This privacy notice explains the way Landsec may collect personal information about you in the context of our commercial premises.

What information do we collect?

Customers or potential commercial customers

If you take up a tenancy on a commercial property, we will use your personal data for the purposes of fulfilling our obligations and ongoing billing and tenancy arrangements, including property management services, health and safety, crime detection and business continuity purposes.

The personal information we collect includes:

• Contact Information: name, mailing address, phone number, email address
• Professional Information: company name, title, role, team, other information about your profession;
• Payment Information: credit or debit card details, bank account information, payment or other information required when you make a purchase.

Visitors, guests and occupants

If you are a visitor to, or occupant of, one of our commercial premises, Landsec and the organisations it partners with may collect and use the types of information about you set out below. Note that Landsec usually carries out services such as providing wi-fi or administering security and access to premises on behalf of its occupants, so you may wish to read the occupant's privacy notice as well as this one. This could be your employer's notice if your employer is the tenant of a Landsec property, for example.

• Professional information provided to Landsec by its occupants such as employee ID details to allow their access to the premises to be administered.
• Wi-fi log-in and usage details to allow visitors, guests or occupants to Landsec premises to use the free wi-fi.
• Images and data obtained through CCTV, Body Mounted Video (BMV) and ANPR (Automatic Number Plate Recognition) systems.

How do we collect information about you?

For customers or potential customers, the information we collect is normally information you have provided as part of your inquiry into a property or as part of your occupancy of it. We may share information with third party organisations to the extent that this is necessary to answer your enquiry or to administer your occupation of one of our premises. Please contact us using the details below if you want to know more about this.

For visitors, guests, occupants and tenants, most of the personal information we have has been provided by the organisation occupying Landsec premises – e.g. employee ID details so we can issue badges to allow you to access your workplace. Landsec also collects some personal information via CCTV, BMV and ANPR as described above. For commercial tenants we will also collect the personal information necessary to carry out billing and management administration. We may also use personal information to monitor and improve the products and services we offer.

How we use your personal information

Landsec uses personal information obtained through CCTV and BMV for access control purposes, to protect the premises in question, to protect the safety and vital interests of our visitors, employees, tenants and customers, to assist with the prevention and detection of crime and to provide our services to our tenants. ANPR is collected to fulfil a contract between Landsec and users of our parking facilities, which may include enforcement action.

We may also use information collected to perform other important business operations, for example: to understand usage patterns (such as foot traffic) within our properties and to provide customer support.

Accident and incident reporting.

Unfortunately, there is a possibility that an accident or incident may occur in one of our premises. When an incident does occur, we are required to document the particulars of the incident. This may include witness statements, CCTV footage, photographs and written reports.

The data may be shared with third parties such as insurance providers or legal advisors in order to defend a claim. We may also share personal information with the relevant official organisations – such as the police or the Health and Safety Executive – so that any incident can be investigated and dealt with.

This information is collected so we can comply with our legal responsibilities in relation to Health and Safety or to prevent and detect crime, or to protect public safety.

What is our legal basis for collecting your personal information?

• Legitimate interests: for example, to use CCTV to ensure the safety and security of Landsec premises and those visiting them, or to provide a wi-fi service.
• Contract: we often have to collect personal information to provide our services to those occupying our premises. For example, we need to hold certain information about our tenants’ employees so that we can facilitate their access to their workplace.
• 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 our suppliers, contractors and professional advisors where this is necessary for them to provide services and facilities to us, such as to provide car parking services;
• With official bodies where we are required to do so by law, court order or other legal process or where the data sharing is necessary to assist in the investigation or reporting of suspected illegal or other wrongful activity.
• With our group companies and affiliates or other third-parties to enable us to conduct our business;
• With research or survey organisations to determine the effectiveness and quality of the services we provide.

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 Systems: access cards and the personal data associated with them are deleted on request from our occupiers. Cards which are not used for three months are deactivated. Any passes which have remained inactive for twelve months will have all data relating to them permanently deleted.

Visitor Management Systems: All data is deleted if a visitor has not returned to the site within six months.

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 confirming your identity.

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: dataprotection@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