This privacy notice explains the way Land Securities Properties Limited may collect personal information about you if you are the resident of one of our properties. Note that sometimes a third-party management company will be responsible for processes including finding tenants, onboarding them, collecting payments and providing security. In such cases, you should read the relevant management company’s privacy notice if you want to know more about how it collects and uses your personal information.

What information do we collect about residents?

If you are a resident of one of our premises, we may collect the following information about you:

• contact Information, including your name, mailing address, phone number and email address and details of your lease.
• payment Information, including your credit or debit card details, bank account information, and payment or other information required when you make a purchase.
• other information as is necessary to answer your enquiries or to administer your occupancy.

How we use your personal information

We may use your personal information for the following purposes:

• Onboarding tenants – this may involve conducting a credit reference check, using information such as your previous addresses, name and date of birth. We may also need proof of right to reside by viewing and storing your passport or immigration documents. 
• Providing property and facility management services –  for example dealing with any issues you have regarding the building you occupy. 
• Invoicing residents in accordance with the terms of the lease and chasing any outstanding debt. 
• Managing access control to premises in accordance with terms of your lease. We may use CCTV, Body Mounted Video or Automatic Number Plate Recognition to provide security within common areas of the building.
• Tenant safety - we may use your health information where it is needed to make sure that you remain safe during an emergency situation, such as your ability to use the stairs as an evacuation method. 
• Parking services - we may collect license plate, payment details and/or contact details to provide car parking services to you.
• Customer insights – we may use your contact details to invite you to participate in surveys or market research to improve our service offerings.

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?

Legitimate interests – for example to onboard tenants, to bill them, to manage your lease. 

Contract – we provide property and facility management services as part of our contractual relationship with our tenants under the lease. 

Vital interests or legal obligation – this might be the case where Landsec is required to collect or share personal information in order to facilitate the investigation of a health and safety incident.

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 personal information with:

• Service Providers: we may share information we collect about you with third parties who provide services on our behalf.
• Insurers for our properties.
• External Auditors.
• Tenancy deposit schemes.
• Debt collection and credit reference agencies.
• Suppliers who may need your details to contact you in relation to fixing an issue with the property.
• Joint Venture partners or other companies in our group.
• Any purchaser of all or part of our business or any of our properties.
• Other companies and organisations for the purposes of fraud protection and credit risk reduction.
• Third parties who support us in obtaining residents’ insights or in conducting market research on our behalf.

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 security 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. 
If we share personal information with a third party, we always require them to maintain appropriate technical and organisational measures to protect it.

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 usually 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. 

Specific retention periods: 

For CCTV and Body Mounted Video: Generally, this data will not be held for longer than 31 days unless an incident or suspected incident has occurred. ANPR is kept for as long as is contractually required, this is usually around 31 days.

For access control and visitor systems: any personal data relating to access cards that have not been used for a period of 12 months will be permanently deleted. 

Incident management: personal data relating to an incident, such as CCTV footage, witness statements, photographs or written reports, is usually held for six years, unless it is necessary to retain it for longer, for example where there is an ongoing HSE investigation or where a child has sustained an injury. 

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