OUR ROLE AS DATA CONTROLLER
When we use personal data about you or others in connection with promoting and administering our business, providing our services, or recruitment, we do so as data controller.
For the purpose of data protection legislation, the data controller is: L&UK Property Group Limited, 71 Gloucester Place, London W1U 8JW.
This notice was last changed on 31 March 2019.
YOUR ROLE IN KEEPING YOUR PERSONAL DATA UP-TO-DATE
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
CONTACT DETAILS OF OUR PRIVACY MANAGER
We do not meet the criteria for a mandatory appointment of a Data Protection Officer under the General Data Protection Regulation. We have allocated informal responsibility to a person in our business who can deal with any data protection-related matters. You can contact our Privacy Manager by post at: Privacy Manager, L&UK Property Group Limited, 71 Gloucester Place, London W1U 8JW or by email at: email@example.com marking the subject line, ‘For the attention of the Privacy Manager’.
THE INFORMATION WE COLLECT FROM YOU
We will collect and process the following data about you:
Information you give us
This is information about you that you give us directly. You may do this by filling in forms on our website or by corresponding with us by phone, email or otherwise. Information you send to us may be stored and processed by L&UK Property. This will include any emails or other electronic messages and any documents, photos or other files stored on or processed through our systems or devices. Please be aware that by entering information onto these systems you are sharing that information with L&UK Property.
Information we collect throughout our relationship
We will collect information throughout our relationship with you. This may include information about location, employees, projects, working hours and other relevant information.
The type of information we collect
This may include, but is not limited to the following:
- Identification information – name, title.
- Contact details – address, telephone number, mobile telephone number, email address.
- Employment related information – job title, company, business contact information, CV and employment application.
- Tracking & technical data – When you visit our site we may collect information about your online browsing behaviour and any devices you have used to access our site (including your IP address, browser type and mobile device identifiers).
- Information about your health – In some cases, we may collect information which is categorised as health data such as in respect of accessibility to buildings or accessibility to documents and other materials.
- Dietary requirements – In some cases, such as for attendance at catered events, we may collect and process special dietary requirements for reasons of health or religion.
- Equality and Diversity – You may choose to share information about your ethnicity, sexuality or beliefs with us for inclusion purposes. This information will be treated as highly confidential.
- Other data which we may notify you of from time to time.
If you issue business cards to us your data will be processed by those who you share the business cards with. It is reasonably expected that the data will only be processed by those you share it with for business purposes, principally, to contact you in relation to your role and your business.
Cookies can also tell us if you have seen a specific advert, and how long it has been since you have seen it. This is helpful, because it means we can control the effectiveness of our adverts and control the number of times people might be shown our adverts. Cookies also help us understand if you’ve opened a marketing email, because we prefer not to send you correspondence you prefer not to read.
USE OF PERSONAL DATA
We use this information based on our legitimate interest to inform and improve our customer service.
Information you give to us and that we collect, we use in the following ways:
- Inform you of our services through email, mail, telephone, or SMS text message.
- Send you information on promotional content.
- Remember you when you visit our website and see how you journey through it by using cookies.
- Supply, improve and support the services we provide.
- Keep our site and systems safe and secure.
- Understand our customer base and usage trends.
- Defend against or exercise legal claims and investigate complaints.
- Understand the effectiveness of our marketing.
Based on performance of our contract with you, or in order to take steps at your request to enter into a contract with you, for example:
- When you apply for a vacancy advertised on our website.
- In performing our obligations under our contract to which you are a party.
Pursuant to our legal obligations:
- The provision of products and services.
- Data protection.
- Health and safety.
- Anti-money laundering.
- Fraud investigations.
- Assisting law enforcement.
- Any other legal obligations placed on us from time to time.
- We may also process data on the basis of your consent or explicit consent.
- Where we rely on your consent for processing this will be brought to your attention when the information is collected from you.
- We may inform you of additional purposes for processing your information when that information is collected from you.
- Information we receive from other sources. (See the ’Sharing your personal data’ section below for details of how we use information in conjunction with third parties.)
CONTROLLING WHAT INFORMATION WE SEND YOU
You can choose whether you wish to receive promotional literature, emails, SMS messages, and telephone calls from L&UK Property.
- To unsubscribe from our emailers and updates, please use the unsubscribe link in the email or contact us at: firstname.lastname@example.org
- To exercise any other rights, please contact the Privacy Manager.
We co-host regular social industry events for fellow decision makers and interesting people in the property and construction world. We may invite our clients and contacts without additional consents being required, but if you would prefer not to receive these invitations, then please let us know by emailing us at: email@example.com
RETAINING PERSONAL DATA
We will only keep your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
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.
Information stored generally on IT systems, such as email history, will be deleted regularly in line with our policies.
SHARING YOUR PERSONAL DATA
Where information is shared with third parties we will only share the information required for the purpose it is being shared. We will require the recipient to keep it confidential and secure. For the purposes set out in the ’The information we collect from you’ section above, we have the right to share your personal information with:
- Other companies in the L&UK Property Group.
Additionally, we will disclose your personal data to the relevant third party:
- In the event that we sell or buy any business or assets, in which case we will disclose your Personal Data to the prospective seller or buyer of such business or assets.
- To third parties when it is necessary for the establishment, exercise or defence of legal claims.
- If we are acquired by a third party, in which case Personal Data held by it about its customers will be one of the transferred assets.
- If we choose to exercise a legal power to do so.
- If we are under a duty to disclose or share your Personal Data in order to comply with any legal obligation, or in order to enforce or apply contractual terms or other agreements; or to protect the rights, property, or safety of ourselves our customers, our regulator, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and prevention of money laundering and credit risk reduction.
SAFEGUARDING PERSONAL DATA
We limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Privacy Manager.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We set out below a summary of the rights you may have under data protection laws in relation to your personal data.
- To request access to your personal data. This enables you to receive a copy of the personal data we hold about you.
- To request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected.
- To request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for our continuing to process it.
- You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- To object to processing of your personal data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
- To request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- To request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which we were originally using with your consent or on account of our need to perform a contract with you. This may not be all the information we hold about you.
- To withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent. You can exercise these rights at any time by contacting the Privacy Manager. You can make a subject access request verbally or in writing. In order to deal with your request effectively, it would be helpful if you could contact the Privacy Manager in the first instance.
This policy may be updated from time to time. Please check this page on our website for any changes.