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Privacy Notice: Land Referencing

Updated: 26th March 2019

This privacy notice tells you what to expect when Heathrow Airport Ltd (Heathrow) collects personal information about you when conducting its land referencing and associated activities as part of the proposed expansion of Heathrow airport. Heathrow is committed to protecting your personal information.

Whenever you provide such information we are legally obliged to use your information in line with all applicable laws concerning the protection of personal data, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.


What is Land Referencing?

Land Referencing is a key stage in the process to develop a planning application for a Development Consent Order (DCO). Land Referencing is the process of identifying people and organisations that have a legal interest in property or land which may be affected by the development of a project, and identifying the nature of that interest.


What information will we collect about you?

When we collect personal information during the land referencing process, we may collect the following information about you:

  1. Name/ trading name/company name;
  2. Home Address/registered company address;
  3. Email address;
  4. Contact address and telephone number;
  5. Land interest/ownership status and details; and
  6. Any additional items of information which you provide to Heathrow as part of the land referencing activities

While the majority of the data we collect will be in hardcopy format, we may ask or invite you to confirm your information using an online system. So, in addition to the information above, Heathrow may collect unique online identifiers such as IP addresses, which are numbers that uniquely identify a specific computer or other network device on the internet. For more information, see our section on ‘cookies’.


Why is Land Referencing needed?

As part of the DCO planning process for the proposed expansion of the airport, we have a statutory obligation to identify and consult with people and organisations who have a legal interest in property or land that may be affected by our proposed expansion plans. Land referencing is also the process that ensures that those who are entitled to receive notification of when the DCO planning application has been accepted for review, to enable them to make sure their interests are represented in the planning process.


What is the legal basis for processing personal information?

We are collecting and using personal information necessary in order to fulfil our statutory obligations under planning law. As a promoter of a DCO application we also have a legitimate interest to use the personal information we collect to engage further with you in connection with developing and progressing our plans for the proposed expansion of Heathrow airport.


Where have you got my information from?

The information contained on the Land Interest Questionnaires, and the Confirmation Schedules which follow, has been sourced from public records, such as HM Land Registry, from licensed databases such as the electoral roll, Experian 192, Companies House, Charity Commission, Financial Conduct Authority, other online registries for overseas bodies, websites of organisations or general web search and from completed Land Interest Questionnaires or from completed Land Interest Questionnaires provided to us.


How will Heathrow use the information it collects about me?

Your information will be used for the purpose of fulfilling our statutory obligations in connection with the expansion project, including to contact you to keep you informed of our plans for the proposed expansion of Heathrow, and also to engage further with you in connection with developing and progressing those plans. A limited amount of information will be used by Heathrow to produce statutory documents that are required by law. This includes a Book of Reference, which is submitted as part of the DCO application and will be a publicly available document. If you provide us with mortgage reference then this will be shared with the lender or mortgagee to help them to check their details when we send them the consultation information or statutory notices.


Who will have access to my information?

Heathrow and trusted third parties, including professional advisers, will have access to your information for the purposes set out above. Your information will be held by trusted third parties (including WSP UK Limited or TerraQuest Limited, depending on your location), on Heathrow’s behalf, in secure databases. Apart from the information published in the Book of Reference, we will keep information we receive from you within Heathrow and our trusted third parties except where disclosure is required or permitted by law, for example to government bodies and law enforcement agencies or (in the case of your mortgage reference) to your lender or the mortgagee.

Your information collected during the land referencing process, is primarily processed in the UK. WSP UK Limited, may transfer your data overseas to WSP Consultants India Svt Limited with the appropriate safeguards in place.


Will my information be made public?

Your interest will be published in the Book of Reference, if we consider that your legal interest in property or land may be affected by our proposed expansion plans. We have a legal duty to make the Book of Reference available for inspection by the public. It is also disclosed to the Planning Inspectorate and they may decide to publish the information. The Book of Reference is required by law to include the name and address of the person or company which has an interest in the property and the nature of the interest. The Book of Reference will not include telephone numbers or email addresses of anyone listed.


How long will Heathrow keep my information?

Except where legally required to hold for a different period, your information will be retained for a period of ten years following commencement of construction of the expansion of Heathrow at which point we will review the need to retain your information. The Book of Reference will remain available for public inspection but it will not be updated once the planning review (known as the Examination) of Heathrow’s application for a DCO has closed.


Do I have to provide my information?

Whilst there is not a statutory obligation for you to provide the information, it is possible that in certain limited circumstances, the Planning Inspectorate may later require you to provide information which is necessary for the planning process to proceed.


What rights do I have over my personal data?

Under the GDPR and the Data Protection Act 2018, you have the right to:

  1. Obtain a copy of the personal data we hold about you by making a subject access request.
  2. Ask us to correct any incorrect information we hold about you.
  3. Ask us to delete any of your personal information which we no longer have a legitimate reason for keeping.
  4. Restrict the processing of your information if we are using it for a purpose other than for which it was originally collected.
  5. Object to the processing of your information where this is justified.
  6. Withdraw consent for the processing of your information where this is justified and we have no other legitimate grounds for processing it.

To exercise your rights please contact the Heathrow Data Protection Officer using the following contact details:

By email to: [email protected]

By post to:
Privacy Requests
Office of the DPO
Heathrow Airport Ltd
The Compass Centre
Nelson Road
Hounslow, Middlesex


What if I find your response unsatisfactory?

Should you find our response unsatisfactory, you have the right to lodge a complaint with the supervisory authority – the Information Commissioner’s Office (ICO). You can find more information on the ICO website at https://ico.org.uk/concerns/ regarding the complaints process.


Changes to this privacy notice

We will keep this privacy notice under regular review. At the start of this privacy notice we will tell you when it was last updated.