Privacy Policy

Most of the information we collect about you is obtained directly from you when you enter it via a website  or write to us. However, we may also collect information we observe about you, for example via cookies  when you visit one of our websites, or CCTV footage if you visit one of our offices or sites. We may also  collect information about you from public sources.  

Below we list some of the most common categories of personal information we may collect about you. 

• Your contact details (including, name, date of birth, title, postal addresses, telephone numbers  and email addresses) to keep in touch with you and/or contract with you; 
• Financial information from an individual and/or trade contractor in order to fulfil any contractual  obligations we have with your business or with a view to enter into a contract with you. This can  include your payment details including your bank details;  
• Any personal information you choose to give us when contacting Braeburn Estates; • Sensitive personal information relating to your health to provide you with any necessary support  when attending our sites or events or your race or ethnicity, for monitoring equal opportunities; • Audio, video recordings, live stream footage and/or videography or other image(s), if your  consent has been given, in connection with Braeburn Estates’ business purposes, for  advertising promotion and other commercial and business purposes; 
• Other operational personal data created, obtained, or otherwise processed in the course of  carrying out our business activities, including but not limited to, CCTV footage, information  gathered via cookies regarding your use of any of Braeburn Estates / Southbank Place websites  (for more information see our cookie policy on our websites) recordings of telephone  conversations, logs of visitors, and logs of accidents, injuries and insurance claims.

We collect and use information about you if you visit one our websites, utilise our services, make  customer enquiries or send other communications, register for information or when you respond to  communications by us. 

Your relationship with us will determine why we collect particular information about you. We may be  required by law to collect certain information; require it in order to perform a contract, or prior to entering  into a contact with you; or use it for our legitimate business interests where these do not override your  rights or interest. 

We may collect and use your information to: 

• Effectively respond to and deal with your query in the event that you contact us; • Supply you with goods and/or services that you have requested;  
• Ensure you see relevant and interesting content on our website(s) using your electronic  information (cookies) in line with our website terms and conditions;  
• Report and manage information for budgeting and forecasting; 
• Process information that is required or requested by regulatory bodies or law enforcement  agencies; 
• Investigate, respond to and/or process any complaints, claims for loss, damage and/or injury; • Prevent and/or detect crime; 
• Monitor the safety and security of our employees and visitors; 
• Facilitate your access to our on-site facilities; 
• Obtain your views on Canary Wharf Group’s services, development projects or planning  proposals; 
• Notify you of any events we hold which we think may be of interest to you; • Aggregate/process personal data for research, statistical and/or scientific purposes; • Processing audio, video recordings, live stream footage and/or videography or other image(s)  for advertising, marketing and/or promotional purposes, if your consent has been provided to  do so;

• Any other processing for which you have given your consent, for example receiving marketing  information or surveys. 

Your information will be processed by Braeburn Estates in order to fulfil our obligations to you as  outlined in this notice. We may also share your details with third parties including: 

• Our subsidiaries or parent companies;  
• Contractors working on behalf of or in partnership with Braeburn Estates or those with whom  we have a counter-party relationship, and the circumstances require or merit disclosure of the  data; 
• Our third-party suppliers/service providers who perform functions on our behalf under contract,  support our systems, operations and/or processes; 
• Tax, audit, or other authorities, when we believe in good faith that the law or other regulation  requires us to share this information, for example where processes and systems are being  compliance assessed by Braeburn Estates’ corporate audit or their representatives; 
• Law enforcement or other regulatory bodies who can legally request access to information  about you for prevention and detection of crime, the apprehension or prosecution of offenders,  and the assessment or collection of tax;  

Braeburn Estates is committed to being transparent and taking all reasonable and appropriate steps to  keep your personal information secure and to protect it from misuse, loss, or unauthorised access. We  do this by having in place a range of appropriate technical and organisational measures.  

At Braeburn Estates we have a strict selection process when it comes to our suppliers/ service providers  and we include provisions within our contracts to ensure your personal information is stored and  transferred in a way which is secure.

Generally, we do not enter into contracts which permit transfer of personal data outside the UK, or  EEA*. In the event that we do so, Braeburn Estates will take all reasonable steps to ensure that your  personal data is processed securely. We will only transfer personal information outside the UK and EEA  where it is compliant with applicable data protection legislation and the means of transfer provides  adequate safeguards in relation to your personal information. 

*The European Economic Area currently comprises the Member states of the European Union plus  Norway, Iceland and Liechtenstein.  

Information is only kept as long as necessary for the period it is required. When deciding how long we  keep your information we take into account any minimum retention requirements set out in law; for  example, financial and statutory reporting requirements mean we must keep certain records for a period  of 7 years. Depending on the purpose for which we hold your hold your personal data, retention periods  may vary and some data may be stored for longer than the stated retention period for the purposes of  business continuity. CCTV footage is held securely for 28 days (unless there are grounds for preserving  it) and data relating to visitor passes is held for 39 months following pass card or QR code deactivation. 

Please contact dataprotection@canarywharf.com if you require further information.

Just as our business changes constantly, this notice may also change. To assist you, this notice has an effective date set out at the end of this notice.

To exercise your privacy rights please send your request in writing. We may be required to verify your  identity for security purposes. Your rights are outlined below: 

o The right to access information we hold about you, why we have that information, who has  access to the information and where we obtained the information from.  

o The right to correct and update the information we hold about you. If the data we hold about  you is out of date, incomplete or incorrect you can inform us and your data will be updated. o The right to have your information erased. If you feel we should no longer be using your data  

you can request that we erase the data that we hold. Upon receiving a request for erasure we  will confirm whether it has been deleted or a reason why it cannot be deleted (for example  because we have a legal obligation to keep the information or we need it for a legitimate  business interest) 

o The right to object to processing of your data. You may request that we stop processing  information about you. Upon receiving your request we will contact you and let you know if we  are able to comply or if we have legitimate grounds to continue to process your data. Even after  you exercise your right to object, we may continue to hold your data to comply with your other  rights or bring or defend legal claims.  

o The right to data portability. You have the right to request that we transfer your data to another  controller.  

o The right to request restriction of processing of your personal data. This enables you to ask us  to suspend the processing of your personal data: (a) if you want us to establish the accuracy of  the data; (b) where you consider our use of the data may be 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. 

o The right to withdraw consent at any time where we are relying on consent to process your  personal data. 

We will comply with your request where it is feasible to do so, within 30 days of receiving your request.  There are generally no fees or charges for exercising your data rights however, multiple requests for  the same data may be subject to an administrative fee.  

To exercise your rights please do so contacting us using the email or postal address referred to in this  notice.

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We may rely on legitimate interest or other permitted grounds for processing your personal information.  Where we need your consent to hold your information we will ask you to confirm your consent in writing  and we will inform you why we are collecting the information, how we will use it, how long we keep it  for, who else will have access to it and what your rights are as a data subject. Where we do rely on  consent, you have the right to change your mind and withdraw that consent at any time by writing to us.  If you withdraw your consent, we will cease using any personal information obtained and processed  under that consent, unless we have some other legal obligation to continue to retain use it. 

Braeburn Estates utilises cookies to enhance your browsing experience. Details can be found in the  Cookie Policy which can be accessed on our websites.

At Braeburn Estates we aim to ensure all information collected about you is done so fairly and lawfully,  whilst implementing robust measures to keep your information secure. If you are not satisfied with the  information provided in this notice, please contact us in the first instance so we can resolve your queries  or provide you with any additional information required. 

Alternatively, it is your right to contact your local Data Protection Authority and lodge a complaint. In the  UK the lead Data Protection Authority is the Information Commissioner. For more information please  visit the Information Commissioner’s office at www.ico.org.uk/concerns, call them on 0303 123 1113,  or write to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,  Cheshire. SK9 5AF 

If you have any queries in relation to this notice, or need more information please do not hesitate to  contact us at: dataprotection@canarywharf.com  

Or by writing to us at:  

Data Protection  

Braeburn Estates 

One Canada Square 

Canary Wharf 

London 

E14 5AB 

Effective date: 05 December 2022