
• ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• ask us to erase your personal information in certain circumstances.
• ask us to restrict the processing of your personal information in certain circumstances. 
• object to the processing of your personal information.
• ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

To exercise any of the above rights please contact us using the details provided below. 

We may need to request specific information from you to help us confirm your identity. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will keep you updated.

Please let us know if you want us to update your personal information held with us.

Contact Details
If you have any questions about this privacy notice or our privacy practices or you wish to complain about the use of your personal information, you can contact us at:

Land Securities Properties Limited 

Address: 100 Victoria Street London SW1E 5JL

Email address: dataprotection@landsec.com

If you are dissatisfied with the way we may have addressed your complaint or concern, you have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). 

We are registered with the ICO as a controller with reference number Z5806812.

Changes to this privacy notice

Any changes to this privacy notice will be posted here and will take effect immediately. This version was last updated on 16 November 2022.