Privacy Policy

Privacy Notice

This privacy notice details London Square’s privacy policy relating to personal information that we collect, create, use and share when you are using our services. It explains what personal data we hold, what we do with that data and how long we keep it for. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

Last updated

This privacy notice was last updated on the 27th January 2021.

We will update this Notice from time to time and you should review it whenever you visit our website or before providing us with any personal data about yourself.

Who we are

We are London Square Limited and are owned by London Square Developments (Holdings) Limited. Together with our subsidiaries and joint ventures we are known as London Square. This privacy notice applies to all companies.

London Square is a British property developer which plans and builds conversions and new buildings with emphasis on residential sector in London and the Home Counties. For the purpose of the UK General Data Protection Regulation (“the UK GDPR”), London Square is a data controller in respect of any personal data we collect.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way;
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
3. Relevant to the purposes we have told you about and limited only to those purposes;
4. Accurate and kept up to date;
5. Kept only as long as necessary for the purposes we have told you about; and
6. Kept securely.

How we collect your personal data

We will only collect and use your personal data where we have legitimate business reasons to do so. We may obtain personal data from you when we provide you with a service, when you contact us or when you visit our offices or one of our sites, including when you call us, get in touch with us via our website, register an interest in one of our developments or when you or your organisation correspond with us using any means of communication. This includes personal data provided to us:

• when you enter into a property contract with us;
• in regard to services we provide;
• from third parties when conducting compliance checks;
• when you contact us with a question or enquiry via our website or by calling our office;
• when you provide our staff with business cards or contact details;
• if you deal with us when we are providing services to one of our clients;
• when we receive referrals from other employees, clients or suppliers;
• when you make a complaint;
• when you deal with us in order to provide us with goods or services;
• when you contact us about employment with London Square;
• when staff give us your details as an emergency contact; or
• when candidates give us your details as a referee

We may also collect your data when we search websites where you have posted your data to be found in relation to business opportunities. We will of course let you know at the earliest opportunity when we have gathered your data in this manner.

The personal data we collect

We collect personal data in order to provide the best possible service we can or to maintain good relationships. We only collect the data we need and we will ensure we have appropriate physical and technological security measures to protect your personal data.

For clients using our services or suppliers whose services we use, depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the following information: name, title, email address, postal address, telephone numbers and other contact numbers, nationality, country of birth, place of birth, proof of identification, passport details, bank details and proof of address. We may also hold extra information that someone in your organisation has chosen to tell us, where we have a good reason to hold it.

What we use your information for

London Square collects and processes your personal data for legitimate Business Management purposes including:

• land purchasing and development;
• building positive relationships with local people;
• the process of selling you a property;
• conducting anti-money laundering checks;
• managing the financial relationships with our clients;
• processing transactions;
• in connection with legal and dispute management;
• for compliance with legal, regulatory and tax reporting obligations;
• releasing your personal information to regulatory or law enforcement agencies, if they require us to do so by law for the prevention, detection and investigation of crimes;
• to market our related developments directly to you, and advise you of any opportunities we think you will be interested in. Where we do so you will be able to unsubscribe at any time from receiving any further communications from us;
• to contact you from time to time for market research purposes;
• internal record-keeping;
• contacting you in an emergency involving a member of staff;
• contacting you in order to take up a reference;
• we may use the information to improve our business relations; or
• to fulfil contractual obligations with our customers.

We may use your personal data for these purposes if it is necessary for the formation or performance of a contract, for the fulfilment of statutory or other legal obligations, or where we deem it to be necessary for our legitimate interests or for mutually beneficial legitimate interests. Our legitimate interests are explained a little further down this notice.

CCTV

CCTV recordings may capture your image when visiting our offices or our sites. The recordings are not monitored but may be used for health and safety reasons and for the prevention and detection of crime. Recordings also provide enforcement agencies with evidence of criminal activity, for formal actions including prosecutions in court and identification of offenders in investigations. CCTV images are held for 30 days for non-requested footage, and for longer if any of the recordings are required for evidence.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sharing your personal data

Where appropriate and in accordance with local laws and requirements, we may share your personal data with:

• tax, audit, or other authorities, when we consider in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation);
• third party service providers who perform service monitoring or other functions on our behalf including, but not limited to, external consultants, business associates, insurance companies and professional advisers such as lawyers, auditors and accountants;
• third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place; and
• marketing technology platforms and suppliers.

If London Square acquires, merges with or is acquired by another business or company in the future, (or is in meaningful discussions about such a possibility) we may share your personal data with the other business or company, subject to appropriate assurances as to the protection of your data privacy.

Your Rights

You have individual rights under the UK GDPR. You can exercise any of these rights by contacting us using our contact details at the end of this notice or by any other means. Your rights are listed and explained below. You have:

The right to be informed - You have the right to be informed of what we do with your data. The detail of this is in this privacy notice.

The right of access - you have the right to ask us to confirm what information we hold about you. You can exercise this right by submitting a Data Subject Access Request. We may ask you to verify your identity and request more information about your request. We will respond to any request to access your data one month of receiving the request unless we require an extension. We will inform you within one month of receiving your subject access request if we need to extend the response time, along with an explanation for the delay.

The right to rectification - You have the right to correct inaccurate personal data and complete incomplete personal data held by us. We may ask you to verify your identity and for more information about your request.

The right to erasure - You have the right to have your personal data deleted (right to be forgotten) where there is no good reason for us to continue processing it, where you have successfully exercised your right to object to processing, where we may have processed you information unlawfully or where we are required to erase your personal data to comply with local law. We will make every reasonable effort to remove your personal data, however, this may not always be possible if we need to continue to retain your data for the purpose of:

a) exercising the right of freedom of expression and information;
b) complying with a legal obligation under UK law;
c) the performance of a task carried out in the public interest;
d) exercising official authority vested in the data controller;
e) public health reasons consistent with the exceptions for processing sensitive personal data such as health information;
f) archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes, under certain circumstances;
g) the establishment, exercise, or defence of legal claims.

We may ask you to verify your identity and for more information about your request. We will respond to any request to delete your data within one month and let you know the outcome of your request.

The right to restrict processing - you have the right to ask us to stop processing your data. Where consent has been given to process your data, you can withdraw that consent at any time by contacting us using the details at the bottom of this notice. You can raise any concerns to the processing or use of your personal data by us either to us or to the appropriate data protection authority.

The right to data portability - you have the right to have the personal data you have given us transferred to another company and we will make every reasonable effort to comply with your request.

The right to object - you have the right to object to us processing your personal data where we do so under legitimate interests or to enable us to perform a task in the public interest or exercise official authority or to send you direct marketing materials or for scientific, historical, research or statistical purposes. If your objection relates to us processing your personal data because we deem it necessary for your legitimate interests, we must act on your objection by ceasing the activity in question unless we can show that we have compelling legitimate grounds for processing which overrides your interests or we are processing your data for the establishment, exercise or defence of a legal claim.

Rights in relation to automated decision making and profiling - Automated individual decision-making is a decision made by automated means without any human involvement. Profiling is where we use the information we have on you to classify you into different groups or sectors, using algorithms and machine-learning. This analysis identifies links between different behaviours and characteristics to create profiles for individuals. London Square do not use any automated decision making tools or profiling techniques. However, if you think we are doing so you have the right to ask us to explain and to ask us to stop.

Transfer of data outside the UK

Normally your data will not be transferred to a country or territory outside the UK unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place to guard your rights and freedoms.

Retention

It is our policy only to keep records of your personal data for as long as required under the legal obligations of delivering a service to you, or as required by relevant authorities or other legislation, whichever requirement is longer after which it will be erased from our systems and any paperwork will be destroyed.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Our retention policies are currently as follows:

• If you are a client or a supplier we will keep your data for six years after the end of the engagement with us; we may keep it for longer for insurance purposes or for regulatory reasons where we have a lawful basis for doing so;
• If you have contacted us via our website or sent us an email and we do not engage in a professional relationship with you, we will destroy your data after two years or sooner;
• if we are recruiting for permanent staff or looking at engaging you as a consultant, contractor or temporary worker or if we are not currently recruiting but are interested in your profile we may keep your details for a period of one year.

Legitimate interests

The UK GDPR states (in Article 6(1)(f)) that we can process your data where it is necessary for the purposes of the legitimate interests pursued by us except where such interests are overridden by your interests or fundamental rights or freedoms.

Our legitimate interests explained - London Square think it's reasonable to expect that if we have had a professional relationship with you or you have contacted us about a job or we find that you are looking for employment or you have posted your professional information on a job board or professional networking site, or we have been given your name as an emergency contact or as a referee, you are happy for us to use your personal data to contact you for a relevant reason. If you do not want any further contact with us you can ask us to stop by contacting us using the details at the end of this Privacy Notice.

Cookies

When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. We do not collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

You can use your browser settings to accept or reject new Cookies and to delete existing Cookies. You can also set your browser to notify you each time new Cookies are placed on your computer or other device. You can find more detailed information about how you can manage Cookies at the All About Cookies and Your Online Choices websites.

By using this website, you declare that you agree to the processing of data collected about you by Google in the manner described above, and for the purposes described above. You can counteract the saving and collection of data with a plugin for your browser, available here.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Links to other websites and social media

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy statement applicable to the website in question.

Contact Us

To exercise any relevant rights, queries or complaints please contact us via our website or by one of the following means:

By Phone: +44 (0)1895 627 300

By Post:

London Square
One York Road
Uxbridge
UB8 1RN

Email: [email protected]

Contact the ICO

If you wish to make a complaint about the processing your data you can contact the Commissioner at the Information Commissioners Office (ICO):

By Phone: +44 (0)303 123 1113

By Post:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Other contact options can be found on the ICO website at ico.org.uk/global/contact-us/