This privacy notice explains how we collect and use information about shareholders of Land Securities Properties Group PLC. 

What information do we collect? 

We typically collect shareholders’ name, address, email address, phone number, bank sort code and account number, number of shares, date of death, Corporate Action election options and voting instructions.

How do we collect information about you?

We use various methods to collect your personal information these include:  

• Directly from you – for example where you fill in a form.
• From a third party or publicly available source.

How we use your personal information

We may use your personal information for:

• Share maintenance registration – e.g. change of address, bank mandate details, name change, notification of death, registration of death, legal document processing, lost certificate notifications, reissue of certificates, Market & Non-Share transfers, CREST processing.
• Dividend distribution; and
• Meeting management - notice of meetings, proxy form completion and companies’ annual report accounts. Returned proxy forms detailing instructions on the company’s meeting resolutions.

We also use shareholders’ personal information to respond to their enquiries and complaints, to demonstrate that shareholders’ instructions were conducted properly and to maintain records to meet rules and regulatory requirements that are applicable to the administration of the Register.

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?

Legal obligation – we process shareholders’ personal information to comply with our legal obligations as a UK listed company.

Legitimate interests – for example to deal with shareholders’ enquiries or requests.

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? 

For share administration, we may share your personal information with Equiniti Group plc (EQN), Sutherland House, Russell Way, Crawley RH10 1UH. EQN’s privacy notice is here: Equiniti’s Privacy Notice. 

For Share Registration purposes we may share your personal information with employers, agents, stockbrokers, solicitors, Official Receivers or shareholder nominated representatives and with banks and other payment service providers.

For dividends administration, we may share your personal information with employers, agents, stockbrokers, solicitors, Official Receivers, shareholder nominated representatives, banks and other payment service providers and printing / mailing houses and postal services.

For meeting management, we may share your personal information with employers, agents, stockbrokers, solicitors, Official Receivers, shareholder nominated representatives, printing / mailing houses and postal services and meeting management IT providers.

We will only share your information for the purposes above in accordance with specific instructions from the shareholder or any party to the account.

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 shareholders’ personal information for the duration of their entry on the Register of Members for a period of up to 12 years following their last entry on the Register or completion of service e.g. payment of unclaimed dividends.

We will keep your data for longer than 12 years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected – e.g. by anonymising the data – and will only use it for those purposes.

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 Group PLC

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