General Privacy Notice

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1. Introduction

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We, St John’s Wood Square Limited and all associated group companies (“SJWS Group”) of 16 Harcourt Street, London, W1H 4AD, the Data Controller, are committed to respecting the privacy of individuals. This notice outlines how we collect and use your personal information, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us and we are committed to protecting and safeguarding your data privacy rights.

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The aim of this notice is to help you understand how we collect, use and protect your information when, for example, you:

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• visit www.stjohnswoodsquare.com or any of SJWS Group’s other websites on which this privacy notice is posted (each, a “Website” and, collectively, the “websites”)

• register for information or when you communicate with us in another way, such as by phone, mail or email or when you visit in person

• utilise our services or make customer enquiries

• apply for jobs at SJWS Group

We wish to help you make informed decisions, so please take a few moments to read the sections below and learn how we may use your personal information.

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2. What personal information may we collect about you?

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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 about you from public sources or that which we observe, for example via cookies when you visit one of our websites.

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Below are some of the most common categories of personal information we may collect about you:

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• Your contact details (including name, date of birth, title, postal addresses, telephone numbers and email addresses)

• Your age, gender, employment history, work experience, aspirations, leisure interests (when applying for a job)

• Financial information required to fulfil contractual obligations (including payment and bank details)

• Any personal information you choose to give us when contacting SJWS Group

• Sensitive personal information relating to health, race or ethnicity (for equal opportunities monitoring or on-site support)

• Audio, video, live stream footage, videography or other images (with consent) for business, advertising or promotional purposes

• Operational data created in the course of business activities, including CCTV footage, cookie data, telephone recordings, visitor logs, and incident logs

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3. How do we use your personal information?

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We may be required by law to collect certain information or need it to perform a contract. We may also rely on legitimate interests (where your rights do not override these).

We may collect and use your information to:

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• Respond to and manage your enquiries

• Supply goods and/or services you have requested

• Process job applications

• Ensure you see relevant content on our website(s) via cookies

• Report and manage budgeting and forecasting information

• Provide information required by regulatory bodies or law enforcement

• Investigate complaints or claims

• Prevent or detect crime

• Monitor safety and security

• Facilitate on-site access

• Obtain your views on services, developments, or planning proposals

• Notify you of events of interest

• Process aggregated data for research or statistical purposes

• Use audio/video/images for advertising or promotional purposes (with consent)

• Send marketing communications (with consent)

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4. Who has access to your personal information?

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Your information may be processed by employees of SJWS Group and shared with:

• Contractors working for or on behalf of SJWS Group

• Third-party suppliers/service providers supporting our systems and operations

• Tax, audit or other authorities as required by law

• Law enforcement or regulatory bodies with legal authority to access information

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5. Information security and International Transfers

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SJWS Group takes all reasonable and appropriate steps to keep your personal information secure through technical and organisational measures.

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Where we use suppliers/service providers, our contracts ensure your data is handled securely.

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If data is transferred outside the UK or EEA, we will ensure appropriate safeguards are in place in accordance with data protection legislation.

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“The EEA currently comprises the EU Member States plus Norway, Iceland and Liechtenstein.”

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6. How long will you keep my personal information?

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Information is retained only as long as necessary. Legal requirements (e.g., financial reporting) may require retention for up to 7 years.

Examples:

• CCTV footage: stored securely for 60 days unless required longer

• Visitor pass data: retained for 12 months after deactivation

• Business continuity may require some data to be stored longer than the standard period

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7. Changes to this notice

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This notice may change from time to time. The effective date is at the end of the notice.

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8. What rights do I have regarding my personal data?

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To exercise your rights, please send your request in writing. Verification of identity may be required.

Your rights include:

• Access to information we hold about you

• Correction or updating of inaccurate data

• Erasure of your data (where legally permissible)

• Objection to processing

• Data portability

• Restriction of processing

• Withdrawal of consent (where processing is based on consent)

We will respond within 30 days where feasible. No fee for the first request; administrative fees may apply for repeated requests.

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9. Consent

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Where we rely on consent, you may withdraw it at any time in writing. We will stop processing data collected on the basis of consent unless another legal obligation applies.

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10. Use of Cookies

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SJWS Group uses cookies to enhance your browsing experience. Details can be found in the Cookies Policy on our websites.

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11. What can I do if I am not satisfied with how my information is processed?

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If you have any concerns regarding this notice or how your data is handled, please contact us:

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Email: dataprotection@stjohnswoodsquare.com

Post: Data Protection, St John’s Wood Square Limited, 16 Harcourt Street, London, W1H 4AD

You may also contact the UK Information Commissioner’s Office: www.ico.org.uk/concerns or call 0303 123 1113.

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Effective date: November 2025

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